Taming those Hoarders, Organizing users who keep everything
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The document discusses how to help users who hoard content by not properly organizing and storing their information. It provides tips for discovery where users store content, such as watching what they do rather than just listening to what they say. Various types of content hoarders are described such as those who hoard post-it notes, paper, emails, files on mapped drives, and money. Steps are outlined to transition hoarders to OneDrive, SharePoint, and team collaboration tools to better organize their content. The importance of communication, training, and showing value-add from new solutions is emphasized.
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Taming those Hoarders, Organizing users who keep everything
- 1. Taming the Hoarders Stephanie Donahue Organizing users who keep everything
- 2. @StephKDonahue #SPFest Stephanie Donahue, Owner/President ▪ Over 19 years of experience in the IT industry ▪ Focus ▪ Deployment Planning ▪ Information Architecture ▪ Governance ▪ User Adoption ▪ http://www.stephkdonahue.com ▪ http://www.paitgroup.com/blog ▪ @StephKDonahue
- 3. Assessment for Compulsive Hoarding @StephKDonahue #SPFest 1. Are some living areas of your home work cluttered? 2. Do you experience distress throwing away or discarding things? 3. Do you feel unable to control the clutter at work? 4. Has compulsive buying resulted in financial difficulties? If you feel this way about your content at work – you may need to utilize SharePoint more effectively!
- 4. How to get started ▪ Discovery ▪ Where do users hide content? ▪ Solutions ▪ How to map their needs to SharePoint functionality ▪ Tips and tricks for difficult users @StephKDonahue SPFest
- 5. Discovery @StephKDonahue #SPFest • Rule #1 – leave your desk • Don’t trust what they say • Watch what they DO! • Users will tell you where their information is supposed to be • Watching them work helps you find examples of inefficiencies • What am I looking for?
- 6. © 2015 PAIT Group June 29, 2015
- 7. The Post-It Note Task Hoarder @StephKDonahue #SPFest
- 8. The Paper Hoarder @StephKDonahue #SPFest
- 9. The Inbox Hoarder @StephKDonahue #SPFest
- 10. The Mapped Drive Hoarder @StephKDonahue #SPFest
- 11. The money hoarder @StephKDonahue #SPFest
- 13. Step 1: Transition to OneDrive & Office.com @StephKDonahue #SPFest • Office.com • Personal space provided • Graph-based search • OneDrive • It’s always backed up • Mobile app • Get rid of Dropbox
- 14. Step 2: Sync or Map Drives to SharePoint @StephKDonahue #SPFest • Explorer View is familiar • Still have benefits of SharePoint • Selective Sync! (new) • Offline sync
- 15. Step 3: Introduce CoAuthoring @StephKDonahue #SPFest • Autosave, Instant updates • No more clunky check-in, check- out • Versioning on automatically https://support.office.com/en-us/article/Document-collaboration-and-co-authoring-EE1509B4- 1F6E-401E-B04A-782D26F564A4?ui=en-US&rs=en-US&ad=US#__toc254365473
- 16. Step 4: Utilize Task Lists @StephKDonahue #SPFest • Teams/Planner for shared tasks • Outlook/To-Do app integration
- 18. Step 5: Seek Top Down Support @StephKDonahue #SPFest • Communication • Help employees become comfortable with change • Support for scanning solutions
- 19. Step 6: Implement awesome solutions @StephKDonahue #SPFest
- 20. Step 7: Understand Metadata @StephKDonahue #SPFest
- 21. Step 8: Plan your Information Architecture @StephKDonahue #SPFest
- 23. @StephKDonahue #SPFest Step 9: Make your IA Fun and Interesting
- 24. @StephKDonahue #SPFest Step 10: Work in Phases
- 25. @StephKDonahue #SPFest Step 11: Find creative ways to provide training http://office.microsoft.com/en-us/sharepoint-help/training-courses-for-sharepoint-2013-HA104030990.aspx
- 26. @StephKDonahue #SPFest Step 12: Talk about your Value Add Implemented Custom Client Site Search Page Issue: SharePoint popularity has grown, resulting in the creation of over 200 client sites holding business critical customer data. Users report it is difficult to find the client site they are looking for without scrolling through rows and rows of client site names Project Goals: Provide search interface to more quickly navigate to the client sites. Result: Management has reported a “flawless” execution and transition to the new search functionality! They are eager to learn more about SharePoint and would like to hear about more tips and tricks like this. It’s all about momentum!!!
- 27. @StephKDonahue #SPFest Wrap up • Listen to your users • Provide simple solutions • Take it in phases • Brag about your big wins!
- 28. Thank you. @StephKDonahue #SPFest 8180 Corporate Park Drive, Suite 312 Cincinnati, Ohio 45242 P: (513) 719-9190 @paitgroup linkedin.com/company/paitgroup facebook.com/PAITgroup www.paitgroup.com