Taming those Hoarders - SharePoint Cincy

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Stephanie Donahue

#SPCBREAKOUT16

Technologie

Taming the Hoarders
Stephanie Donahue
sdonahue@paitgroup.com

@StephKDonahue May 6,2016
Stephanie Donahue, Owner/President
 Over 19 years of experience in the IT
industry
 Focus
 Deployment Planning
 Information Architecture
 Governance
 User Adoption

Assessment for Compulsive Hoarding
@StephKDonahue May 6,2016
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!

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 May 6,2016

Discovery
@StephKDonahue May 6,2016
• 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?

The Post-It Note
Task Hoarder
@StephKDonahue May 6,2016

The Paper Hoarder
@StephKDonahue May 6,2016

The Inbox Hoarder
@StephKDonahue May 6,2016

The Mapped Drive Hoarder
@StephKDonahue May 6,2016

The money hoarder
@StephKDonahue May 6,2016

Step 1: Transition to OneDrive
@StephKDonahue May 6,2016
• Personal space provided
• It’s always backed up
• In SP Online, mobile app
• --coming to on-prem soon??
• Search results available
• Get rid of Dropbox

Step 2: Sync or Map Drives to SharePoint
@StephKDonahue May 6,2016
• Explorer View is familiar
• Still have benefits of SharePoint
• Offline sync

Step 3: Use the Office Information Panel or Web Apps
@StephKDonahue May 6,2016
• User Friendly
• Save to SharePoint without
leaving Office
• No more saving to the desktop
first before uploading
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

Step 4: Utilize Task Lists
@StephKDonahue May 6,2016
• Tasks can be managed and
delegated
• Assists with visibility across team
• SharePoint 2013
• Some Project Server features
• Integration with Project Client
• Wunderlist integration – new !!

Step 5: Seek Top Down Support
@StephKDonahue May 6,2016
• Communication
• Help employees become comfortable with change
• Support for scanning solutions

Step 6: Implement awesome solutions
@StephKDonahue May 6,2016

Step 7: Understand Metadata
@StephKDonahue May 6,2016

Step 8: Plan your Information Architecture
@StephKDonahue May 6,2016

@StephKDonahue May 6,2016
http://www.mindjet.com/ http://www.xmind.net/

@StephKDonahue May 6,2016
Step 9: Make your IA Fun and Interesting

@StephKDonahue May 6,2016
Step 10: Work in Phases

@StephKDonahue May 6,2016
Step 11: Find creative ways to provide training
http://office.microsoft.com/en-us/sharepoint-help/training-courses-for-sharepoint-2013-HA104030990.aspx

@StephKDonahue May 6,2016
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!!!

@StephKDonahue May 6,2016
Wrap up
• Listen to your users
• Provide simple solutions
• Take it in phases
• Brag about your big wins!

Thank you.
@StephKDonahue May 6,2016
8180 Corporate Park Drive, Suite 312
Cincinnati, Ohio 45242
P: (513) 719-9190
@paitgroup
linkedin.com/company/paitgroup
facebook.com/PAITgroup
www.paitgroup.com

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Taming those Hoarders - SharePoint Cincy

1. Taming the Hoarders Stephanie Donahue sdonahue@paitgroup.com

2. @StephKDonahue May 6,2016 Stephanie Donahue, Owner/President  Over 19 years of experience in the IT industry  Focus  Deployment Planning  Information Architecture  Governance  User Adoption

3. Assessment for Compulsive Hoarding @StephKDonahue May 6,2016 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 May 6,2016

5. Discovery @StephKDonahue May 6,2016 • 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?

7. The Post-It Note Task Hoarder @StephKDonahue May 6,2016

8. The Paper Hoarder @StephKDonahue May 6,2016

9. The Inbox Hoarder @StephKDonahue May 6,2016

10. The Mapped Drive Hoarder @StephKDonahue May 6,2016

11. The money hoarder @StephKDonahue May 6,2016

12. @StephKDonahue May 6,2016

13. Step 1: Transition to OneDrive @StephKDonahue May 6,2016 • Personal space provided • It’s always backed up • In SP Online, mobile app • --coming to on-prem soon?? • Search results available • Get rid of Dropbox

14. Step 2: Sync or Map Drives to SharePoint @StephKDonahue May 6,2016 • Explorer View is familiar • Still have benefits of SharePoint • Offline sync

15. Step 3: Use the Office Information Panel or Web Apps @StephKDonahue May 6,2016 • User Friendly • Save to SharePoint without leaving Office • No more saving to the desktop first before uploading 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 May 6,2016 • Tasks can be managed and delegated • Assists with visibility across team • SharePoint 2013 • Some Project Server features • Integration with Project Client • Wunderlist integration – new !!

17. Step 5: Seek Top Down Support @StephKDonahue May 6,2016 • Communication • Help employees become comfortable with change • Support for scanning solutions

18. Step 6: Implement awesome solutions @StephKDonahue May 6,2016

19. Step 7: Understand Metadata @StephKDonahue May 6,2016

20. Step 8: Plan your Information Architecture @StephKDonahue May 6,2016

21. @StephKDonahue May 6,2016 http://www.mindjet.com/ http://www.xmind.net/

22. @StephKDonahue May 6,2016 Step 9: Make your IA Fun and Interesting

23. @StephKDonahue May 6,2016 Step 10: Work in Phases

24. @StephKDonahue May 6,2016 Step 11: Find creative ways to provide training http://office.microsoft.com/en-us/sharepoint-help/training-courses-for-sharepoint-2013-HA104030990.aspx

25. @StephKDonahue May 6,2016 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!!!

26. @StephKDonahue May 6,2016 Wrap up • Listen to your users • Provide simple solutions • Take it in phases • Brag about your big wins!

27. Thank you. @StephKDonahue May 6,2016 8180 Corporate Park Drive, Suite 312 Cincinnati, Ohio 45242 P: (513) 719-9190 @paitgroup linkedin.com/company/paitgroup facebook.com/PAITgroup www.paitgroup.com

Hinweis der Redaktion

External sharing. If you aren’t providing external sharing options, they are already going to dropbox.com and not telling you.

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