how to train your organisation on sharepoint: #spscairo 2016

http://www.spsevents.org/city/cairo/cairo2016

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SPSCairo

Welcome

http://www.spsevents.org/city/cairo/cairo2016 SPSCairo

Online Conference

June 17th and 18th 2015http://www.spsevents.org/city/cairo/

cairo2016 SPSCairo

Training your organisation on SharePoint

@marijnsomersBalestra


@marijnsomersBalestra

Email:[email protected]

Speaker, Blogger, Evangelist, Trainer, Coach, Analist, Project ManagerStrong focus on Governance

* MBTI-type: ENTJ* AIIM CIP certified

Balestra, which is a fencing term for a quick jump forward, focuses on ECM & collaboration governance.

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• Why train users?• How ?

– Different kinds of people require different ways of training– How to roll out a complete training package in your

organisation• What ?

– Use stories– Customer example– Mistakes

What are you going to learn today


• Specialist areas of SharePoint where training is very important. – SharePoint web development – administration– architecture

Not talking about

Why train your organisation ?


Why ?


Result


Change is hard


• Drive user adoption• Make fewer (critical) mistakes– Less calls to help desk– Less calls to IT departments

• Higher productivity• More confidence = happier

employees

Advantages of a trained user


• Spread the word!!• Learn and get feedback from users• Change management• Emphasize on important topics

Extra benefits on training


Technology adoption lifecycle


When to think about training

Vision / idea Get platform Business analysis

Development Rollout Training

Adoption

Strategy

Innovators

Early adopters

Majority

A company approaches you to guide the rollout /

training


Audiences


• Classroom training • Coaching • Train the trainer • On demand video’s• Wiki / blogs• Textbook• Playground environment• Performance support

Different ways of training


• Big “glop” of one or multiple days • Immersive:

– new location and no access to emails

• Terrible for: teaching people a whole new way of working

• Good for: key users– Pre-existing knowledge: Deepdive– Extend on that

Classroom training

http://www.spsevents.org/city/cairo/cairo2016 SPSCairo20

• 10 – 15 people max• 2 hour max• Practical excercises

• Good for:– Readers– Members– Owners

Short training burst


• Early repetition may involve recall of the fact or a different presentation of the fact.

• Later repetitions – should allow for greater elaboration– apply the fact to a context or a specific setting

• Don’t do the same training 5 times– Tell them, show them, excercise

Provide multiple repetitions.


• Expensive (1-1)• Made to measure

– Answer the coachee’s questions– Build something together

• Deep dive• Perfect for: early adopters / Management

Coaching


• Viral way of training– Train 10 trainers who can each

train 10 more people

• Excellent for basics• Will not always be able to answer

questions• Will not always feel comfortable• Make sure they get your message

across!

Train the trainer


• Scenario based visual training• Short chunks

• 2 flavors: – Online video’s – Own video’s

• Large audiences• Majority

On demand video’s


On demand video’s• Default online video’s

– Easy to find them– No focus on your message– Not your own branding– Not your own specific tools

• Cheaper• Youtube, MS

• Create your own– Focus on business goals– Align with your message

• As expensive as you want – voice artists– multilanguage


• Support• Text books

– Global overview• Blogs

– Versions– Not always showing best way

• Wiki– Copy / paste

Wiki / blog / text books


Playground environment• Site owner access rights• Test things out• Doesn’t matter if you break it• similar to production

• Support• Owners / designers


• Context based help functionality• Ex. visualsp

Performance support


• Use SharePoint• “Academy” or “learning center”• Easy to use / digest• Contains:

– Vision / mission– Product / template catalog information – Documentation / training per target group (new in the

organisation?)– Training dates– Help & FAQ (knowledge base)– Site requests– Timeline (what are we working on ?)

How to distribute / inform users on training?


Example


Technology adoption lifecycle

Coaching

Short burst training

Video training with forum

Academy site with plethora of training solutions

Support docs: wiki / blogs / video’sFAQ

Q&A forumVideo’s

Playground environment

Stories, mistakes

33


Stories: Metadata• We use it all the time• Data about data• Example:

– Title– Brand– Weight– Calories– Ingredients– Expiry date


• https://www.youtube.com/watch?v=s12Jb5Z2xaE

SharePoint in plain English

https://www.youtube.com/watch?v=s12Jb5Z2xaE




• https://www.youtube.com/watch?v=QIqA_YKeboc

Business practices that refuse to die

https://www.youtube.com/watch?v=QIqA_YKeboc





• 50K+ users

• BA 1: no training• BA 2: only classroom training• BA 3: default Microsoft 4 hour

training

Case from a customer


• 2 hour training for ‘early adopters’• Coaching afterwards

• Rollout phase:– Online training (short chunks) for readers, members,

owners• Owner training mandatory before you can request a

site

• Key user trainings on “advanced topics”

Live example for customer


• Trying to teach too much at once to minimize the amount of required training

• Leave training out of the governance plan

• Have single way of training for whole company

• Wait for 2 more weeks to give a site after training

Training mistakes


• Don’t do full day training (a waste of time for them and you)• Better:

– Introduction (email, short video,…)– Awareness sessions with tips/tricks in short/lunch sessions– On demand coaching / help– Portal with

• Texts• Video’s and tutorials• Tip sheets

Key take aways


• Training should always be – Just in time – Just enough

• People have different ways to learn optimally (nlp)• Repeat repeat repeat

– Tell them what you are going to say– Tell it– Tell what you have said

Key take aways


Have fun and look cool doing it

Please fill in my session feedback form available on the chair.


how to train your organisation on sharepoint: #spscairo 2016

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