Helpful Practices Using SharePoint to Manage SharePoint

1. Helpful Practices Using SharePoint to Manage SharePoint

2. Chris Bayot Senior Solutions Consultant Hawaii Regional Manager MCTS, MCT

3. SharePoint Solutions • by Synergy • Implementation • Design • Development • Training in the business of making your business Better

4. Overview… • Control Site creation via a SharePoint List (2007) • Implementing a “Tip of the Week (Day, Month…)” (2007) • Lunch and Learn sessions scheduled through SharePoint (2007) • Manage in-house job applications (2007)

5. Overview… • Using Wiki Sites and Libraries to document “How To” information (2010) • Use a custom list to manage training requests (2010) • Create a SPUG in your organization with its own SharePoint Team Site (2010) • Surveys (2010)

6. Scenario 1 … • Manage Site Creation • An organization wants to support the ability to add SharePoint sites as needed • Want to prevent the “Wild Wild West,” that is, too many sites being created in an ad hoc manner

7. Solution… • Create a custom list where Power Users can request a new site • Suggested columns • Site name • Purpose of site • Recommended location • Site Template

8. Additional Applications… • Requests for new Site Collections • Requests for creation of new Lists and Libraries • Requests for elevated permissions

9. Scenario 2 … • Tip of the Week (Day, Month…) • An organization wants to pass on tips to end users to help them work more efficiently in SharePoint • Prefers a single tip be highlighted at a time with the ability to go back and view previous tips

10. Solution… • Create an Announcements list • Display the list in a List View Web Part • Set Item Limit to 1 • Attachments can be used as needed

11. Additional Applications… • Use a document library to store recurring documents that are disseminated on a regular basis • Plan of the Week • Newsletters

12. Scenario 3 … • Lunch and Learn sessions scheduled through SP • An organization wants to advertise Lunch and Learn sessions and take RSVPs • RSVPs should be visible to all

13. Solution… • Create a Meeting Workspace • Create links: • To the Meeting Workspace • To the Attendees List to manage RSVPs

14. Additional Applications… • Ideal for recurring meetings, but can be used for any meeting that should be highlighted • Use Lunch and Learn sessions for any technical topics and create an internal SPUG for SharePoint-specific meetings

15. Scenario 4 … • Manage in-house job applications • An organization wants to announce in-house job openings and offer employees the ability to apply easily • Applicants should be able to see only their own information and no one else’s applications.

16. Solution… • Create an Announcements list to announce job openings • Add custom columns as necessary (such as a Department column indicating the department that has an opening) • Attachments can be used as needed (such as a detailed job description) • Create a second list to manage applications and link to the New Form of that list

17. Additional Applications… • Use for processes with an application process • Use a JavaScript to auto-fill fields from Job Openings list

18. Questions? • Break

19. Scenario 5 … • Wiki Library for “How To” information • A team has a need to • Retain acquired information (such as information discovered while troubleshooting) • Share that information with other team members • An informal solution is preferred

20. Solution… • Create a Wiki Library • Initial page becomes TOC • Each subject has a Wiki page • Link Home is a good practice

21. Additional Applications… • Works with any kind of informal information sharing…truly endless scenarios • FAQs • Notes taken during phone conversations • Client details – any and all related information

22. Scenario 6 … • Use a custom list to manage training requests • An organization has an in-house technical trainer who provides end user training in a formal classroom setting • The organization would like …

23. Solution… • Create a Custom List • Last Name • First Name • Company • Contact Email • Business Phone • Course of Interest • View only own item • Set alert

24. Additional Applications… • Manage anything that gathers inquiries • Use code to automate as necessary

25. Scenario 7 … • SPUG Team Site • An organization wants to encourage the use of SharePoint • The organization wants to encourage the use of SharePoint Best Practices throughout the organization

26. Solution… • Create an in-house SPUG and manage it with a team site and meeting workspace • Shared Documents • Calendar • Announcements List • Tasks • Team Discussion List

27. Additional Applications… • Manage any type of event that requires a sign up

28. Scenario 8 … • Survey Users for desired SharePoint solutions • An organization wants to encourage users to share information regarding what works or doesn’t work well in SharePoint • An organization wants to gather ideas for extending their SharePoint implementation to maximize user productivity

29. Solution… • Create a survey in SharePoint to gather and collate responses

30. Additional Applications… • Gather information on any subject as needed

31. Questions?

32. thank you