How to train your organisation on SharePoint: #spscairo 2016

http://www.spsevents.org/city/cairo/cairo2016
Please fill in my session feedback form available on each chair.
SPSCairo
Welcome

http://www.spsevents.org/city/cairo/cairo2016 SPSCairo

Online Conference
June 17th and 18th 2015
Training your organisation on
SharePoint

@marijnsomers
Balestra
Email:
Marijn.somers@balestra.be
Speaker, Blogger, Evangelist, Trainer, Coach, Analist, Project
Manager
Strong focus on Governance
* MBTI-type: ENTJ
* AIIM CIP certified
Balestra, which is a fencing term for a quick jump forward,
focuses on ECM & collaboration governance.

• Why train users?
• How ?
– Different kinds of people require different ways of training
– How to roll out a complete training package in your
organisation
• What ?
– Use stories
– Customer example
– Mistakes
What are you going to learn today

• Specialist areas of SharePoint where
training is very important.
– SharePoint web development
– administration
– architecture
Not talking about

Why ?

Result

Change is hard

• Drive user adoption
• Make fewer (critical) mistakes
– Less calls to help desk
– Less calls to IT departments
• Higher productivity
• More confidence = happier employees
Advantages of a trained user

• Spread the word!!
• Learn and get feedback from users
• Change management
• Emphasize on important topics
Extra benefits on training

Technology adoption lifecycle

When to think about training
Vision / idea Get platform
Business
analysis
Development Rollout Training

Audiences

• Classroom training
• Coaching
• Train the trainer
• On demand video’s
• Wiki / blogs
• Textbook
• Playground environment
• Performance support
Different ways of training

• Big “glop” of one or multiple days
• Immersive:
– new location and no access to emails
• Terrible for: teaching people a whole new way of working
• Good for: key users
– Pre-existing knowledge: Deepdive
– Extend on that
Classroom training

http://www.spsevents.org/city/cairo/cairo2016 SPSCairo20
• 10 – 15 people max
• 2 hour max
• Practical excercises
• Good for:
– Readers
– Members
– Owners
Short training burst

• Early repetition may involve recall of the fact or a different presentation
of the fact.
• Later repetitions
– should allow for greater elaboration
– apply the fact to a context or a specific setting
• Don’t do the same training 5 times
– Tell them, show them, excercise
Provide multiple repetitions.

• Expensive (1-1)
• Made to measure
– Answer the coachee’s questions
– Build something together
• Deep dive
• Perfect for: early adopters / Management
Coaching

• Viral way of training
– Train 10 trainers who can each train
10 more people
• Excellent for basics
• Will not always be able to answer
questions
• Will not always feel comfortable
• Make sure they get your message
across!
Train the trainer

• Scenario based visual training
• Short chunks
• 2 flavors:
– Online video’s
– Own video’s
• Large audiences
• Majority
On demand video’s

On demand video’s
• Default online video’s
– Easy to find them
– No focus on your message
– Not your own branding
– Not your own specific tools
• Cheaper
• Youtube, MS
• Create your own
– Focus on business goals
– Align with your message
• As expensive as you want
– voice artists
– multilanguage

• Support
• Text books
– Global overview
• Blogs
– Versions
– Not always showing best way
• Wiki
– Copy / paste
Wiki / blog / text books

Playground environment
• Site owner access rights
• Test things out
• Doesn’t matter if you break it
• similar to production
• Support
• Owners / designers

• Context based help functionality
• Ex. visualsp
Performance support

• Use SharePoint
• “Academy” or “learning center”
• Easy to use / digest
• Contains:
– Vision / mission
– Product / template catalog information
– Documentation / training per target group (new in the organisation?)
– Training dates
– Help & FAQ (knowledge base)
– Site requests
– Timeline (what are we working on ?)
How to distribute / inform users on training?

Example

Technology adoption lifecycle
Coaching
Short burst training
Video training with forum
Academy site with plethora of
training solutions
Support docs: wiki / blogs / video’s
FAQ
Q&A forum
Video’s
Playground environment

Stories: Metadata
• We use it all the time
• Data about data
• Example:
– Title
– Brand
– Weight
– Calories
– Ingredients
– Expiry date

• https://www.youtube.com/watch?v=s12Jb5Z
2xaE
SharePoint in plain English

• https://www.youtube.com/watch?v=QIqA_Y
Keboc
Business practices that refuse to die

• 50K+ users
• BA 1: no training
• BA 2: only classroom training
• BA 3: default Microsoft 4 hour training
Case from a customer

• 2 hour training for ‘early adopters’
• Coaching afterwards
• Rollout phase:
– Online training (short chunks) for readers, members, owners
• Owner training mandatory before you can request a site
• Key user trainings on “advanced topics”
Live example for customer

• Trying to teach too much at once to minimize the amount of required
training
• Leave training out of the governance plan
• Have single way of training for whole company
• Wait for 2 more weeks to give a site after training
Training mistakes

• Don’t do full day training (a waste of time for them and you)
• Better:
– Introduction (email, short video,…)
– Awareness sessions with tips/tricks in short/lunch sessions
– On demand coaching / help
– Portal with
• Texts
• Video’s and tutorials
• Tip sheets
Key take aways

• Training should always be
– Just in time
– Just enough
• People have different ways to learn optimally (nlp)
• Repeat repeat repeat
– Tell them what you are going to say
– Tell it
– Tell what you have said
Key take aways

Have fun and look cool doing it

Please fill in my session feedback form available on the chair.

How to train your organisation on SharePoint: #spscairo 2016

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