This document discusses collaboration solutions on SharePoint and provides a framework for defining collaboration for an organization. It begins with defining what collaboration means and discussing common challenges. It then outlines a process for creating collaboration solutions, including defining requirements through workshops, prototyping solutions, designing/building the solution, training users, and rolling out the solution. The framework emphasizes spending time understanding user needs before defining technical solutions and iterating with users.

1. Collaboration on SharePoint?
What does it mean for your organization
presentersPisarek
Michal names
month, day, year
SharePoint MVP
Founder, Dynamic Owl Consulting

2. Slide Title
Introduction: Michal Pisarek
Founder of Dynamic Owl Consulting
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• Microsoft SharePoint MVP
Second level
Organizer of the Vancouverof presentation
» Third level
title
SharePoint Users Group
› Fourth level
presenters names
Blog: SharePointAnalyst HQ month, day, year
Contributing Author
International SharePoint Speaker

3. Slide Title Owl
Dynamic
Click to edit consulting services
SharePoint Master text styles
• Second level
Business focused
• Strategylevel
» Third & Roadmap
title of presentation
• › Fourth
Governance level
presenters names
• Change Management month, day, year
• Requirements Elicitation
• Intranets and Digital Workplaces

4. Slide Title Agenda
Today’s
What we’re covering today:
What exactly is Collaboration anyway?
Creating collaboration solutions for your
organization

5. Slide Title Goals
Session
Have a framework that
Tools and techniques to
Understand what you can use to define
help you create great
collaboration is and isn’t collaboration for your
collaboration solutions
organization

6. What is Collaboration?
Everyone’s favorite word but what does it mean?

7. Content authoring
Poll: What is Collaboration?
(DEMO)

8. Slide Title
Definitions of Collaboration

9. Slide Title
When Collaboration doesn’t work
In times of crisis
• You really want to have people sitting around and
thinking? You want action!
On the battlefield
• You have a commander, he makes the orders, people carry
them out
When personal goals conflict
• If you are rewarded to compete rather than collaborate
you simply wont

10. Slide Title

11. Slide Titlehot?
Why so
Collaboration has been proven outside the
enterprise, now it is be moved inside
People are infinitely more powerful in groups that
individuals
It’s the people that make an organization
powerful, not systems or tools
We have the technical means to collaborate easily

12. Creating Collaboration Solutions
How do you create great collaboration solutions?

13. Slide Title Collaboration for your organization
Defining
Process
Scoping Information Requirements Solution
Mapping Prototyping Training Roll Out
Discussion Architecture Analysis Design / Build
Workshop

14. Slide Title
Two things before we start
Problem Domain vs. Solution Domain
• How to really get requirements
Why we use the iterative approach
• People don’t know what they don’t know…until they
start using the system

15. Slide Title Domain vs Solution Domain
Problem
Problem Domain: Where
you discuss objectives, goals
and needs
Solution Domain: Where
you define the solution

16. Slide Title
Why is this important?
Example 2:
Example 1:
Well, we want everybody to have
“We’d like to have a master
their privacy, and also need an area
suite, and 3 bedrooms, one
where the 2 kids can play together.
We would like to be2 kids, house
for each of our able to and
one forwithout having to move
guests guests. We’d also like
to haveto another room. And we
anyone an office, a playroom
need a for the kids, and…” where
functional workspace
my husband and I can be
productive while working from
home…

17. What Title this have to do with SharePoint?
Slide does
Example 1: 2:
Example
“We areme justtalk about what you
“Let here to open up
currently do, what your issues are
SharePoint and your
and what you think could be
fileshare and we can about
improved. Don’t worry
SharePoint, we will get onthat. For
create the libraries to
fly”
now explain to me what you do in
your jobs”

18. Slide Title
Tips
Don’t open up SharePoint straight away – it will
stop people for exploring the problem space
Don’t ask about what they want in terms of
SharePoint features, ask them what they do
Stay in the problem space long enough to
understand the issues and opportunities

19. Slide Title
Tips
Less of this

20. Slide Title
Tips
More of this

21. Slide Title
Why Iteration is important
People don’t
know what they
don’t know until
they start using
something
SharePoint is a
great platform to
iterate on solution
features

22. Slide Title
Allow your users time to explore the solution
Even with the best techniques things will be
missed until the solution is used
You should welcome and accept change BUT
Ensure that you communicate the boundaries of
changes (scope, time, budget)

23. Slide Title Collaboration for your organization
Defining
Problem Domain
Process
Scoping Information Requirements Solution
Mapping Prototyping Training Roll Out
Discussion Architecture Analysis Design / Build
Workshop
Solution Domain

24. Slide Title
Communicating Iterations

25. Slide Title
Take Always
Don’t jump into Ensure that you iterate Communicate how
Spend more time in creating solutions and let uses discover much iteration can
the problem domain without exploring what they didn’t know occur and the
business issues they didn’t know boundaries

26. Slide Title Collaboration for your organization
Defining
Process
Mapping Scoping
Discussion
Information
Architecture
Requirements
Analysis
Prototyping
Solution
Design / Build
Training Roll Out
Workshop

27. Slide Title Mapping
Process
Activity Identification/Process
Mapping
• Representing their role on the
project, participants write down
their activities and presents
• Group similar/like activities together
• Identify inputs and deliverables
Why it works: Findings can be a basis for the SharePoint site
structure, workflows, processes, roles/responsibilities and deliverables (as well as
project scoping). It is often an eye-opener for team members.

28. Slide Title of PM Mapping
Example

29. Slide Title
Workshops – Do’s and Don’ts
DO:
• Prepare for these workshops in advance and communicate the
intention to the attendees(frame it well)
• Invite the right people in the room
• Get business/executive support (some of the findings can be
provocative)
• Make sure you have enough time
DON’T:
• Invite too many people – 6-8 stakeholder representatives
• Use cheap sticky notes 

30. Slide Title at Scope
Looking
Process
Mapping
Scoping Information Requirements
Prototyping
Solution Design
Training Roll Out
Architecture Analysis / Build
Workshop
Discussion

31. Slide Title Discussion
Scoping
You can’t do it all
Determine what you will and won’t do from
everything that you have from the Process
Mapping Workshop
Clearly communicate scope (with SharePoint it
can kill a project)

32. Slide Title Discussion: Who will this involve?
Scoping
Collaborative solutions are usually:
• Cross-functional (involving users from different
groups/departments)
• Multidisciplinary (involving multiple SMEs, knowledge experts)
Important to understand
• Who is involved (identify your stakeholders, involve them early)
• How are the involved (what information do they provide and
require?)
• Information dependencies

33. Slide Title Diagram
Scoping
Capability or Outcome In/Out Scope Justification
Storage of all project In Scope Having dual systems will compromise
related items solution
Automate process of In Scope Business Critical Feature
review Possibility of time saving
Project Dash boarding and In Scope Requested by senior staff
Reporting Time savings for Core Management
Team
Complete Lifecycle Out of Scope Currently no lifecycle exists
development of project Too difficult and costly to have as part
related content of scope

34. Slide Title Information Architecture
Defining
Process
Mapping
Scoping Information Requirements
Prototyping
Solution Design
Training Roll Out
Discussion Analysis / Build
Workshop Architecture

35. Slide TitleInformation Architecture in SharePoint
What is
How you categorize and organize information in
SharePoint such as:
• Metadata, Content Types, Taxonomies
• List/Library Names, Site Names
• Site URL’s, Web Application Name

36. Slide Titleis important
Why IA
Creating a good IA ensure that users
understand what your solution is for
A good IA provides context to your
solutions
Using your organizations
nomenclature ensures
understanding

37. Why you shouldn’t just use a Team Site
Slide Title
A small description should go here
informing users of the sites purpose
If you are not using these features Unless these people work with you
remove them remove them

38. Slide Title
From Fileshares to Metadata

39. Slide TitleContent Audit
Step 1:
Understand the content that you have
Can be painful but is essential for any further work
There are automated tools available

40. Slide Title
Step Two: Look at each level of the file structure
Level
1
Level
2
Level
3

41. Slide Title
Step Two: For each level ask the following
What do these folders represent?
Why are they structured like this?
What are the possible values?

42. Slide Title
Level
1 This level represents our
customers.
Level This level represents who is
2 assigned to create the client
report
Level This level represents the
3 status of the report

43. Slide Title usage
File structure Metadata Type Comments
Represents customers Name: Customer New customers are
Type: Free Text Field always added, too much
Default: None overhead to maintain a
taxonomy
Represents the assignee Name: Assignee Only internal staff can be
Type: Person Field assigned, and only a
(Single) single person. Used to
Default: None drive views
Represents the report Name: Report Status Limited amount of
status Type: Choice choices, all client reports
Options: New, In are created with ‘New’
Progress, For Review, status
Finalized
Default: New

44. Slide Title
Step Three: Create and Test
Create in Excel or
SharePoint
Determine
requirements for
views
Iterate and test

45. Slide Title
Requirements Analysis
Process
Mapping Scoping Information Requirements Prototyping
Solution
Design / Training Roll Out
Discussion Architecture
Workshop Analysis Build

46. Slide Title
Requirements Analysis
Usage Scenarios
• Use Cases, User Stories
• Can be re-purposed into test cases and
marketing / roll-out material
• The start of content targeting
• Helps communicate the stories behind the
technology (who should care, what is it
used for)

47. Slide Title
Requirements Analysis
Process Mapping
• Understand where SharePoint fits into the overall
process
• SharePoint is rarely represents the entire business
process, but aids a sub-process (part of something
bigger)
• Map the process of how end users and SharePoint
will work together
• Drives workflow, alerts, business rules

48. Slide Title

49. Slide Title
Prototyping your solution
Process
Mapping
Workshop
Scoping
Discussion
Information
Architecture
Requirements
Analysis Prototyping Solution
Design / Build
Training Roll Out

50. Slide Title
Prototyping: Wireframes
A picture is worth a
thousand words
Keeps people in the
problem domain as
opposed to creating a
prototype
Shows progress to
stakeholders
People like pictures

51. Slide Title
Prototyping: Balsamiq Mockups
Balsamiq is our tool
of choice
Quick, easy and
cheap
Sharepoint
templates available

52. Slide Title
Document Libraries and Metadata
Use excel prototypes of get metadata requirements
Use Sharepoint prototypes to confirm

53. Slide Title
What about SharePoint prototypes?
Yes you can as long as
people understand it’s
a prototype
Once you are
confident with your
problem
understanding

54. Slide Title Design / Build
Solution
Process
Mapping
Scoping Information Requirements
Prototyping
Solution Training Roll Out
Discussion Architecture Analysis
Workshop
Design / Build

55. Slide Title Design / Build
Solution
Any custom pieces could be developed in the
prototyping phases as well
Involve your developers in the prototyping
phase so that they have a very good idea about
what they are building

56. Slide Title
Training
Process
Mapping
Workshop
Scoping
Discussion
Information
Architecture
Requirements
Analysis
Prototyping
Solution
Design / Build Training Roll Out

57. Slide Title
Training
Yes you need to train your users
They need training in two areas:
• The mechanics of the solution (HOW do I upload a
document)
• An understanding of the solution (WHY am I
uploading something here as opposed to there)

58. Slide Title Building Trust
Training:
A big part of training is about building trust with the new
tool.
How to build trust:
• Build a good foundation of trust in the system:
› Explain features like versioning and metadata and how it really works, what
to do when you have made a mistake (the Recycle bin)
› What are the benefits of using the new tool instead of going back to old
ways
• Show you understand their current issues and opportunities
and how this new tool will address them. Tell their story.

59. Slide Title Collaboration for your organization
Defining
Process
Mapping
Workshop
Scoping
Discussion
Information
Architecture
Requirements
Analysis
Prototype
Solution
Design / Build
Training Roll Out

60. Slide Title Test it, test it and test it some more
Roll Out:
Test the solution for technical stability (nothing kills
adoption and buy-in like a buggy system)
Test it with stakeholders, using real data before going
“live”. Repeat.
Test the usage scenarios that the tool was designed for

61. Slide Title Marketing
Roll out:
How to market the new tool
Tell their story
Target message to stakeholder groups
Answer “What’s in it for me?”
Have executives/management sponsor a message, lead
by example

62. Slide Title Enforcement
Roll out:
“We will not use file shares any more for this project. If
it’s not in SharePoint, it doesn’t matter”
Catch old habits (nesting of folders within document
libraries)
• Course correct, make necessary changes and understand why it
is happening

63. Questions?

64. Slide Title contact details
Wrap-up:
Michal Pisarek (Vancouver)
E: Michal@dynamicowl.com
T: @michalpisarek
W: www.dynamicowl.com
B: www.SharePointAnalystHQ.com