SharePoint: Zero to 365 in 60 Minutes

Online Conference

June 17th and 18th 2015

WWW.COLLAB365.EVENTS

Zero to 365 in 60MinutesQuickly Build SharePoint Solutions that Work

Gerry BrimacombeLightlever Systems Inc.


Gerry BrimacombeLightlever Systems Inc.

Contact Details:Email: [email protected]

Twitter: @gbrimFacebook:

facebook.com/gerry.brimacombeLinkedIn:

ca.linkedin.com/in/gerrybrimacombe

Gerry has been studying technology since 1981 and studying people much longer. He has a BA degree in Computer Science and a Graduate Certificate in Project Management. Gerry’s passion is using SharePoint to help small to medium enterprises be more efficient and effective.

Online Conference


Introduction


GERRY LOVES EFFICIENCY!

SimplicityFlow

LeverageEffectiveness

How to get more done, faster and better?

Online Conference


Why?

Online Conference



GERRY LOVES EFFICIENCY!

Always looking for ways to do a job better, faster, cheaper

Online Conference


SharePoint Portal Build: Process Overview

Online Conference


A process to organize and engage…

Step A

Step B

Step CStep D Happ-

iness


Development Context

Business Case

RFP / Response

Develop Site

Develop Governanc

e

Support & Maintain


Our Focus Today

Business Case

RFP / Response

Develop Site

Develop Governanc

eSupport & Maintain

Online Conference


My SharePoint Toolbox


Tools for faster, easier, better results…

TemplatedSave timeImprove quality“Fill in the blanks” approachAlways refining


SharePoint ToolsWeb InterfaceBuilding Sites, Lists, LibrariesApplying permissionsProject ManagementSharePoint DesignerWorkflowsMinimal visual and functional changesInfoPathAdvanced Forms when required


Microsoft OfficeWordProposal, Work Plan (template)Design Document (template)Status Reports (template)ExcelProject Cost Management (template)Data Migration (template)VisioSite Design (template)Org Charts (template)PowerPointTraining and Presentations (template)


Development Work Plan

Plan Design Develop & Migrate

Pilot & Migrate

Train & Support

Project Management / Expectations Management


Project ManagementApproved Work PlanProject site on SharePoint Formal Change ControlStatus reportingSteering CommitteeManaging expectations

Online Conference


Design Process


• Use this phase to co-create the site, build relationships and trust.

• What is the PURPOSE of the Intranet?• Overall Structure• A funky name helps • What are the Lists and Libraries we need to help us MEET the

GOALS?

Design


Design Process

Strike Design Team

Educate Design Team

Identify Objects

Prioritize Objects

Sign-off for Build

User Engagement and Education


Design DocumentThe key communication and agreement toolStart with templateHigh-level and practicalLive on screen at every design meetingAlways available on project siteUpdated “as we go”Used for copy-paste-build of objectsUsed for map of permissionsCaptures ideas for future


•Work alongside staff for organic learning and smooth transition.• Look for cross section of interested people• Prefer quick learners at this time• Go for enthusiasm

Form Design Team


• Start ongoing training process now• Show Example sites• Teach SharePoint basic terms and

concepts• Create shared understanding• Avoid “blue sky” thinking• Set expectations• Generate excitement

Educate Design Team


Visio to Identify …•“What information do we need to capture and share?”•Draw upon your experience, and their business needs•“What’s causing the most pain?”•Visio Template, live on screen

Announcements

Contact List

Policy and Procedures Wiki

Forms and Templates

Project List with Status


… and Prioritize“What will serve the most people, save the most time, reduce the most pain?”•Sticky notes to vote•Change width of objects in Visio•All very fast•Paste into Design Doc

Files (Forms, Templates, Business Manual, Training, Reports, Briefings, Policies)

VIRL Announcements (Link to briefings and other artefacts as required))

Contact List(Internal/External Connect to Outlook)

Org Charts (with pics) – May be part of Contact

List

Events Calendar(Connect to Outlook)

Wiki(Web pages, Inside links with context)

Quick Links(Hyperlink to teams, documents, websites, forms, etc.)

FAQs(Searchable, askable)

Intranet Suggestion Box

Emerg-ency

Announcements

Images(including Logos)

My Files (Web part View)

Online Conference


Structure Diagram

Standard Divisional Objects

Ibid.

Standard Divisional Objects

Home Site Ojects

Legend

Inside Homehttps://inside.virl.bc.ca

Projects(/p)

Standard Divisional Site

Commun-ications(/com)

Intranet Proj. (/98154)

Project B

Project N

Divisional Files(/fls)

Out of Office

Calendar (/cal)

Links and Resources

(/res)

Announcements(/annc)

Order and Item

catalog

Printable Brochures (part

of /fls)

Newsletter (part of /fls)

etc...

etc...Testing & Training

(/sandbox)VIRL Files (/fls)

Announcements (/annc)

Contact List (/contact)

Events Calendar

(/cal)

Quick Links(/link)

FAQs(/faq)

Intranet Suggestion

Box(/suggest)

Briefings

Reports

Business Manual

Training

Templates & Forms

My Files (Web part View)

Wiki (/SitePages)(Wiki home page and

sub-pages for Employee Handbook, and linked to

Business Manual, Training, Divisions, etc.)

Images(/img)

Divisional Wiki (/

SitePages)

Site

List

Library

Other

Folder

https://lightlever-my.sharepoint.com/personal/gerry_lightlever_ca/Documents/Marketing/Presentations/Sample/Design/SiteDesignGraphics.vsd


Permissions Design After structure is largely doneEducate as you goUse Lightlever.ca blog post and video

http://lightlever.ca/sharepoint-permissions-a-critical-piece-of-the-sharepoint-picture/

http://lightlever.ca/sharepoint-permissions-a-critical-piece-of-the-sharepoint-picture/

http://youtu.be/d4Al0HGYBWE

Online Conference


Build Process


Building as Easy as 1-2-3

1. Build based on Design Document2. Present and refine with co-creators3. Permissions done at end


Iterative Build

• 2 – 3 iterations of 1 – 2 weeks each• Design Doc Live and in sync• Present live or via webcast• Some migration to make

site meaningful


Building Sites, Lists, and LibrariesRefer to Site Overview graphicCopy-Paste from Design Document Leverage standard lists, add fieldsCreate views and workflowsUpdate Design Doc as you go Maybe add content to help presentationPresent to Design TeamIterate as per plan


Applying PermissionsCreate Groups:

Copy-Paste from Design DocumentGroup Owner is “SharePoint Admins” group

Top downFor unique permissions:

break inheritance remove or change permissions

Double-check with Design DocTest with Design Team

Online Conference


Live Demo:

Design DocumentCOPY-PASTE to Build

Online Conference


Data Migration


Content Migration• Can be the hardest part of the project.• Files!, contacts, calendars, other SP objects.• Many tools available• We have a semi-automated tool for file migration


Migration Plan

Develop Mini-Plan

Capture File

Listings

Copy to Staging

Clean Up in

Staging

Move to Share Point

Set Servers Read-only

Online Conference


Pilot Testing


Pilot Testing or “Pilot” Phase

A chance to test the site in “real world”A small group of “Pilot Participants”Practice training & supportGather ideas & address issuesPrior to go-live, update site May migrate files in parallel


Pilot PlanDevelop Mini-Plan

Identify Participants

Prepare Comm-unicate

TRAIN Assign Activities

Support & Engage

Final Focus Group

Apply Learnings

Online Conference


Training


Training Purpose

Ensure there is buy-in;Ensure the site is understood and used;Empower the client Admins to do (most of)what you do.


Training OverviewEvery meeting is a training opportunityCustomized user trainingExecutive SessionsFormal training for AdminsInclude “Support Videos”

Online Conference


Wrap-Up


Questions & Ideas


In Closing...

• Use processes and templated tools help you build faster, easier, better.

• Co-create with your users as much as feasible.

• Copy-paste is your friend.• Be gentle, enthusiastic, and fun.


The End…(to be continued)

Lightlever Systems Inc.Gerry Brimacombe [email protected]

www.lightlever.ca

mailto:[email protected]

http://www.lightlever.ca/

Online Conference


BUSINESS ANALYSIS Requirements gathering Business case for cloud IT Improve business processes Evaluate technology

SHAREPOINT SOLUTIONS Corporate portals Document management Custom lists and libraries Electronic forms SharePoint Training

PROJECT MANAGEMENT Develop project plans Run projects efficiently Build project management office Project Management Coaching

BONUS: purchase the SharePoint Portal Design Template, attend 1 hour Q&A walk-through webinar (free!)

BONUS: Download Project Status Report template (free!)

Go to http://lightlever.ca/products-and-tools

http://lightlever.ca/product/sharepoint-portal-design/

http://lightlever.ca/product/sharepoint-portal-design/

http://lightlever.ca/products-and-tools

http://lightlever.ca/products-and-tools


Stay tuned for more great sessions …

SharePoint: Zero to 365 in 60 Minutes

Technology

Transcript of SharePoint: Zero to 365 in 60 Minutes