Every business user loves email and MS Outlook, but they’re often nervous about using an enterprise content management (ECM) tool like MS SharePoint. In this presentation Bruce will show the incredible parallels between Outlook and SharePoint. He’ll argue that SharePoint may have actually grown out of the success of Outlook!
By stealing this presentation and giving it to your business users, you will make the unfamiliar SharePoint more accessible. This should smooth out your business user adoption! It will also help you move your organization beyond a basic use of SharePoint for document storage to a more intermediate adoption of content types and web parts.
2. Bruce Norman Smith
SharePoint Consultant & Information Management Advisor
Forged in Winnipeg, honed in Ladysmith & Vancouver, and battle tested in Montreal &
Gatineau - Bruce now calls Victoria his home.
Bruce’s customer service, governance and logic skills came from working as a sales
person in small family retail businesses & studying the History of World Religions at
UBC & McGill University (BA’04).
Bruce’s technical skills started at an early age during the Logo/Turtle boom of the
early 1980s and quickly developed into a passion for videogames. A Master’s degree in
Library and Information Studies (MLIS ‘08) refined these early skills with training in
business process analysis, database design, xml metadata development, and records
management / archival theory and methods. He’s worked in depth with MOSS2007 at
Environment Canada and SP2010 Enterprise at Medical Council of Canada.
Bruce’s Blog: http://seek.itgroove.net Bruce’s Website: http://ad-esse.net
4. About this presentation
It’s a training & change management tool for business users
There should be no big surprises, you may feel like you already know this
If you’re a SysAdmin, Dev, BA, QA or IM professional, take this opportunity to
imagine how you might deliver this presentation to your business users
Maybe we can even shake up the style of this user group a little bit & get
some fresh faces in here!
5. The $ Money $ Slide
What if I told you 5 hours of business user training could save you 235hrs/yr?
1 Helpdesk staffer, responding to 2 hours of basic SharePoint questions a day?
480 hours/year!
$10,000/year in salary!
What could they do with 240 hours a year?
Professional Development? Learn to configure a new server?
Script/Automate a process?
6. ‘We are what we repeatedly do.
Excellence, then, is not an act but a habit.’
~Aristotle
7. We <3 Outlook!
If you were only allowed only one app at work…
If you need to get approval from an executive fast…
Work, collaboration, and social all in one…
A personalized interface with your name…
Somewhere you have the power to organize information
in a way that makes sense to you…
An app to track your calendar and to do tasks
A place to see your contact information
Seriously, where can I get this magical app!?
8. The problem with email…
There's a lot of it!
The cc / reply all / reply / bcc / fwd game
Staff leave & corporate information is stuck in their personal inboxes
10. About this file
Driver License
Name: McLOVIN
Address: 892 MOMONA ST
City: HONOLULU
State: HI
ZIP: 96820
Number: 01-47-87441
Etc.
There’s no mystery to this!
Anybody can describe what’s important to know about a file/form/document.
20. Turn your form into a Content Type
Meeting Agenda
Description
Date
Invitees (names with presence)
Status (draft, reviewed, approved)
Template (from MS Word)
Policies (e.g. Auditing, Barcode)
Workflow (e.g. Approval)
& more!
Your 1st Content Type!
21. If you can use Outlook,
then you already know how to use SharePoint.
Outlook SharePoint
Public Folders Libraries
Emails Announcements / Yammer?
Appointments Events
Tasks Tasks
Contacts Contacts
Notes Lists
Journal Entries OneNote / Lists
Views Views
Search Search
…
Habits(shake your arms and cross your arms)Image credit http://www.computerhowtoguide.com/
Expectations
Motivation to Change
Email = more control/ power over “permissions” = Outlook win!
There’s no mystery to this, anybody can describe what’s important to know about a file/form/document![Superbad 2007]
Documents = SharePoint Win!http://technet.microsoft.com/en-us/library/cc164321(v=exchg.65).aspx Exchange Server 2003 includes two types of information databases:Mailbox stores, which hold personal mailbox informationPublic folder stores, which are a shared repositoryFor the latest in public folder technologies, explore SharePoint Products and Technologies. SharePoint Products and Technologies offer several enhancements and advantages over Exchange Server public folders:Document management. Get version control with check-in and check-out capabilities.Browser-based client support (public folder access is available in Office Outlook Web Access).Automatic notification of content changes.Creation of Meeting Workspace sites through Microsoft Office Outlook 2003.Integration with Office applications such as Microsoft Office Live Communications Server 2003 for instant messaging and presence information. Presence is the status, such as online, away, or busy, displayed by your instant messaging program when you pause on your contact's icon.Portal and site administration.Link a document library to a public folder in Exchange 2000 Server or later to a SharePoint site.Cross-site search capability. SharePoint Portal Server can be set up to search indexed public folders and other shared databases.
You think your company can do better than Microsoft? ;)
Notes = OneNote win!
Outlook search is excellent because it has strictly controlled metadata SharePoint search is actually more robust because it handles a lot of semi-structured data, but you may need to configure it to your needs or upgrade to SharePoint 2013