iw210 wcm for the power user - how to use publishing technologies in the real world
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WCM for the power user: how to
use publishing technologies in the
real world
IW210/202 –
Chandima Kulathilake
(MCTS/MVP – SharePoint)
Introduction
Chandima “Chan” Kulathilake - MVP
Knowledge Cue – SharePoint consulting in
New Zealand
www.knowledgecue.com
chan@knowledgecue.com
@chandimak on twitter
www.sharepointusergroup.net.nz
Agenda
Setting the scene for WCM
Who is a Power User?
Case Study Introduction
Publishing Processes that work
Do’s and Don’ts
WCM “old skool style”
Create Content
In MS Word, Excel or even Paper
Send to “Web Guy”
Formats in HTML
Create HTML page
FTP or File Copy to a web server
Voila – Job done?
Why do we need Content Management?
Controls the life cycle of content in organisations
How content is created, reviewed, published, and consumed
How content is ultimately disposed of or retained
Promotes finding and sharing information easily
Helps organisations meet legal responsibilities
Provides features at each stage of the content life cycle
Dispose Archive Publish Manage Review/ Approve
Author
Managing the complete content lifecycle
Wiki or Collaboration Site
Informational Portal Corporate Intranet Internet
WCM can be multi faceted Less Control Strict Control
WCM Landscape
ABC’s of Web Content Management (WCM)
Authoring – empowering content owners
Web-based authoring experience (In a browser)
Easy to use (No HTML markup)
Branding – enforcing consistent
user experience
Master template pages & page layouts
Controlled Publishing – enforcing
rules & policies
Controlling who can author content & where
Controlling who can approve & publishing
New Web Site – What does it take
The Customer/Stakeholder
The Developer
The Content Manager
The Designer
The Project Manager
IT
WCM is not a technology issue
It’s about the publishing process
It’s about people and their needs
Who is a Power User?
A Power User is someone who
has more than one job to do and
don’t have much time to waste.
They need to know the bits they
need to know and be able to do
the bits as quick as possible so
that they can do other bits.
Dilbert.com – Scott Adams
Users vs. Power Users
Users
View “Published”
content
Give Feedback on
content
Power Users
Gather
Create
Edit
Publish
Un-publish
Archive
They also may have
a day job!
Case Study introduction
Kiwibank – (NZ Owned and Operated)
Launched in 2002
Staff – 1000 and counting
Post Shop Branch network 300
650,000 customers in NZ
Case Study introduction
All technology functions apart from some
core banking is on MSFT technologies
SharePoint used by the IT Team since
2002 (STS and WSS 2.0 then SP 2007)
Plan underway moving to SP2010
Enterprise deployment
Using on a true enterprise scale.. One
“platform” many uses on managed SLA
Project sites
Collaboration sites
Custom SharePoint Apps
5 January 2011 Knowledge Cue - www.knowledgecue.com 14
Support for Collaboration (ad-
hoc)
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Support for Projects (Structured,
Process activity driven)
5 January 2011 Knowledge Cue - www.knowledgecue.com 16
Support for Projects (Structured,
Process activity driven)
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Realising user adoption
Dedicated team and distributed
ownership
Continuous engagement with end users
and stakeholders
Provide mechanisms for feedback
Review, prioritise plan to improve
Implement
5 January 2011 Knowledge Cue - www.knowledgecue.com 18
Launched “OurSpace” in February 2010
Using SharePoint 2007 but moving to 2010
Concept to Reality
User and Stakeholder Engagement
Information Architecture – Third Party
Personas
Authors (Power Users)
Users
Wireframes
Training
Operating model – Roles
Authors
Content Managers
Content Owners
Business Owners
Executive Champions
Publishing process
Based on site ownership
85 trained content owners
How to topic
content pages
How to topic
Landing page
How to topic
content pages
How to topic
Landing page
Level one content includes:
Alerts
CEO Blog
External & Internal News
Internal & Social Events
Level 1
Home page
Level 2
Level 3
HR content
pages
HR
Landing PageHow to
Landing page
Banking
Landing page
Kiwibank teams
Landing page
News and Events
Landing page
Blogs
Landing page
Community
Landing page
Home site
How to A-Z
Landing pages
How to topic
content pages
How to topic
Landing page
Banking
content pages
Community
content pages
About Kiwibank
Landing page
About content
pages
News content
pages
Team content
page
Team site
Landing page
Team content
page
Team site
Landing page
Team content
page
Team site
Landing page
Blogs
Getting a page published
Content Manager –
Care taker of an area
(sub site)
Content Author –
Directly authors the
content
Content life cycle – go live
Identify
content Submit
content
QA
content
Sign
off
Train Load
content
Final
QA
Final
sign off Publish
Content life cycle – BAU
Author
in system
QA
content Publish Review
Email or
word doc
3-6
months
Content Managed Page
– viewed in Published
Mode
Editable Content = E
Aggregated Content = A
Viewed in Edit Mode
Site Management
Complex yet simple to publish
What was special?
Operating model had 2 key roles for updating
and managing content, authors and content
managers (Authors can edit and submit for
approval, Content managers can edit and
publish)
Met every GM to ask for nominations for each
of these roles. We had approx 90 nominations.
Communicated with nominees and invited them
along to presentation re roles, what it would
mean, project timeline, support, training etc.
What was special?
As each site was built, we’d train those authors
and content managers on how to use the
editing tool and apply the styles – 85 trained
total. They would then load their content
Writing for web training came later, how to write
for the web, adopting Kiwibank’s language,
tone etc.
We’re about to start Author and Content
Manager monthly user forums for sharing
What’s New in SharePoint 2010 WCM
Server Ribbon
Publishing Process
Auto spell-check & unpublished items check
One-Click Page Authoring
Content Organizer
Social Feedback with Ratings
Multilingual
Digital Media
Do’s and Don’ts
Do
Provide explicit guidance
when in edit mode for
authors
Provide a landing
template for each area
Provide more than one
content page template
per area
Use a Wiki for contextual
help in edit mode
Don’t
Allow guess work for
publishing
Try to provide all in one
templates
Use SharePoint
terminology
Send content authors to
the “default” SharePoint
help link
Do’s and Don’ts
Do
Make the distinction
between edit mode and
published mode functions
Provide clear visibility of
the publishing process
and accountability
Aggregate content to
Landing pages where
possible
Review your publishing
process every 3 months
Don’t
Try to extend the
workflow to multiple step
loops (keep it simple)
Let Content Authors
create sites or sub sites
Leave the expiry or
review date for content as
optional
Thank you for attending!
If you are looking to move to NZ
contact me
NZ Community
SharePoint Conference 2010
www.sharepointconference.co.nz
9th & 10th June 2010
Duxton, Wellington – New Zealand
$600 ex GST (Over 250 attended in 2009) Pre and Post Conference training (extra cost)
info@sharepointconference.co.nz
@NZSharePoint on twitter.com
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