Colligo Blog: SharePoint

7 Ways to Get More from SharePoint #6 – Ensure Your IT SharePoint Governance Strategy is Excellent

It’s been awhile since I posted on this series. My last entry was on how standard templates can help you to get more from SharePoint. This time, we’ll look at the benefits of developing an excellent governance strategy.

Governance for SharePoint is worth a whole white paper in and of itself, and maybe even a whole book! So we don’t expect to address all of the key points of governance here, suffice to wave the flag that getting your governance strategy and approach in place before going too far with SharePoint is really important. Here’s why: on the social side, SharePoint can fundamentally re-wire the way that people get their work done and thus what is expected of them in order to carry out their work. Thus you have tremendous power over the way that people work. And on the technology side, there are a raft of decisions that you have to make that have deep technical consequences and implications for your business. A governance strategy ensures that this power is wielded well and for the good of the business.

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Groove’s New Name

Well, it’s official, Groove has a new name… SharePoint Workspace 2010. It was made public yesterday on the Groove Development Team Blog.

The name makeover is in concert with the direction the product is going. SharePoint Workspace will provide easy access to SharePoint content (or content from any server that implements the publicly documented protocols) in an effort to provide a seamless online/offline experience.

Can’t wait to get my hands on it to see if it lives up to the promise. As soon as I do (and the NDA is lifted), I will post an extensive review here.

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7 Ways to Get More from SharePoint #5 – Create a Set of Standard Templates for SharePoint

The is the next post in the series I’m doing here on the offlinesharepoint.com blog. My last post, #4, was on re-examining how business gets done. Now let’s look at how you can leverage SharePoint templates to get more from SharePoint.

SharePoint offers many out-of-the-box capabilities for building “sites”, or places for people to do their work. There’s the document library, the calendar, the task list, the custom list, the announcements list, and many more. With such capability comes a huge degree of flexibility to create exactly what is needed by a local team to get their work done. And for those working in larger organizations, it is pretty much guaranteed that most teams will see their requirements as being “unique”, and therefore worthy of a site design that is different to everyone else’s.

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Email Archiving Webinar – Bob Mixon’s Answers

Below are Microsoft SharePoint MVP <a href="http://mixonconsulting.com/" target="_blank">Bob Mixon's</a> answers to the questions posed by attendees to the recent webinar on <a href="http://www.offlinesharepoint.com/replay-of-bob-mixon-webinar-on-email-archiving/">Email Archiving in SharePoint</a>:

<strong>If you have a hierarchy of folders with email in each folder, can the whole hierarchy be transferred into SharePoint? </strong>

If you are referring to a hierarchy of folders in Outlook, I am not aware of a program that provides the ability to pick that structure up and moves it in to a SharePoint Discussion List or Library. However, I do believe it would be a fairly trivial task to write a small program that could accomplish this for you.

If you are referring to a hierarchy of folders on a drive, this can be accomplished by simply connecting to a Document Library in SharePoint with Windows File Explorer. Once connected, you can use normal drag-and-drop features to move those folders to SharePoint.

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Email Archiving Webinar – David Scott's Answers

Below are David Scott of Symantec's answers to the questions posed by attendees to the recent webinar on <a href="/blog/replay-of-bob-mixon-webinar-on-email-archiving/">Email Archiving in SharePoint</a>:

<strong>In order to use the SharePoint archive feature, do we have to purchase Symantec Enterprise vault? </strong>

To archive SharePoint data into Enterprise Vault you must purchase Enterprise Vault. If you just want to archive mail to SharePoint, you only need to purchase Colligo (or adopt the basic integration between SharePoint and Outlook covered by Bob Mixon in the presentation).

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Answers to the Questions from the Webinar – "Tips and Tricks for Email Archiving with SharePoint"

Many thanks to all the attendees of our &lt;a href=&quot;/blog/replay-of-bob-mixon-webinar-on-email-archiving/&quot;&gt;recent webinar&lt;/a&gt; for posing many good and challenging questions. My answers to the ones about Colligo are posted below. Please don&#039;t hesitate to comment or send me a message through the &lt;a href=&quot;/company/contact/&quot;&gt;contact form&lt;/a&gt; here on offlinesharepoint.com.

&lt;strong&gt;Q) When something has been archived is it still available off-line in Colligo?&lt;/strong&gt;

A) Yes, as long as you select “Make this list or library available offline” when you connect the library into Outlook.

&lt;strong&gt;Q) With Colligo, do you still need to manually enter metadata? Does Colligo work with Outlook 2003 without any limitations?&lt;/strong&gt;

A) You only need to enter metadata if you decide to configure it that way. For example, you can also turn metadata prompting off completely by right clicking on the library or folder name in the breadcrumbs navigation and selecting “Default Metadata Values”. This can also be done programmatically (see &lt;a href=&quot;http://support.colligo.com/Lists/Features/DispForm.aspx?ID=86&amp;amp;Source=http%3A%2F%2Fsupport%2Ecolligo%2Ecom%2FLists%2FFeatures%2FByFeatureGroup%2Easpx&quot;&gt;Metadata Prompt&lt;/a&gt;).

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Email Archiving Webinar Registrant Statistics

We ran a survey of registrants to the last webinar and I thought the results were interesting. Here’s a snapshot. About 40% were from organizations with over 1,000 employees. Sample size is about 1,700.

Question 1: SharePoint Usage

  • 4% – Not using SharePoint
  • 9% – Planning to deploy in 12 months
  • 4% – Planning to deploy in 24 months
  • 27% – Deployed in certain departments
  • 56% – Deployed enterprise wide
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Replay of Bob Mixon Webinar on Email Archiving

Yesterday’s webinar with MVP Bob Mixon, of Mixon Consulting, and David Scott of Symantec was a resounding success with almost 1,700 registrants. The title was “Tips and Trick for Email Archiving in SharePoint”.

You can now access the webinar resource center where you can get an on-demand replay of the webinar, download a whitepaper and get a trial of the Colligo Contributor Add-In for Outlook.

Check it out!

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7 Ways to Get More from SharePoint #4 – Re-Examine How Business Gets Done

Here’s the latest in the guest series I’m doing here on 7 ways to get more from SharePoint. My last post was on designating a “go to” person for SharePoint.

When a group first forms, it has to make a decision how it will get its work done. This decision process is informed by the technology available to the group at the time, the previous ways that individuals in the group have carried out other similar work, among other factors. What happens over time, though, is that well-formed groups standardize on a particular way of doing things, and those approaches remain impervious to external shocks … the comings and goings of new people, the technology that is being used, etc. So if you install SharePoint and give it to a well-formed group, the most likely outcome is that the group will make the capabilities of SharePoint work in such a way as to support the work process they already have. Thus by default, while the technology has changed, the work practice has not, and has merely been transferred from one tool to a new tool. Is this progress? No.

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7 Ways to Get More from SharePoint #3 – Designate a “Go To” Person for SharePoint

This is the fourth post in the series I’m doing here on the OfflineSharePoint blog. The last post was on Embracing the “Seamless Teamwork” Approach.

With the SharePoint software installed, business value can start to flow as soon as you align the use of SharePoint with the technical capabilities that are available. This requires consultation with different business groups about how they get their work done today, and follow-on analysis of how and where work process can be improved. This type of analysis is not generally what IT is good at, so you need to find and designate someone (or multiple someones) to form the bridge between the SharePoint group in IT and the business groups wanting to use SharePoint. Let’s call them a “business process improvement analyst”, or for short, the “go to” person for SharePoint. And for your firm, there may already be such a group in existence—it’s time to co-opt their help with understanding what SharePoint can do to help improve business performance.

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