Increasing Findability in SharePoint

Posted in SharePoint on July 23rd, 2012 by Scott Jamison – Be the first to comment

With SharePoint 2013 touting better-than-ever search capabilities, it’s important to remember what makes content easy to find: content organization and knowing how the search engine functions. In today’s SPTechCon Boston session at 11:00AM, I’ll provide my secret playbook for a top-notch collaboration experience and maximum findability.

We’ll cover my five-step playbook, including:

  • Step 1: Fix Contribution
    • Folders and default properties – the rules you MUST follow
    • Different views (UX) for contributors and consumers
  • Step 2: Fix Consumption #1 (Browsing and Navigation)
    • Different views (UX) for contributors and consumers (again!)
    • Configure navigation
  • Step 3: Fix Consumption #2 (Search)
    • Encourage better Titles
    • Definitions, best bets
  • Step 4: Align Taxonomy
    • The seven places to configure things in SharePoint 2010 (you don’t have to do them all)
  • Step 5: Integrate Social
    • Enable social tagging promotion and tag feeds

You can get the slides here.

SharePoint Executive Briefing: Follow-Up and Resources

Posted in SharePoint on May 4th, 2012 by Scott Jamison – Be the first to comment

Thank you to everyone who joined me yesterday at the Jornata SharePoint executive briefing. We had a lively discussion about key SharePoint deployment topics, including:

  • Getting executive buy in (if you don’t, kill the project)
  • The thing that kills search results (the Title property)
  • Governance (keep it simple and to-the-point)
  • SharePoint as a central service (take careful note of your customization policy)
  • Keep your content fresh; SharePoint is nothing without content
  • First rule of SharePoint: don’t talk about SharePoint (a.k.a. name your portal something else!)
  • Give SharePoint ongoing love (giving birth to a SharePoint solution is just the beginning)

Here are the resources I referenced:

You can also get the slides from the session on Jornata’s website.

Remember to follow me on Twitter, too!

Scott Jamison

@sjam

 

SPTechCon Boston Presentations and Slides

Posted in SharePoint on June 2nd, 2011 by Scott Jamison – 1 Comment

Hey SharePoint fans! I’m presenting at SPTechCon Boston this week on three topics:

304 Governance Best Practices in SharePoint 2010
Without proper governance, even the best-intentioned SharePoint deployment can go wrong. Do you want to learn how to create an effective governance plan? Would you like to understand the impact of key changes such as social features and solution development changes on your planning process? If so, join us for a timely discussion around planning your SharePoint 2010 deployment through the use of governance best practices.

403 Search Tricks & Tips That Work!
Not satisfied with SharePoint search? Come learn how some easy tricks can help you with your search results, such as tagging (including the one tag you have to get right), search keywords, best bets, synonyms, scopes, authoritative sources and people search.

908 Build It and They Will Come: SharePoint 2010 User Adoption
Do you believe in SharePoint, but feel your hard work is not understood or appreciated? Do you see the value SharePoint can deliver, but feel your investment is wasted? If so, join this session to learn real-world strategies and best practices for driving end-user understanding, appreciation and adoption. This session will walk IT pros, devs and decision-makers through common end-user adoption situations and teach them how to turn naysayers and silent voices into believers!

Download the presentations at http://www.jornata.com/presentations.

SharePoint 2010 Request and Lifecycle Management

Posted in SharePoint on May 25th, 2011 by Scott Jamison – Be the first to comment

If you’re one of those organizations that have put SharePoint in place as a central service to handle the wide array of business requests that come in, it’s likely that you’ll need a good way to track, manage, and prioritize those business requests. I’m calling this concept SharePoint Lifecycle Management.  At TechEd 2011, we announced a free solution and guidance that provides a simplified request and workflow process by using Microsoft Project Server 2010. The solution serves as a function to manage SharePoint projects and related requests in order to view, analyze, and resource them. Business users are able to make SharePoint project requests through a form in Project Web App, while project managers monitor and assign resources, evaluate priorities, and manage their overall project portfolio more efficiently.  The solution is designed to capture the most relevant and important data pertaining to SharePoint requests for an efficient workflow while enabling the business to make the right strategic decisions about the use of SharePoint.  Check it out!

Read the official Project Server blog post at:
http://blogs.msdn.com/b/project/archive/2011/05/23/announcing-sharepoint-lifecycle-management-solution-with-project-server-2010.aspx.

Watch a replay of the TechEd 2011 session (and download the slides) at http://channel9.msdn.com/Events/TechEd/NorthAmerica/2011/OSP202.

TechEd 2011 Resources

Posted in SharePoint on May 23rd, 2011 by Scott Jamison – Be the first to comment

Thanks to those of you who attended my sessions at TechEd in Atlanta last week!  Here are a few key resources that you’ll want to grab:

  1. The SharePoint 2010 Lifecycle Management white papers and resources.
  2. My Drive-Thru Best Practices session on SharePoint 2010 End-User Adoption.
  3. SharePoint 2010, which will be released toward the end of June. You can read up on SP1 here.

SPTechCon San Francisco Presentation Materials

Posted in SharePoint on February 8th, 2011 by Scott Jamison – Be the first to comment

Hey gang!  Thanks for attending my sessions at SPTechCon in San Francisco. We discussed three important topics in the SharePoint 2010 space: governance, adoption, and social computing. The slides for each session can be found at http://www.jornata.com/presentations.html.

Thanks for attending!

Scott

SharePoint Saturday Hartford: Social Computing Best Practices in SharePoint 2010

Posted in SharePoint on January 29th, 2011 by Scott Jamison – Be the first to comment

Social Computing is a hot topic in the business world. Companies large and small are looking at ways to keep people engaged and productive. SharePoint 2010 provides ways to do this via collaborative and social technologies.

My session at SharePoint Saturday Hartford entitled “Social Computing Best Practices in SharePoint 2010″ covers the follwing topics:

•Why Social Computing? •Why Social Computing for Business? •What does Social Computing mean in the context of SharePoint? •Best Practices for Social Computing in SharePoint 2010: Top Ten •Governance & Adoption Considerations

Download the presentation in PDF format from the Jornata website.

SharePoint Saturday Webinar: Governance in SharePoint 2010

Posted in SharePoint on December 3rd, 2010 by Scott Jamison – Be the first to comment

Thanks to everyone who attended the SharePoint 2010 Governance Best Practices Webinar today! If you missed it, the recording will be posted on the SharePoint Saturday Boston website shortly.

If you’re looking for the slides, you can get them on the Jornata website.

And if you’re looking for the whitepapers I mentioned, you can find them here:

Thanks again for attending. Be sure to follow me on twitter @sjam.

The SharePoint 2010 Content Organizer

Posted in SharePoint on November 1st, 2010 by Scott Jamison – 1 Comment

One of the more interesting features of SharePoint 2010 is the Content Organizer, which is great for managing large groups of documents. Specifically, this feature enables you to set up rules to accomlish two things:

  1. Automatically creating subfolders to partition groups of items (for scalability — so that no folder has too many items)
  2. Automatically moving documents to another location (folder, site, site collection) based on document attributes (so you can dictate automatic placement of content)

Two of the questions I get regularly on the content organizer:

  1. Does a user need write permissions on the destination location?  Answer: Actually, no! The content organizer will move the content to the new location whether or not the contributing user has access to the destination location.
  2. What account is used for the “Modified By” property on the destination document? Answer: The system will retain the original contributor. (The system does not mark the document as updated by ‘system’ or ‘admin’ or anything like that.)

This is an interesting situation — it means that users can effectively add content into a place where they technically don’t have permissions. Not directly, mind you. But in effect.

To replicate this behavior, you can do a quick test as follows:

1. Create two site collections. (I created one called ‘from’ and one called ‘to’ .)

2. Make sure that Content Organizer is enabled on both root sites by enabling the Content Organizer feature (Site Actions–>Site Settings–>Features) :

 3. Create a user that has write permissions to the ‘from’ Drop Off Library, but no permissions to the ‘to’ site. Mine is called “Joe ReadOnly”. Don’t let the name fool you – he has no access whatsoever on the destination site.

4. Enable a’ send to’ location in central administration. (Central Administration->General Application Settings->External Service Connections->Configure Send to connections:

5. In the Content Organizer Settings (Site Actions–>Content Organizer Settings), check the “Allow rules to specify another site as a target location” option.

6. Create a Content Organizer Rule that moves the document to a target location to “Another content organizer in a differnent site” (selecting the ‘to’ location).

7. Log in as your restricted-permissioned user. Upload a document to the Drop-off Library in the ‘from’ site. The content organizer will move the document to your ‘to’ location, using the original user in the ‘created by’ and ’modified by’ columns — without that user having any actual permissions to that site.

 

SharePoint 2010 Best Practices for Adoption and Usage

Posted in SharePoint on October 19th, 2010 by Scott Jamison – Be the first to comment

When deploying SharePoint in your organization, you’ll hit two main types of hurdles: the technical ones and the non-technical ones. The technical hurdles are pretty common:

And so on…

A tougher and more nebulous topic is the set of non-technical items that you’ll need to consider. Two of these include adoption (getting your solution accepted and used by the messes) and usage (do your users know how to make use of SharePoint and get the most out of it)?

Susan Hanley and I recently tackled these questions in two whitepapers that are now out on the Microsoft website.

The SharePoint 2010 Adoption Best Practices White Paper helps you to create an adoption strategy and training plan to encourage usage of SharePoint in your organization.  Questions answered by the white paper include:

  • How can I get my employees excited about using this new collaboration technology (champions, incentives)? 
  • How do I make sure all the employees in my organization understand and feel comfortable using SharePoint? 
  • How can I make sure that SharePoint fits into existing business processes, and makes people’s jobs easier? 
  • How do I manage the behavioral change required to integrate SharePoint into the way people work?

The SharePoint 2010 Usage Best Practices White Paper helps you understand best practices for using SharePoint on an ongoing basis.  Questions answered in the white paper include:

  • What collaboration methods and site templates are most appropriate for which types of situations?
  • What should I ask myself before setting up a SharePoint site? 
  • How should I manage content? 
  • What should I think about when tagging? 
  • Etiquette for social interactions?

I hope you find these white papers useful!