1. Helpful Practices Using SharePoint to Manage SharePoint

2. Chris Bayot Senior Solutions Consultant Hawaii Regional Manager MCTS, MCT

3. SharePoint Solutions by Synergy by Synergy Implementation Implementation Design Design Development Development Training Training in the business of making your business Better

4. Overview… 1.Control Site creation via a SharePoint List (2007) 2.Implementing a “Tip of the Week (Day, Month…)” (2007) 3.Lunch and Learn sessions scheduled through SharePoint (2007) 4.Manage in-house job applications (2007)

5. Overview… 5.Using Wiki Sites and Libraries to document “How To” information (2010) 6.Use a custom list to manage training requests (2010) 7.Create a SPUG in your organization with its own SharePoint Team Site (2010) 8.Surveys (2010)

6. Scenario 1 … Manage Site Creation An organization wants to support the ability to add SharePoint sites as needed An organization wants to support the ability to add SharePoint sites as needed Want to prevent the “Wild Wild West,” that is, too many sites being created in an ad hoc manner Want to prevent the “Wild Wild West,” that is, too many sites being created in an ad hoc manner

7. Solution… Create a custom list where Power Users can request a new site Create a custom list where Power Users can request a new site Suggested columns Suggested columns Site name Site name Purpose of site Purpose of site Recommended location Recommended location Site Template Site Template

8. Additional Applications… Requests for new Site Collections Requests for new Site Collections Requests for creation of new Lists and Libraries Requests for creation of new Lists and Libraries Requests for elevated permissions Requests for elevated permissions

9. Scenario 2 … Tip of the Week (Day, Month…) An organization wants to pass on tips to end users to help them work more efficiently in SharePoint An organization wants to pass on tips to end users to help them work more efficiently in SharePoint Prefers a single tip be highlighted at a time with the ability to go back and view previous tips Prefers a single tip be highlighted at a time with the ability to go back and view previous tips

10. Solution… Create an Announcements list Create an Announcements list Display the list in a List View Web Part Display the list in a List View Web Part Set Item Limit to 1 Set Item Limit to 1 Attachments can be used as needed Attachments can be used as needed

11. Additional Applications… Use a document library to store recurring documents that are disseminated on a regular basis Use a document library to store recurring documents that are disseminated on a regular basis Plan of the Week Plan of the Week Newsletters Newsletters

12. Scenario 3 … Lunch and Learn sessions scheduled through SP An organization wants to advertise Lunch and Learn sessions and take RSVPs An organization wants to advertise Lunch and Learn sessions and take RSVPs RSVPs should be visible to all RSVPs should be visible to all

13. Solution… Create a Meeting Workspace Create a Meeting Workspace Create links: Create links: To the Meeting Workspace To the Meeting Workspace To the Attendees List to manage RSVPs To the Attendees List to manage RSVPs

14. Additional Applications… Ideal for recurring meetings, but can be used for any meeting that should be highlighted Ideal for recurring meetings, but can be used for any meeting that should be highlighted Use Lunch and Learn sessions for any technical topics and create an internal SPUG for SharePoint-specific meetings Use Lunch and Learn sessions for any technical topics and create an internal SPUG for SharePoint-specific meetings

15. Scenario 4 … Manage in-house job applications An organization wants to announce in- house job openings and offer employees the ability to apply easily An organization wants to announce in- house job openings and offer employees the ability to apply easily Applicants should be able to see only their own information and no one else’s applications. Applicants should be able to see only their own information and no one else’s applications.

16. Solution… Create an Announcements list to announce job openings Create an Announcements list to announce job openings Add custom columns as necessary (such as a Department column indicating the department that has an opening) Add custom columns as necessary (such as a Department column indicating the department that has an opening) Attachments can be used as needed (such as a detailed job description) Attachments can be used as needed (such as a detailed job description) Create a second list to manage applications and link to the New Form of that list Create a second list to manage applications and link to the New Form of that list

17. Additional Applications… Use for processes with an application process Use for processes with an application process Use a JavaScript to auto-fill fields from Job Openings list Use a JavaScript to auto-fill fields from Job Openings list

18. Questions? Questions? Break Break

19. Scenario 5 … Wiki Library for “How To” information A team has a need to A team has a need to Retain acquired information (such as information discovered while troubleshooting) Retain acquired information (such as information discovered while troubleshooting) Share that information with other team members Share that information with other team members An informal solution is preferred An informal solution is preferred

20. Solution… Create a Wiki Library Create a Wiki Library Initial page becomes TOC Initial page becomes TOC Each subject has a Wiki page Each subject has a Wiki page Link Home is a good practice Link Home is a good practice

21. Additional Applications… Works with any kind of informal information sharing…truly endless scenarios Works with any kind of informal information sharing…truly endless scenarios FAQs FAQs Notes taken during phone conversations Notes taken during phone conversations Client details – any and all related information Client details – any and all related information

22. Scenario 6 … Use a custom list to manage training requests An organization has an in-house technical trainer who provides end user training in a formal classroom setting An organization has an in-house technical trainer who provides end user training in a formal classroom setting The organization would like … The organization would like …

23. Solution… Create a Custom List Create a Custom List Last Name Last Name First Name First Name Company Company Contact Email Contact Email Business Phone Business Phone Course of Interest Course of Interest View only own item View only own item Set alert Set alert

24. Additional Applications… Manage anything that gathers inquiries Manage anything that gathers inquiries Use code to automate as necessary Use code to automate as necessary

25. Scenario 7 … SPUG Team Site An organization wants to encourage the use of SharePoint An organization wants to encourage the use of SharePoint The organization wants to encourage the use of SharePoint Best Practices throughout the organization The organization wants to encourage the use of SharePoint Best Practices throughout the organization

26. Solution… Create an in-house SPUG and manage it with a team site and meeting workspace Create an in-house SPUG and manage it with a team site and meeting workspace Shared Documents Shared Documents Calendar Calendar Announcements List Announcements List Tasks Tasks Team Discussion List Team Discussion List

27. Additional Applications… Manage any type of event that requires a sign up Manage any type of event that requires a sign up

28. Scenario 8 … Survey Users for desired SharePoint solutions An organization wants to encourage users to share information regarding what works or doesn’t work well in SharePoint An organization wants to encourage users to share information regarding what works or doesn’t work well in SharePoint An organization wants to gather ideas for extending their SharePoint implementation to maximize user productivity An organization wants to gather ideas for extending their SharePoint implementation to maximize user productivity

29. Solution… Create a survey in SharePoint to gather and collate responses Create a survey in SharePoint to gather and collate responses

30. Additional Applications… Gather information on any subject as needed Gather information on any subject as needed

31. Questions?

32. thank you you