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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