2. About the Speaker…
Nick Kellett
Technical Product Manager of echo for SharePoint
nick@echotechnology.com
10+ years of web programming around the world
I’ve been working with SharePoint 2007 since Office 12 Alpha
I ran one of the pilot SharePoint Deployment Planning Services
engagements in Australia
I blog at Planet MOSS (http://planetmoss.blogspot.com)
3.
4. Agenda
The SharePoint Paradox
Common Portal Headaches
Pain Relief
Create a Governance Site
Use Your Governance Site
What If It’s Too Late?
Learn and Evolve
Questions and Wrap-up
5. The SharePoint Paradox
Centralized Decentralized
Site architecture is centrally controlled Site architecture is ad-hoc
Metadata is always applied to content Metadata may not be applied to content
Site Columns and Content Types are Columns are created on lists
created at site collection root Columns are combined in an ad-hoc
Lists get “bundles” of columns
basis on each list
PROS PROS
Improves consistency Requires no planning
Reduces metadata duplication Requires little upfront effort
Easy to update Works across site collections and
portals
Easy to support and train on
CONS
Allows document-level DIP, Workflow,
Information Policies, and document Decreases consistency
templates
Increases metadata duplication
CONS
Hard to update
Requires planning Hard to support and train on
Requires upfront work Only allows list-level Workflow,
Hard to manage across site collections Information Policies and document
and portals templates
Difficult to reverse
6. Common Portal Headaches
Slow or ad-hoc content migration
Inconsistent taxonomy
Authors don’t apply metadata correctly
Difficulty controlling lists, templates, and content types
Portal lacks high fidelity search
Sites are inconsistent
Users can’t find information easily
Portal is too hard to modify
Poor portal adoption and low user satisfaction
7. Pain Relief
Create A Governance Site TODAY
Centralize Your Templates
Centralize Your Taxonomy
Enlist your users and authors
Migrate content
Use your Governance Site
8. Create A Governance Site
Your users and portal administrators need:
1) Knowledge and understanding of portal standards
2) Communication
3) Training
4) Support
5) Self-service
6) Taxonomy guidelines
This should be provided in a single place
You might as well use SharePoint
9. Centralize Your Templates
Upload your policies and procedures
Create site and list “templates”
Create and populate lookup lists
Deploy and configure web parts and workflows
Upload all your resource files
You can have different templates for different needs
11. Use Your Governance Site
Use your site and list “templates”
Apply content types to lists and sites
Create and modify list views
Setup Search
Setup Managed Properties in Shared Service Provider
Use Saved Searches
Teach users how to make Property Queries
Modify Advanced Search to allow users to target site columns
Use Content Query Web Parts to target metadata
12. This demo shows a sample portal Governance site
GOVERNANCE SITE
13. Planning Best Practices
When centralizing, keep it “Real World”
Don’t design around the limitations of SharePoint
14.
15. Metadata Best Practices
DON’T:
DO:
Limit the content types and Modify the OOB content
columns you use types and columns
Create only what you will use Reinvent the wheel
Create “Root” content types Use > 32 chars, special
chars, or spaces in content
Create top level content types
type and column names
and site columns
Repeat Yourself
Use the “Update list and site
content types” option Be too specific
Use Link to a Document, Use too many Required
Lookups, Choice, and BDC columns
content types Forget to enforce naming
Use sensible column defaults conventions
Deploy as a Feature for reuse Use Folders (Except for
Archives)
16. This demo shows examples of SharePoint Metadata best practices
SHAREPOINT METADATA
BEST PRACTICES
17. Recruit Your Users
Users are bound by Gravity
Move desirable content into SharePoint 2007 ASAP
Help them search results
Communicate
18. Recruit Your Authors
DON’T:
DO:
Show them why they should Make your Admins
care responsible for migration
Train and support them Annoy Your Authors
Use Excel spreadsheets to Wait until Migration Day to
help them list their files consult with Authors
Allow them to make “bulk Migrate files without applying
changes” to their metadata your metadata
even after migration
Schedule frequent mini-
migrations
19. Migrate Your Content
Content owners decide what migrates
Clean up and migrate existing files, OR Adopt a “go
forward” strategy
Authors must apply metadata while migrating
Archive the legacy files as soon as possible
20. This demo shows some best practices for migrating content
CONTENT MIGRATION BEST
PRACTICES
21. What If It’s Too Late?
It’s never too late
How to recover:
1) Create Your Governance Site
2) Plan your Central Taxonomy
3) Centralize templates and metadata in the
governance site
4) Retrain your users
5) Begin to use the governance site
22. Learn and Evolve
Portals evolve
Keep your templates current
Update your taxonomy and propagate changes
Use search metrics, discussion threads, and polls for
end user feedback
Constantly refresh your Governance site
23. echo Manages SharePoint
Information
Content Functionality Configuration Design
Architecture
File Shares
Workflows
Site
Permissions Themes
Navigation
SharePoint
2003
Custom
Code
SharePoint
2007
Master
Taxonomy Settings
Pages
Web Parts
Lotus Notes
24. This demo will show how you can manage your portal using echo
for SharePoint
ECHO DEMO
25. Questions and Wrap-up
Comments, questions, or have some best practices?
Email nick@echotechnology.com
Evaluate echo for SharePoint
Sign up for a free trial or a weekly webinar
http://www.echotechnology.com
Visit my blog, Planet MOSS
http://planetmoss.blogspot.com
Feedback forms
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