Taming the Hoarders Stephanie Donahue

Organizing users who keep everything

@StephKDonahue SPTechCon

Stephanie Donahue, Owner/President

Over 19 years of experience in the IT industry

Focus Deployment Planning Information Architecture Governance User Adoption

http://www.stephkdonahue.com

http://www.paitgroup.com/blog

@StephKDonahue

Assessment for Compulsive Hoarding

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1. Are some living areas of your home work cluttered?2. Do you experience distress throwing away or discarding

things?3. Do you feel unable to control the clutter at work?4. Has compulsive buying resulted in financial difficulties?

If you feel this way about your content at work – you may need to utilize SharePoint more effectively!

How to get started

Discovery Where do users hide content?

Solutions How to map their needs to SharePoint

functionality Tips and tricks for difficult users

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Discovery

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• Rule #1 – leave your desk• Don’t trust what they say• Watch what they DO!

• Users will tell you where their information is supposed to be

• Watching them work helps you find examples of inefficiencies

• What am I looking for?

© 2015 PAIT Group June 29, 2015

The Post-It NoteTask Hoarder

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The Paper Hoarder

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The Inbox Hoarder

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The Mapped Drive Hoarder

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The money hoarder

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Step 1: Transition to OneDrive

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• Personal space provided

• It’s always backed up

• Mobile app

• Search results available

• Get rid of Dropbox

Step 2: Sync or Map Drives to SharePoint

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• Explorer View is familiar

• Still have benefits of SharePoint

• Offline sync

Step 3: Use the Office Information Panel or Web Apps

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• User Friendly

• Save to SharePoint without leaving Office

• No more saving to the desktop first before uploading

https://support.office.com/en-us/article/Document-collaboration-and-co-authoring-EE1509B4-1F6E-401E-B04A-782D26F564A4?ui=en-US&rs=en-US&ad=US#__toc254365473

Step 4: Utilize Task Lists

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• Tasks can be managed and delegated

• Assists with visibility across team

• SharePoint 2013• Some Project Server features• Integration with Project Client

• Wunderlist integration – new !!

Step 5: Seek Top Down Support

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• Communication• Help employees become comfortable with change• Support for scanning solutions

Step 6: Implement awesome solutions

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Step 7: Understand Metadata

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Step 8: Plan your Information Architecture

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@StephKDonahue June 29,2016

http://www.mindjet.com/ http://www.xmind.net/

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Step 9: Make your IA Fun and Interesting

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Step 10: Work in Phases

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Step 11: Find creative ways to provide training

http://office.microsoft.com/en-us/sharepoint-help/training-courses-for-sharepoint-2013-HA104030990.aspx

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Step 12: Talk about your Value Add

Implemented Custom Client Site Search Page

Issue: SharePoint popularity has grown, resulting in the creation of over 200 client sites holding business critical customer data. Users report it is difficult to find the client site they are looking for without scrolling through rows and rows of client site names

Project Goals: Provide search interface to more quickly navigate to the client sites.

Result: Management has reported a “flawless” execution and transition to the new search functionality! They are eager to learn more about SharePoint and would like to hear about more tips and tricks like this.

It’s all about momentum!!!

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Wrap up

• Listen to your users

• Provide simple solutions

• Take it in phases

• Brag about your big wins!

Thank you.

@StephKDonahue SPTechCon

8180 Corporate Park Drive, Suite 312Cincinnati, Ohio 45242P: (513) 719-9190

@paitgroup

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