Helpful Practices

Using SharePoint to Manage SharePoint

Chris Bayot

Senior Solutions ConsultantHawaii Regional Manager

MCTS, MCT

SharePoint Solutions by Synergy• Implementation

• Design

• Development

• Training

in the business of making your business Better

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)

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)

Scenario 1 …

Manage Site Creation• 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

Solution…

• Create a custom list where Power Users can request a new site

• Suggested columns• Site name• Purpose of site• Recommended location• Site Template

Additional Applications…

• Requests for new Site Collections• Requests for creation of new Lists

and Libraries• Requests for elevated permissions

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

• Prefers a single tip be highlighted at a time with the ability to go back and view previous tips

Solution…

• Create an Announcements list• Display the list in a List View Web

Part• Set Item Limit to 1

• Attachments can be used as needed

Additional Applications…

• Use a document library to store recurring documents that are disseminated on a regular basis • Plan of the Week • Newsletters

Scenario 3 …

Lunch and Learn sessions scheduled through SP• An organization wants to advertise

Lunch and Learn sessions and take RSVPs

• RSVPs should be visible to all

Solution…

• Create a Meeting Workspace• Create links:• To the Meeting Workspace • To the Attendees List to manage

RSVPs

Additional Applications…

• 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

Scenario 4 …

Manage in-house job applications • 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.

Solution…

• 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)

• 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

Additional Applications…

• Use for processes with an application process

• Use a JavaScript to auto-fill fields from Job Openings list

• Questions?

• Break

Scenario 5 …

Wiki Library for “How To” information• A team has a need to• Retain acquired information (such

as information discovered while troubleshooting)

• Share that information with other team members

• An informal solution is preferred

Solution…

• Create a Wiki Library• Initial page becomes TOC• Each subject has a Wiki page• Link Home is a good practice

Additional Applications…

• Works with any kind of informal information sharing…truly endless scenarios• FAQs• Notes taken during phone

conversations• Client details – any and all related

information

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

• The organization would like …

Solution…

• Create a Custom List

• Last Name• First Name• Company• Contact Email• Business Phone• Course of Interest

• View only own item• Set alert

Additional Applications…

• Manage anything that gathers inquiries

• Use code to automate as necessary

Scenario 7 …

SPUG Team Site• An organization wants to encourage

the use of SharePoint• The organization wants to

encourage the use of SharePoint Best Practices throughout the organization

Solution…

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

Additional Applications…

• Manage any type of event that requires a sign up

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 gather ideas for extending their SharePoint implementation to maximize user productivity

Solution…

• Create a survey in SharePoint to gather and collate responses

Additional Applications…

• Gather information on any subject as needed

Questions?

thank you