Three keys to successfully implement Microsoft SharePoint
Implementing the SharePoint software is the easiest step. It’s the work that you do before the implementation that determines whether it’s successful. Assessing your requirements and determining what you need SharePoint to do for your company is what will make or break your implementation.
Start the process off with a SharePoint consultant or someone that has the capability to do the business analysis with you. Then put together a sitemap, put together how it’s going to work, and leverage their best practice experience. Ask the consultant what other companies are doing. Finally, once implemented, you must provide staff with training so they can manage it on an ongoing basis.
Here are the three keys to a successful SharePoint implementation:
- Carry out a business analysis and assess requirements
- Determine the SharePoint service model that’s right for you
- Train staff to use SharePoint
Carry out a business analysis and assess requirements
In terms of how you go about implementing SharePoint, you really need to first do a business analysis to assess your requirements. Implementing SharePoint is pretty easy but the real important steps include understanding what you need from SharePoint, what SharePoint can do for you, and what it can’t do for you.
You should look at your existing shared documents drive and break it all down. Ask yourself these questions: “Okay, what do we need? What don’t we need?”
There’s often a lot of crap in there. Think about what you want from a collaboration perspective. What calendars need setting up? Do you want a forum for new ideas? Do you want a CEO News feed?”
All of these different elements can be created in SharePoint, but you must determine which ones are most appropriate for you. That’s where the consultant can help by leveraging some of their experience.
Determine the SharePoint service model that’s right for you
There are a few different flavors of SharePoint.
The first one is a free version. You actually get a free version of SharePoint if you’re running Windows Server. There are some limitations with the free version, so make sure to consult your IT guy.
The second option you’ve got is to leverage Office 365, which is Microsoft’s cloud SharePoint solution. This service model gives you quite a lot of storage—up to 100 GB per site allocation.
The third option you have is to get your SharePoint solution hosted with a third-party provider such as R&G Technologies. If you don’t want your data stored in Singapore, you will want to take this option.
All in all, the Office 365 version of SharePoint is the cheapest option—significantly cheaper than any Australian provider.
Train staff on how to use SharePoint
SharePoint is designed to allow basic non-IT people to administrate, update, and change it, with an appropriate level of training. It’s all based on what they call WYSIWYG, which is point and click.
Training courses are available for SharePoint. You can access them via the Microsoft support website. Download the video tutorials or share the links around the office.
As with any new technology, there will be a learning curve for staff. Training them on the best practices of SharePoint and how to use it will help with the transition.
