how to manage migration to sharepoint
TRANSCRIPT
![Page 1: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/1.jpg)
sharepointmaven.com @gregoryzelfond
HOW TO MANAGE MIGRATIONTO SHAREPOINT
![Page 2: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/2.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
About Me
Gregory Zelfond 10+ years of experience with SharePoint Huge SharePoint Advocate, blogger Love to solve business problems using code-free, out of
the box SharePoint configurations Owner of SharePoint Maven (sharepointmaven.com)
![Page 3: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/3.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
About SharePoint Maven
I HELP ORGANIZATIONS TO UNLOCK THE POWER OF SHAREPOINT
MIGRATION CONSULTING TRAINING
![Page 4: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/4.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Agenda
– Implementation Approach
– Greg’s 7 Phases of SharePoint
Implementation
– Q & A
![Page 5: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/5.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Remember…
Rome was not built in a day…Your SharePoint should not be either
![Page 6: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/6.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
SharePoint Implementation Approach
Think BIG, start SMALL
Break your long-term Intranet Portal vision into manageable phases
Each phase should be no longer than 2 months
![Page 7: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/7.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
SharePoint Implementation Approach, cont’d
Start with easy stuff– Homepage
– Policies & Procedures Site
– HR Site
Build your Intranet Portal bottom-up (but always keep your long-term vision/ideas in mind)
![Page 8: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/8.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Don’t forget about User Adoption
SharePoint Implementation IS NOT about Technology
SharePoint Implementation IS ABOUT User Adoption
![Page 9: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/9.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Waterfall vs. Agile
You won’t succeed if you decide to implement SharePoint using Waterfall Methodology
Agile Methodology is the way to go
![Page 10: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/10.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Greg’s 7 phases of SharePoint Implementation
![Page 11: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/11.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
PHASE 1:
EDUCATION
![Page 12: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/12.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Education Phase
Do the SharePoint Demo first!
![Page 13: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/13.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Education Phase
Educate the Users about what SharePoint is, its features and functionalities
A series of educational meetings to demonstrate and discuss SharePoint, stir some ideas– Informal Lunch & Learns
– Group-specific meetings
– Online Webinars
![Page 14: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/14.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
PHASE 2:
ANALYSIS &
REQUIREMENTS
![Page 15: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/15.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Analysis & Requirements Phase
Gather requirements to better understand the use cases and business processes around future SharePoint sites, lists and libraries
Ask the right questions– Where does the content currently reside?
– Who is the Content Owner? Who owns the content?
– Who are the Content Consumers? Who needs to have access to the content
– Who cannot have access to the content?
– What is the volume of documents?
– How are documents organized right now?
– What is the business process, if any, for updating documents?
![Page 16: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/16.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Don’t overdo it!!!
DO NOT setup long meetings
DO NOT create detailed specification documents
DO NOT meet more than 2-3 times to gather requirements
![Page 17: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/17.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
PHASE 3:
INFORMATION
ARCHITECTURE
![Page 18: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/18.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
High-Level Diagram
sharepointmaven.sharepoint.com Site Collection
Project Site Template Document Library (metadata) Task Module (for MS Project Sync) Risk Register (Custom List) Calendar / Task List / Contact List
HOMEPAGE Project Dashboard Project Templates Project Request Form (metadata)
Project Site A Project Team (Contribute) Everyone Else (Read Only)
Project Site B Project Team (Contribute) No Access for anyone else
![Page 19: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/19.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Policies
ProjectsForms
Reports
Categorize Your existing Content
![Page 20: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/20.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Define Metadata for each Category of Documents
Doc Category Properties/Columns Tags
Policies
Audience Full-Time Employee Part-Time Employee Temp Employee
Owner Department
Revision Date Date Field
Forms
Form Category Benefits Medical Financial
Audience Full-Time Employee Part-Time Employee Temp Employee
Reports
Year 2015 2014 2013
Report Frequency Annual Quarterly Monthly
![Page 21: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/21.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
PHASE 4:
DATA MAPPING
![Page 22: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/22.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Mapping Template
1. Folders SharePoint Sites / Document Libraries
2. Documents SharePoint content types/metadata
![Page 23: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/23.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
PHASE 5:
SHAREPOINT
CONFIGURATION
![Page 24: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/24.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
![Page 25: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/25.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Agile Feedback mechanism
Design Feedback
![Page 26: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/26.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
PHASE 6:
FILE MIGRATION
![Page 27: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/27.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Reality about Document Migration
Question:
How do I move 170GB from my G, K, N (pick a letter) drive to SharePoint?
Answer:
You don't.
![Page 28: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/28.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Don’t be a hoarder with SharePoint
![Page 29: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/29.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Core Files
Archive
Duplicates
Scope of Migration
Determine the scope of migration
![Page 30: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/30.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
4 Migration Options
1. Drag & Drop– Up to 100 files @ a time
– Can’t drag folders
– Does not retain metadata
2. Open with Windows Explorer + Quick Edit– Does not retain metadata
– Works with IE browser only
3. One Drive for Business Sync– Does not retain metadata
– 5,000 sync limit
4. 3rd Party Migration Tools
![Page 31: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/31.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
An inexpensive migration tool
![Page 32: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/32.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
5000 Item Limit Threshold
Beware of the limit, educate yourself and others
There are options and ways to deal and overcome the limit
Reference a slide deck on SlideShare for 10 techniques to mitigate and overcome the issue
![Page 33: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/33.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
PHASE 7:
TRAINING
![Page 34: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/34.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
A word about training…
“Neglecting SharePoint User Training
during implementation is a crime”.
Yes, end users do require training!!!
Remember: SharePoint is not DropBox!
Train on Technology & Business Processes
Train-the-trainer, informal, lunch & learn, online
![Page 35: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/35.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Blog Posts
How to manage SharePoint Implementation
10 reasons why SharePoint training matters
Introduction to SharePoint Information Architecture
![Page 36: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/36.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Need help with SharePoint?
SharePoint Site Configuration and Customization
Document Migration to SharePoint
SharePoint Implementation Strategy
SharePoint Training
SharePoint User Adoption
SharePoint Governance
SharePoint Project Management
![Page 37: How to Manage Migration to SharePoint](https://reader033.vdocuments.mx/reader033/viewer/2022051404/587299111a28ab36118b7f7d/html5/thumbnails/37.jpg)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
THANK YOU!
Visit: sharepointmaven.com
Email: [email protected]
Follow: @gregoryzelfond
Connect: linkedin.com/company/sharepoint-maven
View: www.slideshare.net/gzelfond
Get in touch if you have questions