Effectively Use SharePoint as Your ECM Solution
Structure your content for a successful user experience.
Onsite Workshop
Without spending the time up front building a management team and content structure, organizations report:
- Employees don’t use the new technology after a major investment.
- Users cannot find the documents they need.
- IT bears all the responsibility for delivering a business-friendly and responsive SharePoint solution.
- Departments and power users create sites without controls or guidance.
- Content and collaboration services do not support actual business operations or requirements.
- Employees create their own content repositories on their hard drives or in email and avoiding SharePoint.
- Sites become cluttered and abandoned.
- Without training and controls, unauthorized users are granted access to critical and private information.
With careful planning up front and accountable decision makers guiding the SharePoint program:
- Users can quickly find and share the documents they need for their work.
- Routine workflows are automated.
- All authorized users can access the information they need themselves without having to request access via email each time.
- The business is leading the direction of SharePoint use and expansion.
- Records are retained and disposed of in compliance with schedules.
- Content owners and business leaders use SharePoint’s analytics to continuously understand and improve content services.
- When an employee leaves or goes on vacation, other team members can easily navigate their workspaces.
Module 1: SharePoint Foundations
The Purpose
- Introduce key SharePoint and ECM concepts.
- Build a management team/governance committee of decision makers from the lines of business.
- Define how to communicate major change to users.
- Create vision for SharePoint content services.
Key Benefits Achieved
- Accountabilities assigned for during the project and ongoing
- Understanding of the size of the work involved in building the SharePoint solution
- Rules and guidelines for the setup and use of SharePoint
| Activities: | Outputs: | |
|---|---|---|
| 1.1 | Review SharePoint and ECM concepts. |
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| 1.2 | Identify governance committee members and SMEs. |
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| 1.3 | Develop the vision for the SharePoint program. |
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| 1.4 | Determine approach to engaging and educating users. |
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| 1.5 | Develop policies. |
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Module 2: SharePoint Information Architecture
The Purpose
- Understand current information communities and workflows.
- Outline information architecture work items.
- Understand concepts like metadata, records management retention, standard terminology.
Key Benefits Achieved
- Best-practice approach to building information architecture (IA)
- Plan for building content structures
- Understanding of expertise and time required to build IA foundation
- Management team has the knowledge to negotiate with technology and service providers
| Activities: | Outputs: | |
|---|---|---|
| 2.1 | Gather key use cases. |
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| 2.2 | Decide scope from among use cases. |
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| 2.3 | Audit key content. |
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| 2.4 | Review IA best practices. |
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Module 3: SharePoint Inventory and Migration
The Purpose
- Identify which documents are to be migrated and build a structure for organizing them in the new environment.
Key Benefits Achieved
- List of documents to be migrated
- Framework for building a content structure in the new SharePoint system
- Support decisions about approach to migration (e.g. third-party service, Microsoft API)
| Activities: | Outputs: | |
|---|---|---|
| 3.1 | Inventory documents to be migrated. |
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| 3.2 | Develop migration plan. |
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Book Your Workshop
Onsite Workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn’t enough, we offer low-cost onsite delivery of our Project Workshops. We take you through every phase of your project and ensure that you have a road map in place to complete your project successfully.
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