In the case of developing a WCM (web content management) site the quite often overlooked factor is the interaction of the power users in the publishing and content creation process. In this session we will look at the planning stages of a real world WCM project to ensure that the WCM site is developed with features that are available for power users to publish and manage WCM sites. We will look at how to ensure that these are used in the correct context and demonstrate the different approaches and pros and cons of each approach.

1. WCM for the power user: how to
use publishing technologies in the
real world
IW210/202 –
Chandima Kulathilake
(MCTS/MVP – SharePoint)

2. Introduction
 Chandima “Chan” Kulathilake - MVP
 Knowledge Cue – SharePoint consulting in
New Zealand
 www.knowledgecue.com
 chan@knowledgecue.com
 @chandimak on twitter
 www.sharepointusergroup.net.nz

3. Agenda
 Settingthe scene for WCM
 Who is a Power User?
 Case Study Introduction
 Publishing Processes that work
 Do’s and Don’ts

4. WCM “old skool style”
 Create Content
 In MS Word, Excel or even Paper
 Send to “Web Guy”
 Formats in HTML
 Create HTML page
 FTP or File Copy to a web server
 Voila – Job done?

5. Why do we need Content Management?
 Controls the life cycle of content in organisations
 How content is created, reviewed, published, and consumed
 How content is ultimately disposed of or retained
 Promotes finding and sharing information easily
 Helps organisations meet legal responsibilities
 Provides features at each stage of the content life cycle
Review/ Publish Archive Dispose
Author Manage
Approve
Managing the complete content lifecycle

6. WCM Landscape
Wiki or Informational Portal Corporate Intranet Internet
Collaboration Site
Less Control WCM can be multi faceted Strict Control

7. ABC’s of Web Content Management (WCM)
 Authoring – empowering content owners
 Web-based authoring experience (In a browser)
 Easy to use (No HTML markup)
 Branding – enforcing consistent
user experience
 Master template pages & page layouts
 Controlled Publishing – enforcing
rules & policies
 Controlling who can author content & where
 Controlling who can approve & publishing

8. New Web Site – What does it take
The Customer/Stakeholder
The Designer The Content
Manager
The Developer The Project Manager
IT

9. WCM is not a technology issue
 It’s about the publishing process
 It’s about people and their needs

10. Who is a Power User?
A Power User is someone who
has more than one job to do and
don’t have much time to waste.
They need to know the bits they
need to know and be able to do
the bits as quick as possible so
that they can do other bits.
Dilbert.com – Scott Adams

11. Users vs. Power Users
 Users  Power Users
 View “Published”  Gather
content  Create
 Give Feedback on  Edit
content  Publish
 Un-publish
 Archive
 They also may have
a day job!

12. Case Study introduction
 Kiwibank – (NZ Owned and Operated)
 Launched in 2002
 Staff – 1000 and counting
 Post Shop Branch network 300
 650,000 customers in NZ

13. Case Study introduction
 Alltechnology functions apart from some
core banking is on MSFT technologies
 SharePoint used by the IT Team since
2002 (STS and WSS 2.0 then SP 2007)
 Plan underway moving to SP2010

14. Enterprise deployment
 Using on a true enterprise scale.. One
“platform” many uses on managed SLA
 Project sites
 Collaboration sites
 Custom SharePoint Apps
Knowledge Cue - www.knowledgecue.com 14 5 January 2011

15. Support for Collaboration (ad-
hoc)
Knowledge Cue - www.knowledgecue.com 15 5 January 2011

16. Support for Projects (Structured,
Process activity driven)
Knowledge Cue - www.knowledgecue.com 16 5 January 2011

17. Support for Projects (Structured,
Process activity driven)
Knowledge Cue - www.knowledgecue.com 17 5 January 2011

18. Realising user adoption
 Dedicated team and distributed
ownership
 Continuous engagement with end users
and stakeholders
 Provide mechanisms for feedback
 Review, prioritise plan to improve
 Implement
Knowledge Cue - www.knowledgecue.com 18 5 January 2011

19. Launched “OurSpace” in February 2010
Using SharePoint 2007 but moving to 2010

20. Concept to Reality
 User and Stakeholder Engagement
 Information Architecture – Third Party
 Personas
 Authors (Power Users)
 Users
 Wireframes
 Training

21. Operating model – Roles
 Authors
 Content Managers
 Content Owners
 Business Owners
 Executive Champions

22. Publishing process
 Based on site ownership
 85 trained content owners
Level 1 Level one content includes:
Home page  Alerts
 CEO Blog Home site
 External & Internal News
 Internal & Social Events
HR How to About Kiwibank Banking Community News and Events Kiwibank teams Blogs
Level 2 Landing Page Landing page Landing page Landing page Landing page Landing page Landing page Landing page
How to topic How to A-Z Team site
Level 3 Landing page How to topic Landing page Team site
How to topic Landing pages Team site
Landing page Landing page
Landing page Landing page
HR content About content Banking Community News content
Blogs
pages pages content pages content pages pages
How to topic Team content
content pages How to topic page Team content
How to topic Team content
content pages content pages page page

23. Getting a page published
 Content Manager –
Care taker of an area
(sub site)
 Content Author –
Directly authors the
content

24. Content life cycle – go live
Identify Submit QA Sign
content content content off
Load Final Final
Train Publish
content QA sign off

25. Content life cycle – BAU
Email or
word doc
Author QA 3-6
Publish Review
in system content months

26. Content Managed Page
– viewed in Published
Mode
Editable Content = E
Aggregated Content = A

27. Viewed in Edit Mode

28. Site Management

29. Complex yet simple to publish

30. What was special?
 Operating model had 2 key roles for updating
and managing content, authors and content
managers (Authors can edit and submit for
approval, Content managers can edit and
publish)
 Met every GM to ask for nominations for each
of these roles. We had approx 90 nominations.
 Communicated with nominees and invited them
along to presentation re roles, what it would
mean, project timeline, support, training etc.

31. What was special?
 As each site was built, we’d train those authors
and content managers on how to use the
editing tool and apply the styles – 85 trained
total. They would then load their content
 Writing for web training came later, how to write
for the web, adopting Kiwibank’s language,
tone etc.
 We’re about to start Author and Content
Manager monthly user forums for sharing

32. What’s New in SharePoint 2010 WCM
 Server Ribbon
 Publishing Process
 Auto spell-check & unpublished items check
 One-Click Page Authoring
 Content Organizer
 Social Feedback with Ratings
 Multilingual
 Digital Media

33. Do’s and Don’ts
Do Don’t
 Provide explicit guidance  Allow guess work for
when in edit mode for publishing
authors  Try to provide all in one
 Provide a landing templates
template for each area  Use SharePoint
 Provide more than one terminology
content page template  Send content authors to
per area the “default” SharePoint
 Use a Wiki for contextual help link
help in edit mode

34. Do’s and Don’ts
Do Don’t
 Make the distinction  Try to extend the
between edit mode and workflow to multiple step
published mode functions loops (keep it simple)
 Provide clear visibility of  Let Content Authors
the publishing process create sites or sub sites
and accountability  Leave the expiry or
 Aggregate content to review date for content as
Landing pages where optional
possible
 Review your publishing
process every 3 months

35. Thank you for attending!
If you are looking to move to NZ
contact me 

36. NZ Community
SharePoint Conference 2010
www.sharepointconference.co.nz
9th & 10th June 2010
Duxton, Wellington – New Zealand
$600 ex GST (Over 250 attended in 2009)
Pre and Post Conference training (extra cost)
info@sharepointconference.co.nz
@NZSharePoint on twitter.com