community it webinar - implementing sharepoint online

Successful SharePoint Implementation

Community IT Innovators Webinar Series

May 26, 2016

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• Webinar Slides & RecordingPowerPoint and recording links will be shared after the webinar

About Community IT

Advancing mission through the effective

use of technology.

• Invested Work exclusively with nonprofit organizations, serving over 900 since 1993.

• Strategic Help our clients make IT decisions that support mission.

• Collaborative Team of over 30 staff who empower you to make informed IT choices.

Johanny TorricoVice President – [email protected]

Abdul MusaSenior Consultant [email protected]

Agenda• Path to Success

• Avoid SharePoint failure

• Tips and Tricks

Abdul-Azeez Musa

- I added a bullet point to catch people up and put things in perspective. We can take it out if its repetitive given Johan’s intro.

Un-selling SharePoint recap• Benefits– Enterprise

collaboration– Accessibility– Findability and

discoverability– Extensible platform

• Challenges – Paradigm shift– Metadata overhead– Saving attachments– Sync issues

Successful Approach

• Is SharePoint the right solution?

Evaluation

• Pre-planning• Migration

strategy• Roles

Planning• IA: Metadata,

content types, libraries etc.

• Best practices• TrainingDesign &

Testing

• Phased approach

• User adoption

Production

Governance

Abdul-Azeez Musa

- We should add something about how this is an iterative process and some pre-planned improvements should be part of the process. For instance, the initial deployment might just be a rollout of the core document collaboration features and more advanced features such as workflow could be added after the organization has become more familiar with the platform

Evaluation

• Is SharePoint the right solution?

• Business Use Case• Expertise level• Time commitment• Users engagement

Evaluation

Evaluation

• Start with a clear business use case– Replace my old file server is not a good business

case– “I just want to move to the cloud”

– “The cloud is great!”

Evaluation

• Plan appropriate timeline for deployment• Review options

EvaluationMicrosoft… when do I use what?• OneDrive = Me• Office 365 Groups = Team• SharePoint = Team + Process

EvaluationOthers• Google Drive• Box• Dropbox

Planning

• Pre-planning• Migration• Roles

Planning

Assessing the need

• Content inventory

• Identify quick wins = ROI

Abdul-Azeez Musa

I think we should delete/hide this slide or move the content somewhere else

Migration

• Moving existing content to document libraries

• Starting fresh

• Self driven

Roles

• Find an expert

• Choose stakeholders– Involve users at all levels

• Appoint champions

Who are my champions?• Not necessarily technical• Helps drives adoption• Direct connection and knowledge of the organization needs• Point of contact to users• Understand business operations and the flow of

information

• Metadata• General Best

Practices• Training

Design and Testing

Metadata

• Keep it simple

• Inventory document types

• Assign specific metadata for each

MetadataDocument Type

Purpose Metadata Process

Agreements Documents the parameters of a relationship or partnership between org and partner for the delivery of programs

Donor, Region, Theme, ProjectID, OrganizationType. AgreementStatus

Manager's approval before publishing

General best practices

• Consistent look and feel

• External sharing

• Keep design at site collection level

• Collect feedback• Incorporate changes• Provide training• Empower your

champions and power users

Testing

• Phased approach• Plan for next phase• Plan for User adoption

– Showcase wins

Production

Phased approach• Start small

• Simple design

• Department by department– Focus on improving a process

• Control and Strategy

• Unique for the organization

• Developed during planning

• Informs design

• Outlines roles and ownership

• Needs to be flexible

Governance

How do I…Tips and Tricks:

How do I avoid Implementation Failure• Be focus and understand the

problem you are solving

• Align solution with organization strategy

• Governance early on

• Buy-in

• Involve your users early on

Executive Buy-in• Focus on the problem(s) you

are solving not in the solution• Find a strong use case and

quantify ROI• Communicate• Be upfront about ALL

potential costs and painpoints

Metadata is a headache!

• Don’t over do it• Reduce user load. Automate

when possible• Look at your file server for

clues

Keep it simple

• Start small• Identify your wins• Consistency• Champions

One + One

• Show the benefits• Solve a problem!

Upcoming Webinar

Alternatives to SharePointfor Document Management

Thursday June16 4:00 – 5:00 PM EST

Johanny Torrico& Steve Longenecker

Provide feedback Short survey after you exit the webinar. Be sure to include any questions that were not answered.

Missed anything? Link to slides & recording will be emailed to you.

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