Scott Jamison - Maximizing Value and Getting the Most out of SharePoint - BASPUG 11-9-11

1. Maximizing Value and Getting the
Most out of SharePoint
Scott Jamison
Chief Architect & CEO, Jornata LLC

2. About Scott Jamison
• Chief Architect at Jornata, a full-
service software consulting form
• Former Director at Microsoft
• Microsoft Certified Master (MCM)
• SharePoint MVP
• Author:
– Essential SharePoint 2007
– Essential SharePoint 2010
– Five whitepapers on SharePoint 2010
• scott.jamison@jornata.com
• @sjam

3. Assumptions
• You know what SharePoint is
• You want to know how to deploy it
*effectively*
• I’m going to talk fast…keep up! 

4. Getting the Most Out of SharePoint
1. Go All-In or Don’t Bother
2. Invest in Governance
3. Remember: It’s About the Content
4. Get Search Right
5. Give Everyone a Profile Page
6. Plan for End-User Adoption
7. Give SharePoint Ongoing Love

5. Getting the Most Out of SharePoint
1. Go All-In or Don’t Bother
2. Invest in Governance
3. Remember: It’s About the Content
4. Get Search Right
5. Give Everyone a Profile Page
6. Plan for End-User Adoption
7. Give SharePoint Ongoing Love

6. Go All-In or Don’t Bother
• Many customers
implement SharePoint by
dropping it into a team
environment with…
– Little to no configuration
– Little to no end-user guidance
– Wishing the users “best of luck”
• Use? Mostly for file
sharing
• Problem? Slower, more
expensive version of your
company file server!

7. Go All-In or Don’t Bother
Investing the time and effort?
• Cost of servers
• Cost of storage
• Cost of customization
THEN:
You owe it to yourself to invest in governance, a
good information architecture and training

8. FACT:
Customers who use SharePoint
to its full potential are much
happier customers!

9. The SharePoint Customer Journey
Initial Deployment Broad Adoption Business Solutions
Deploy collaboration sites Deliver advanced workloads Build tailored business
that connect teams, that broaden adoption, drive solutions that provide
improve compliance and reduce the insights, improve decisions
access to information and cost of maintain multiple and increase
increase productivity systems organizational agility
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10. Getting the Most Out of SharePoint
1. Go All-In or Don’t Bother
2. Invest in Governance
3. Remember: It’s About the Content
4. Get Search Right
5. Give Everyone a Profile Page
6. Plan for End-User Adoption
7. Give SharePoint Ongoing Love

11. Governance: What’s all the HYPE?
What is governance, exactly?
You know it when you see it.
Without it, you get…SharePoint

12. Governance Simplified…The Analogy
• GOAL: You want to create an easy way for
people to get around
• SO YOU: Create a project called “Highway
System”
• You invest heavily in infrastructure (fuel-
efficient cars, excellent roadways, gas stations,
etc.)

13. BUT…you neglect to
invest in the “rules of
the road”
–Drive on the right
–Stop at intersections
Without them, there’s
chaos!

14. SharePoint Governance
• So…in short:
– It’s really just guidance
(and rules) that you give
to users
– Must be coupled with
training and
consequences

15. “Governance without
enforcement is merely
suggestion.”
Q: Who is your traffic
cop?

16. Getting the Most Out of SharePoint
1. Go All-In or Don’t Bother
2. Invest in Governance
3. Remember: It’s About the Content
4. Get Search Right
5. Give Everyone a Profile Page
6. Plan for End-User Adoption
7. Give SharePoint Ongoing Love

17. Adoption Does Not 'Just Happen'
Reach critical mass to stay in the game
VHS and Betamax: adoption x time
Tipping point critical mass
Crossing the Chasm
critical mess

18. It’s about the Content
• SharePoint itself isn’t going to do anything for you
without good content.
• Designate content owners!
• Keep it FRESH

19. Content Governance Example
Content Site or Page Content Manager Update/Review Frequency
Intranet Home Page (web parts, lists)
Doug S. Daily
News Home Page Phil T. Weekly
—Press Releases Scott G. When new releases are generated
—Announcements Scott G. When new announcements are made
—Industry News (none) Self-authored through RSS feeds
Community Home Page
Mary P. Weekly
When events are added/removed as
—Events Dave F.
needed
When company event or other event
—Media Susanne V.
takes place with media documentation
—Executive Blog Homer S. Weekly, one per executive member
Search and creation functionality — no
Teams (none)
content
—Team Sites Mark B. Semi-annually
Search (specifically keywords, acronyms and best Semi-annually reviewed, and as new
John S.
bets) keywords, acronyms are added
As user roles change or new users are
Audiences Mark B.
created/old users removed

20. Getting the Most Out of SharePoint
1. Go All-In or Don’t Bother
2. Invest in Governance
3. Remember: It’s About the Content
4. Get Search Right
5. Give Everyone a Profile Page
6. Plan for End-User Adoption
7. Give SharePoint Ongoing Love

21. Common Search Complaints
Really…there’s one:
“I can’t find what I’m looking for!”

22. Search: Before/After
• two docs…but they don't look like the right ones
• no definition…what does it mean?
• no best bet for top link
• no people who can help me
• no way to provide feedback on bad results

23. Make Search Work
• You can get search to work!
– INVEST IN IT
– Help users help themselves
• Example: Title property, content tagging
– Manage search keywords, definitions, best bets
– Add acronyms, industry terms
– Even if you don’t enable MySites, add user profiles
– Add surveys for user feedback
– Monitor search queries via reporting

24. Search: Before/After
• Two docs that look correct
• Handy definition
• Best bet for top link that
can help me
• Person(s) who can help me
• A way to provide feedback
on bad results
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25. Getting the Most Out of SharePoint
1. Go All-In or Don’t Bother
2. Invest in Governance
3. Remember: It’s About the Content
4. Get Search Right
5. Give Everyone a Profile Page
6. Plan for End-User Adoption
7. Give SharePoint Ongoing Love

26. Provide a Social Identity
• Why? Enables Users to:
– Gather insight
– Provide social feedback in the form of ratings, comments, and tags
– Find an ‘expert’
– Provide an accurate organization chart
– Target information
– Sync to Outlook via the social connector
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27. About “My Sites”
• User Profiles = White Pages/Expert Search
• MySites = “Personal” Site Collections
• You don’t need to deploy personal sites if you
want profiles!

28. Getting the Most Out of SharePoint
1. Go All-In or Don’t Bother
2. Invest in Governance
3. Remember: It’s About the Content
4. Get Search Right
5. Give Everyone a Profile Page
6. Plan for End-User Adoption
7. Give SharePoint Ongoing Love

29. ADOPTION CURVE: EXAMPLE

30. Getting the Most Out of SharePoint
1. Go All-In or Don’t Bother
2. Invest in Governance
3. Remember: It’s About the Content
4. Get Search Right
5. Give Everyone a Profile Page
6. Plan for End-User Adoption
7. Give SharePoint Ongoing Love

31. Give SharePoint Ongoing love
• Common mistake:
– Invest a lot in the infrastructure
– Invest a lot in customization
– Maybe even invest in governance & training
– BUT…
• Fail to invest in ongoing “love” to keep things happy
• YOU MUST give SharePoint care and feeding over time
• Plan to have an expert assess SharePoint and give it a tune-up
every six months or so

32. It’s like your car manual…
Frequency Recommended Actions
Daily Review and update homepage content, checking to see any ‘daily’ reminders or announcements are up to
date and content remains fresh.
Update purchasing guidelines with any changes for the day.
Weekly Remind an executive team member (or each executive team member) to post a new blog post about the
company, community, industry, or other pertinent topic.
Update processes docs (or as changes occur).
Monthly Review and update events and calendar entries for the month (these should also be added or removed as
new events and calendar dates are scheduled/cancelled).
Review and update any marketing materials to ensure team members are always using the current
branding and other formats for any template materials.
Review and update versions of all forms to ensure proper documents are being used by the team.
Quarterly Update any seasonal promotions
Review user audience groups, ensure users are in the right audiences, and modify outdated audiences
Evaluate cumulative Windows/SharePoint updates; reboot server machine regardless, each quarter
Semi-Annually Twice per year the content owner of the Team Sites should review what sites haven’t been used in the last
6 months and have little or no page views. They should then contact the site creator or owner of these
sites and recommend removing them, keeping team sites relevant and useful.
The employee handbook and other HR resources (forms, reference docs, vacation policies, etc.) should be
reviewed and updated as needed by the HR content owner.
Review search keywords, term store, and acronyms, removing any duplicated content, adding new
keywords and terms, and updating any new acronyms as needed.
Annually The governance board should review the governance document, updating with any changes that may have
taken place in SharePoint policies and processes.

33. Summary: Getting the Most out of SharePoint
1. Go All-In or Don’t Bother
2. Invest in Governance
3. Remember: It’s About the Content
4. Get Search Right
5. Give Everyone a Profile Page
6. Plan for End-User Adoption
7. Give SharePoint Ongoing Love

34. Have a great day!
Thank you!
• Follow me @sjam
• Scott.jamison@jornata.com
• www.scottjamison.com
• www.jornata.com
• Follow me on Twitter for your
chance to win a book!
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35. @SJAM