Embed Size (px)
Citation preview
PREPARING TO MOVE TO SHAREPOINT ONLINE
SharePoint Saturday Albany ndash February 1 2014
wwwhudsonvalleysharepointcom
ABOUT ME - ANDREA M MONDELLO
bull Founder and Principal Consultant at Hudson Valley SharePoint based in Poughkeepsie NY
bull Using and administering SharePoint since the early ldquoSharePoint Team Servicesrdquo days
bull Worked in a variety of verticals including digital advertising magazine publishing pharma accounting and international development
bull Favorite quote other than ldquoThese aren‟t the droids you‟re looking forrdquo is
ldquoYou cant just ask customers what they want and then try to give that to them
By the time you get it built theyll want something newrdquo ndashSteve Jobs
amondellohudsonvalleysharepointcom
wwwhudsonvalleysharepointcom
WHAT ARE THE OBJECTIVES OF TODAY‟S PRESENTATION
bull If you are getting ready to migrate to SharePoint online I‟ll give you some insights and tips based on real-world experience to MAKE YOUR MIGRATION SUCCESSFUL
bull If you‟re struggling with the question of whether or not to move to SharePoint Online the material I cover will give you some additional perspective on whether the service is for you
bull And if you‟re already migrated to SharePoint Online but aren‟t happy yet with the results I hope you‟ll get some ideas to help you get that project back on track
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Communications
Strategic Thinking
Technical Details
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
wwwhudsonvalleysharepointcom
SELLING THE SAAS CLOUD ndash WHO‟S THE AUDIENCE
wwwhudsonvalleysharepointcom
bull Hardware
bull Manpower
bull Budgeting
bull Licensing
Finance
bull Change focus from managing technology to managing information
bull Tap IT expertise in other ways
Strategic
bull Platform stability 9998 uptime disaster recovery
bull Scalability
bull Shorter time to ramp up new projects
Managerial
bull Always the latest technology
bull Anywhere anytime availability
bull Community resources
Internal Customers
SELLING THE SAAS CLOUD ndash FAQS
bull Is it secure
bull Many (large) organizations have decided after doing their homework that their information is at least as secure with Office 365 as it was before For most SMBs it‟s MORE secure
bull httptrustoffice365com ndash look for the security whitepaper and other resources
bull There is no ldquo100 securerdquo solution only solutions of varying levels of security and cost Balance the risk vs the gain
bull Are you using Dropbox Emailing documents to your personal account Using Google Drive Office 365 eliminates the need for all these unsecure solutions
bull What if the system goes down and our data is lost What if the vendor goes out of business
bull This is the big advantage of Office 365 it has the experience and power of Microsoft behind it
bull If you feel you must back up your data there are now backup solutions for Office 365
wwwhudsonvalleysharepointcom
SELLING THE SAAS CLOUD ndash FAQS
bull What happens when the system goes down
bull 9998 uptime actual record What is your current uptime
bull Balance loss of control with all the other benefits
bull Have a plan in place for mission critical information SkyDrive Pro (OneDrive for Business) is a beautiful thing
bull If you are having trouble reaching MSFT support or not getting the answers you need reach out to your Partner We usually get through to the technical person we need within 15 minutes and almost always get a resolution within a day
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
bull Cutting edge technology requires the ldquolatest greatestrdquo ndash no more staying on the same version of Windows or Office for ten yearshellip
bull SAAS = things change without your permission so plan to update training materials or even provide new classroom or remote training as needed (recent UI change to Office Web Apps)
bull You may not see cost savings the first year
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
Email migration
SharePoint
migration
wwwhudsonvalleysharepointcom
ldquoEmail was migrated in a week
Why isn‟t our SharePoint
migration done toordquo
SHARING THE VISION
bull What is going to be better in our organization because we have SharePoint Online
bull Easier access to working documents and mission critical information especially ldquoon the roadrdquo
bull More collaboration fewer data silos
bull Stem the tide of ldquoknowledge leakrdquo
bull One place to see data from various systems
bull Records Management
bull A cool interactive intranet
bull hellip
Define the Vision and sell it but CHOOSE WISELY ndash you canrsquot do everything
wwwhudsonvalleysharepointcom
SHARING THE VISION
bull You can oversell the benefits of SharePoint but you can‟t talk about the vision enough - distill it down
bull ldquoFindability Collaboration Integrationrdquo
bull When the going gets tough the vision sees you through
bull ldquoWe just have to power through thisrdquo
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Strategic Thinking
bullGreenfield approach
bullBoundaries Models and Decision Frameworks
wwwhudsonvalleysharepointcom
GREENFIELD APPROACH
bull Re-vision
bull Define system of record for data points
bull Clean up and simplify ndash all systems tend to chaos over time and that is especially true of collaboration platforms
bull Re-architect with new features in mind (if you‟re not already on SharePoint 2013)
bull Reflect new organizational realities and wishes
bull Don‟t bring the mess of the past into the future
bull Never ever EVER just copy Network Shares Ever
wwwhudsonvalleysharepointcom
ldquoThe term greenfield was originally
used in construction and development
to reference land that has never been
used (eg green or new) where there
was no need to demolish or rebuild any
existing structures Today the term
greenfield project is used in many
industries including software
development where it means to start a
project without the need to consider
any prior workrdquo
WORK THROUGH BOUNDARIES MODELS AND DECISION FRAMEWORKS BEFORE BUILDING ANYTHING
wwwhudsonvalleysharepointcom
Vision Design ModelHow do we make high level design
decisions
System amp Security
Boundaries
Logical Architecture
Model
How do we make Logical Architecture decisions
Regulatory amp Business
BoundariesRetention Model
How do we make content lifecycle
decisions
Content Types
Information Management Policies
Libraries
Term StoreMetadata Sites
Site Collecti
ons
Security Groups
Lists
Conceptual Boundaries
Information Model
How do we make information
management decisions
I KNOW WHAT YOU‟RE THINKINGhellip
wwwhudsonvalleysharepointcom
Technical Details
bullMigration approaches
bullWhat about taxonomy
bullTips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
MIGRATION APPROACHES
wwwhudsonvalleysharepointcom
Incremental
bull Migrate content in batches (usually by team)
bull Old and new intranets coexist and are connected via navigation (or federated search)
Big Push
bull Migration all content over a very short period of time
bull Old intranet is closed to users during migration and new intranet made available once content is ready
Start New
bull Nothing is migrated from another system
bull New intranet is ready as soon as built
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
ABOUT ME - ANDREA M MONDELLO
bull Founder and Principal Consultant at Hudson Valley SharePoint based in Poughkeepsie NY
bull Using and administering SharePoint since the early ldquoSharePoint Team Servicesrdquo days
bull Worked in a variety of verticals including digital advertising magazine publishing pharma accounting and international development
bull Favorite quote other than ldquoThese aren‟t the droids you‟re looking forrdquo is
ldquoYou cant just ask customers what they want and then try to give that to them
By the time you get it built theyll want something newrdquo ndashSteve Jobs
amondellohudsonvalleysharepointcom
wwwhudsonvalleysharepointcom
WHAT ARE THE OBJECTIVES OF TODAY‟S PRESENTATION
bull If you are getting ready to migrate to SharePoint online I‟ll give you some insights and tips based on real-world experience to MAKE YOUR MIGRATION SUCCESSFUL
bull If you‟re struggling with the question of whether or not to move to SharePoint Online the material I cover will give you some additional perspective on whether the service is for you
bull And if you‟re already migrated to SharePoint Online but aren‟t happy yet with the results I hope you‟ll get some ideas to help you get that project back on track
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Communications
Strategic Thinking
Technical Details
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
wwwhudsonvalleysharepointcom
SELLING THE SAAS CLOUD ndash WHO‟S THE AUDIENCE
wwwhudsonvalleysharepointcom
bull Hardware
bull Manpower
bull Budgeting
bull Licensing
Finance
bull Change focus from managing technology to managing information
bull Tap IT expertise in other ways
Strategic
bull Platform stability 9998 uptime disaster recovery
bull Scalability
bull Shorter time to ramp up new projects
Managerial
bull Always the latest technology
bull Anywhere anytime availability
bull Community resources
Internal Customers
SELLING THE SAAS CLOUD ndash FAQS
bull Is it secure
bull Many (large) organizations have decided after doing their homework that their information is at least as secure with Office 365 as it was before For most SMBs it‟s MORE secure
bull httptrustoffice365com ndash look for the security whitepaper and other resources
bull There is no ldquo100 securerdquo solution only solutions of varying levels of security and cost Balance the risk vs the gain
bull Are you using Dropbox Emailing documents to your personal account Using Google Drive Office 365 eliminates the need for all these unsecure solutions
bull What if the system goes down and our data is lost What if the vendor goes out of business
bull This is the big advantage of Office 365 it has the experience and power of Microsoft behind it
bull If you feel you must back up your data there are now backup solutions for Office 365
wwwhudsonvalleysharepointcom
SELLING THE SAAS CLOUD ndash FAQS
bull What happens when the system goes down
bull 9998 uptime actual record What is your current uptime
bull Balance loss of control with all the other benefits
bull Have a plan in place for mission critical information SkyDrive Pro (OneDrive for Business) is a beautiful thing
bull If you are having trouble reaching MSFT support or not getting the answers you need reach out to your Partner We usually get through to the technical person we need within 15 minutes and almost always get a resolution within a day
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
bull Cutting edge technology requires the ldquolatest greatestrdquo ndash no more staying on the same version of Windows or Office for ten yearshellip
bull SAAS = things change without your permission so plan to update training materials or even provide new classroom or remote training as needed (recent UI change to Office Web Apps)
bull You may not see cost savings the first year
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
Email migration
SharePoint
migration
wwwhudsonvalleysharepointcom
ldquoEmail was migrated in a week
Why isn‟t our SharePoint
migration done toordquo
SHARING THE VISION
bull What is going to be better in our organization because we have SharePoint Online
bull Easier access to working documents and mission critical information especially ldquoon the roadrdquo
bull More collaboration fewer data silos
bull Stem the tide of ldquoknowledge leakrdquo
bull One place to see data from various systems
bull Records Management
bull A cool interactive intranet
bull hellip
Define the Vision and sell it but CHOOSE WISELY ndash you canrsquot do everything
wwwhudsonvalleysharepointcom
SHARING THE VISION
bull You can oversell the benefits of SharePoint but you can‟t talk about the vision enough - distill it down
bull ldquoFindability Collaboration Integrationrdquo
bull When the going gets tough the vision sees you through
bull ldquoWe just have to power through thisrdquo
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Strategic Thinking
bullGreenfield approach
bullBoundaries Models and Decision Frameworks
wwwhudsonvalleysharepointcom
GREENFIELD APPROACH
bull Re-vision
bull Define system of record for data points
bull Clean up and simplify ndash all systems tend to chaos over time and that is especially true of collaboration platforms
bull Re-architect with new features in mind (if you‟re not already on SharePoint 2013)
bull Reflect new organizational realities and wishes
bull Don‟t bring the mess of the past into the future
bull Never ever EVER just copy Network Shares Ever
wwwhudsonvalleysharepointcom
ldquoThe term greenfield was originally
used in construction and development
to reference land that has never been
used (eg green or new) where there
was no need to demolish or rebuild any
existing structures Today the term
greenfield project is used in many
industries including software
development where it means to start a
project without the need to consider
any prior workrdquo
WORK THROUGH BOUNDARIES MODELS AND DECISION FRAMEWORKS BEFORE BUILDING ANYTHING
wwwhudsonvalleysharepointcom
Vision Design ModelHow do we make high level design
decisions
System amp Security
Boundaries
Logical Architecture
Model
How do we make Logical Architecture decisions
Regulatory amp Business
BoundariesRetention Model
How do we make content lifecycle
decisions
Content Types
Information Management Policies
Libraries
Term StoreMetadata Sites
Site Collecti
ons
Security Groups
Lists
Conceptual Boundaries
Information Model
How do we make information
management decisions
I KNOW WHAT YOU‟RE THINKINGhellip
wwwhudsonvalleysharepointcom
Technical Details
bullMigration approaches
bullWhat about taxonomy
bullTips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
MIGRATION APPROACHES
wwwhudsonvalleysharepointcom
Incremental
bull Migrate content in batches (usually by team)
bull Old and new intranets coexist and are connected via navigation (or federated search)
Big Push
bull Migration all content over a very short period of time
bull Old intranet is closed to users during migration and new intranet made available once content is ready
Start New
bull Nothing is migrated from another system
bull New intranet is ready as soon as built
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
WHAT ARE THE OBJECTIVES OF TODAY‟S PRESENTATION
bull If you are getting ready to migrate to SharePoint online I‟ll give you some insights and tips based on real-world experience to MAKE YOUR MIGRATION SUCCESSFUL
bull If you‟re struggling with the question of whether or not to move to SharePoint Online the material I cover will give you some additional perspective on whether the service is for you
bull And if you‟re already migrated to SharePoint Online but aren‟t happy yet with the results I hope you‟ll get some ideas to help you get that project back on track
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Communications
Strategic Thinking
Technical Details
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
wwwhudsonvalleysharepointcom
SELLING THE SAAS CLOUD ndash WHO‟S THE AUDIENCE
wwwhudsonvalleysharepointcom
bull Hardware
bull Manpower
bull Budgeting
bull Licensing
Finance
bull Change focus from managing technology to managing information
bull Tap IT expertise in other ways
Strategic
bull Platform stability 9998 uptime disaster recovery
bull Scalability
bull Shorter time to ramp up new projects
Managerial
bull Always the latest technology
bull Anywhere anytime availability
bull Community resources
Internal Customers
SELLING THE SAAS CLOUD ndash FAQS
bull Is it secure
bull Many (large) organizations have decided after doing their homework that their information is at least as secure with Office 365 as it was before For most SMBs it‟s MORE secure
bull httptrustoffice365com ndash look for the security whitepaper and other resources
bull There is no ldquo100 securerdquo solution only solutions of varying levels of security and cost Balance the risk vs the gain
bull Are you using Dropbox Emailing documents to your personal account Using Google Drive Office 365 eliminates the need for all these unsecure solutions
bull What if the system goes down and our data is lost What if the vendor goes out of business
bull This is the big advantage of Office 365 it has the experience and power of Microsoft behind it
bull If you feel you must back up your data there are now backup solutions for Office 365
wwwhudsonvalleysharepointcom
SELLING THE SAAS CLOUD ndash FAQS
bull What happens when the system goes down
bull 9998 uptime actual record What is your current uptime
bull Balance loss of control with all the other benefits
bull Have a plan in place for mission critical information SkyDrive Pro (OneDrive for Business) is a beautiful thing
bull If you are having trouble reaching MSFT support or not getting the answers you need reach out to your Partner We usually get through to the technical person we need within 15 minutes and almost always get a resolution within a day
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
bull Cutting edge technology requires the ldquolatest greatestrdquo ndash no more staying on the same version of Windows or Office for ten yearshellip
bull SAAS = things change without your permission so plan to update training materials or even provide new classroom or remote training as needed (recent UI change to Office Web Apps)
bull You may not see cost savings the first year
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
Email migration
SharePoint
migration
wwwhudsonvalleysharepointcom
ldquoEmail was migrated in a week
Why isn‟t our SharePoint
migration done toordquo
SHARING THE VISION
bull What is going to be better in our organization because we have SharePoint Online
bull Easier access to working documents and mission critical information especially ldquoon the roadrdquo
bull More collaboration fewer data silos
bull Stem the tide of ldquoknowledge leakrdquo
bull One place to see data from various systems
bull Records Management
bull A cool interactive intranet
bull hellip
Define the Vision and sell it but CHOOSE WISELY ndash you canrsquot do everything
wwwhudsonvalleysharepointcom
SHARING THE VISION
bull You can oversell the benefits of SharePoint but you can‟t talk about the vision enough - distill it down
bull ldquoFindability Collaboration Integrationrdquo
bull When the going gets tough the vision sees you through
bull ldquoWe just have to power through thisrdquo
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Strategic Thinking
bullGreenfield approach
bullBoundaries Models and Decision Frameworks
wwwhudsonvalleysharepointcom
GREENFIELD APPROACH
bull Re-vision
bull Define system of record for data points
bull Clean up and simplify ndash all systems tend to chaos over time and that is especially true of collaboration platforms
bull Re-architect with new features in mind (if you‟re not already on SharePoint 2013)
bull Reflect new organizational realities and wishes
bull Don‟t bring the mess of the past into the future
bull Never ever EVER just copy Network Shares Ever
wwwhudsonvalleysharepointcom
ldquoThe term greenfield was originally
used in construction and development
to reference land that has never been
used (eg green or new) where there
was no need to demolish or rebuild any
existing structures Today the term
greenfield project is used in many
industries including software
development where it means to start a
project without the need to consider
any prior workrdquo
WORK THROUGH BOUNDARIES MODELS AND DECISION FRAMEWORKS BEFORE BUILDING ANYTHING
wwwhudsonvalleysharepointcom
Vision Design ModelHow do we make high level design
decisions
System amp Security
Boundaries
Logical Architecture
Model
How do we make Logical Architecture decisions
Regulatory amp Business
BoundariesRetention Model
How do we make content lifecycle
decisions
Content Types
Information Management Policies
Libraries
Term StoreMetadata Sites
Site Collecti
ons
Security Groups
Lists
Conceptual Boundaries
Information Model
How do we make information
management decisions
I KNOW WHAT YOU‟RE THINKINGhellip
wwwhudsonvalleysharepointcom
Technical Details
bullMigration approaches
bullWhat about taxonomy
bullTips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
MIGRATION APPROACHES
wwwhudsonvalleysharepointcom
Incremental
bull Migrate content in batches (usually by team)
bull Old and new intranets coexist and are connected via navigation (or federated search)
Big Push
bull Migration all content over a very short period of time
bull Old intranet is closed to users during migration and new intranet made available once content is ready
Start New
bull Nothing is migrated from another system
bull New intranet is ready as soon as built
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Communications
Strategic Thinking
Technical Details
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
wwwhudsonvalleysharepointcom
SELLING THE SAAS CLOUD ndash WHO‟S THE AUDIENCE
wwwhudsonvalleysharepointcom
bull Hardware
bull Manpower
bull Budgeting
bull Licensing
Finance
bull Change focus from managing technology to managing information
bull Tap IT expertise in other ways
Strategic
bull Platform stability 9998 uptime disaster recovery
bull Scalability
bull Shorter time to ramp up new projects
Managerial
bull Always the latest technology
bull Anywhere anytime availability
bull Community resources
Internal Customers
SELLING THE SAAS CLOUD ndash FAQS
bull Is it secure
bull Many (large) organizations have decided after doing their homework that their information is at least as secure with Office 365 as it was before For most SMBs it‟s MORE secure
bull httptrustoffice365com ndash look for the security whitepaper and other resources
bull There is no ldquo100 securerdquo solution only solutions of varying levels of security and cost Balance the risk vs the gain
bull Are you using Dropbox Emailing documents to your personal account Using Google Drive Office 365 eliminates the need for all these unsecure solutions
bull What if the system goes down and our data is lost What if the vendor goes out of business
bull This is the big advantage of Office 365 it has the experience and power of Microsoft behind it
bull If you feel you must back up your data there are now backup solutions for Office 365
wwwhudsonvalleysharepointcom
SELLING THE SAAS CLOUD ndash FAQS
bull What happens when the system goes down
bull 9998 uptime actual record What is your current uptime
bull Balance loss of control with all the other benefits
bull Have a plan in place for mission critical information SkyDrive Pro (OneDrive for Business) is a beautiful thing
bull If you are having trouble reaching MSFT support or not getting the answers you need reach out to your Partner We usually get through to the technical person we need within 15 minutes and almost always get a resolution within a day
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
bull Cutting edge technology requires the ldquolatest greatestrdquo ndash no more staying on the same version of Windows or Office for ten yearshellip
bull SAAS = things change without your permission so plan to update training materials or even provide new classroom or remote training as needed (recent UI change to Office Web Apps)
bull You may not see cost savings the first year
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
Email migration
SharePoint
migration
wwwhudsonvalleysharepointcom
ldquoEmail was migrated in a week
Why isn‟t our SharePoint
migration done toordquo
SHARING THE VISION
bull What is going to be better in our organization because we have SharePoint Online
bull Easier access to working documents and mission critical information especially ldquoon the roadrdquo
bull More collaboration fewer data silos
bull Stem the tide of ldquoknowledge leakrdquo
bull One place to see data from various systems
bull Records Management
bull A cool interactive intranet
bull hellip
Define the Vision and sell it but CHOOSE WISELY ndash you canrsquot do everything
wwwhudsonvalleysharepointcom
SHARING THE VISION
bull You can oversell the benefits of SharePoint but you can‟t talk about the vision enough - distill it down
bull ldquoFindability Collaboration Integrationrdquo
bull When the going gets tough the vision sees you through
bull ldquoWe just have to power through thisrdquo
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Strategic Thinking
bullGreenfield approach
bullBoundaries Models and Decision Frameworks
wwwhudsonvalleysharepointcom
GREENFIELD APPROACH
bull Re-vision
bull Define system of record for data points
bull Clean up and simplify ndash all systems tend to chaos over time and that is especially true of collaboration platforms
bull Re-architect with new features in mind (if you‟re not already on SharePoint 2013)
bull Reflect new organizational realities and wishes
bull Don‟t bring the mess of the past into the future
bull Never ever EVER just copy Network Shares Ever
wwwhudsonvalleysharepointcom
ldquoThe term greenfield was originally
used in construction and development
to reference land that has never been
used (eg green or new) where there
was no need to demolish or rebuild any
existing structures Today the term
greenfield project is used in many
industries including software
development where it means to start a
project without the need to consider
any prior workrdquo
WORK THROUGH BOUNDARIES MODELS AND DECISION FRAMEWORKS BEFORE BUILDING ANYTHING
wwwhudsonvalleysharepointcom
Vision Design ModelHow do we make high level design
decisions
System amp Security
Boundaries
Logical Architecture
Model
How do we make Logical Architecture decisions
Regulatory amp Business
BoundariesRetention Model
How do we make content lifecycle
decisions
Content Types
Information Management Policies
Libraries
Term StoreMetadata Sites
Site Collecti
ons
Security Groups
Lists
Conceptual Boundaries
Information Model
How do we make information
management decisions
I KNOW WHAT YOU‟RE THINKINGhellip
wwwhudsonvalleysharepointcom
Technical Details
bullMigration approaches
bullWhat about taxonomy
bullTips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
MIGRATION APPROACHES
wwwhudsonvalleysharepointcom
Incremental
bull Migrate content in batches (usually by team)
bull Old and new intranets coexist and are connected via navigation (or federated search)
Big Push
bull Migration all content over a very short period of time
bull Old intranet is closed to users during migration and new intranet made available once content is ready
Start New
bull Nothing is migrated from another system
bull New intranet is ready as soon as built
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
wwwhudsonvalleysharepointcom
SELLING THE SAAS CLOUD ndash WHO‟S THE AUDIENCE
wwwhudsonvalleysharepointcom
bull Hardware
bull Manpower
bull Budgeting
bull Licensing
Finance
bull Change focus from managing technology to managing information
bull Tap IT expertise in other ways
Strategic
bull Platform stability 9998 uptime disaster recovery
bull Scalability
bull Shorter time to ramp up new projects
Managerial
bull Always the latest technology
bull Anywhere anytime availability
bull Community resources
Internal Customers
SELLING THE SAAS CLOUD ndash FAQS
bull Is it secure
bull Many (large) organizations have decided after doing their homework that their information is at least as secure with Office 365 as it was before For most SMBs it‟s MORE secure
bull httptrustoffice365com ndash look for the security whitepaper and other resources
bull There is no ldquo100 securerdquo solution only solutions of varying levels of security and cost Balance the risk vs the gain
bull Are you using Dropbox Emailing documents to your personal account Using Google Drive Office 365 eliminates the need for all these unsecure solutions
bull What if the system goes down and our data is lost What if the vendor goes out of business
bull This is the big advantage of Office 365 it has the experience and power of Microsoft behind it
bull If you feel you must back up your data there are now backup solutions for Office 365
wwwhudsonvalleysharepointcom
SELLING THE SAAS CLOUD ndash FAQS
bull What happens when the system goes down
bull 9998 uptime actual record What is your current uptime
bull Balance loss of control with all the other benefits
bull Have a plan in place for mission critical information SkyDrive Pro (OneDrive for Business) is a beautiful thing
bull If you are having trouble reaching MSFT support or not getting the answers you need reach out to your Partner We usually get through to the technical person we need within 15 minutes and almost always get a resolution within a day
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
bull Cutting edge technology requires the ldquolatest greatestrdquo ndash no more staying on the same version of Windows or Office for ten yearshellip
bull SAAS = things change without your permission so plan to update training materials or even provide new classroom or remote training as needed (recent UI change to Office Web Apps)
bull You may not see cost savings the first year
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
Email migration
SharePoint
migration
wwwhudsonvalleysharepointcom
ldquoEmail was migrated in a week
Why isn‟t our SharePoint
migration done toordquo
SHARING THE VISION
bull What is going to be better in our organization because we have SharePoint Online
bull Easier access to working documents and mission critical information especially ldquoon the roadrdquo
bull More collaboration fewer data silos
bull Stem the tide of ldquoknowledge leakrdquo
bull One place to see data from various systems
bull Records Management
bull A cool interactive intranet
bull hellip
Define the Vision and sell it but CHOOSE WISELY ndash you canrsquot do everything
wwwhudsonvalleysharepointcom
SHARING THE VISION
bull You can oversell the benefits of SharePoint but you can‟t talk about the vision enough - distill it down
bull ldquoFindability Collaboration Integrationrdquo
bull When the going gets tough the vision sees you through
bull ldquoWe just have to power through thisrdquo
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Strategic Thinking
bullGreenfield approach
bullBoundaries Models and Decision Frameworks
wwwhudsonvalleysharepointcom
GREENFIELD APPROACH
bull Re-vision
bull Define system of record for data points
bull Clean up and simplify ndash all systems tend to chaos over time and that is especially true of collaboration platforms
bull Re-architect with new features in mind (if you‟re not already on SharePoint 2013)
bull Reflect new organizational realities and wishes
bull Don‟t bring the mess of the past into the future
bull Never ever EVER just copy Network Shares Ever
wwwhudsonvalleysharepointcom
ldquoThe term greenfield was originally
used in construction and development
to reference land that has never been
used (eg green or new) where there
was no need to demolish or rebuild any
existing structures Today the term
greenfield project is used in many
industries including software
development where it means to start a
project without the need to consider
any prior workrdquo
WORK THROUGH BOUNDARIES MODELS AND DECISION FRAMEWORKS BEFORE BUILDING ANYTHING
wwwhudsonvalleysharepointcom
Vision Design ModelHow do we make high level design
decisions
System amp Security
Boundaries
Logical Architecture
Model
How do we make Logical Architecture decisions
Regulatory amp Business
BoundariesRetention Model
How do we make content lifecycle
decisions
Content Types
Information Management Policies
Libraries
Term StoreMetadata Sites
Site Collecti
ons
Security Groups
Lists
Conceptual Boundaries
Information Model
How do we make information
management decisions
I KNOW WHAT YOU‟RE THINKINGhellip
wwwhudsonvalleysharepointcom
Technical Details
bullMigration approaches
bullWhat about taxonomy
bullTips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
MIGRATION APPROACHES
wwwhudsonvalleysharepointcom
Incremental
bull Migrate content in batches (usually by team)
bull Old and new intranets coexist and are connected via navigation (or federated search)
Big Push
bull Migration all content over a very short period of time
bull Old intranet is closed to users during migration and new intranet made available once content is ready
Start New
bull Nothing is migrated from another system
bull New intranet is ready as soon as built
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
SELLING THE SAAS CLOUD ndash WHO‟S THE AUDIENCE
wwwhudsonvalleysharepointcom
bull Hardware
bull Manpower
bull Budgeting
bull Licensing
Finance
bull Change focus from managing technology to managing information
bull Tap IT expertise in other ways
Strategic
bull Platform stability 9998 uptime disaster recovery
bull Scalability
bull Shorter time to ramp up new projects
Managerial
bull Always the latest technology
bull Anywhere anytime availability
bull Community resources
Internal Customers
SELLING THE SAAS CLOUD ndash FAQS
bull Is it secure
bull Many (large) organizations have decided after doing their homework that their information is at least as secure with Office 365 as it was before For most SMBs it‟s MORE secure
bull httptrustoffice365com ndash look for the security whitepaper and other resources
bull There is no ldquo100 securerdquo solution only solutions of varying levels of security and cost Balance the risk vs the gain
bull Are you using Dropbox Emailing documents to your personal account Using Google Drive Office 365 eliminates the need for all these unsecure solutions
bull What if the system goes down and our data is lost What if the vendor goes out of business
bull This is the big advantage of Office 365 it has the experience and power of Microsoft behind it
bull If you feel you must back up your data there are now backup solutions for Office 365
wwwhudsonvalleysharepointcom
SELLING THE SAAS CLOUD ndash FAQS
bull What happens when the system goes down
bull 9998 uptime actual record What is your current uptime
bull Balance loss of control with all the other benefits
bull Have a plan in place for mission critical information SkyDrive Pro (OneDrive for Business) is a beautiful thing
bull If you are having trouble reaching MSFT support or not getting the answers you need reach out to your Partner We usually get through to the technical person we need within 15 minutes and almost always get a resolution within a day
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
bull Cutting edge technology requires the ldquolatest greatestrdquo ndash no more staying on the same version of Windows or Office for ten yearshellip
bull SAAS = things change without your permission so plan to update training materials or even provide new classroom or remote training as needed (recent UI change to Office Web Apps)
bull You may not see cost savings the first year
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
Email migration
SharePoint
migration
wwwhudsonvalleysharepointcom
ldquoEmail was migrated in a week
Why isn‟t our SharePoint
migration done toordquo
SHARING THE VISION
bull What is going to be better in our organization because we have SharePoint Online
bull Easier access to working documents and mission critical information especially ldquoon the roadrdquo
bull More collaboration fewer data silos
bull Stem the tide of ldquoknowledge leakrdquo
bull One place to see data from various systems
bull Records Management
bull A cool interactive intranet
bull hellip
Define the Vision and sell it but CHOOSE WISELY ndash you canrsquot do everything
wwwhudsonvalleysharepointcom
SHARING THE VISION
bull You can oversell the benefits of SharePoint but you can‟t talk about the vision enough - distill it down
bull ldquoFindability Collaboration Integrationrdquo
bull When the going gets tough the vision sees you through
bull ldquoWe just have to power through thisrdquo
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Strategic Thinking
bullGreenfield approach
bullBoundaries Models and Decision Frameworks
wwwhudsonvalleysharepointcom
GREENFIELD APPROACH
bull Re-vision
bull Define system of record for data points
bull Clean up and simplify ndash all systems tend to chaos over time and that is especially true of collaboration platforms
bull Re-architect with new features in mind (if you‟re not already on SharePoint 2013)
bull Reflect new organizational realities and wishes
bull Don‟t bring the mess of the past into the future
bull Never ever EVER just copy Network Shares Ever
wwwhudsonvalleysharepointcom
ldquoThe term greenfield was originally
used in construction and development
to reference land that has never been
used (eg green or new) where there
was no need to demolish or rebuild any
existing structures Today the term
greenfield project is used in many
industries including software
development where it means to start a
project without the need to consider
any prior workrdquo
WORK THROUGH BOUNDARIES MODELS AND DECISION FRAMEWORKS BEFORE BUILDING ANYTHING
wwwhudsonvalleysharepointcom
Vision Design ModelHow do we make high level design
decisions
System amp Security
Boundaries
Logical Architecture
Model
How do we make Logical Architecture decisions
Regulatory amp Business
BoundariesRetention Model
How do we make content lifecycle
decisions
Content Types
Information Management Policies
Libraries
Term StoreMetadata Sites
Site Collecti
ons
Security Groups
Lists
Conceptual Boundaries
Information Model
How do we make information
management decisions
I KNOW WHAT YOU‟RE THINKINGhellip
wwwhudsonvalleysharepointcom
Technical Details
bullMigration approaches
bullWhat about taxonomy
bullTips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
MIGRATION APPROACHES
wwwhudsonvalleysharepointcom
Incremental
bull Migrate content in batches (usually by team)
bull Old and new intranets coexist and are connected via navigation (or federated search)
Big Push
bull Migration all content over a very short period of time
bull Old intranet is closed to users during migration and new intranet made available once content is ready
Start New
bull Nothing is migrated from another system
bull New intranet is ready as soon as built
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
SELLING THE SAAS CLOUD ndash FAQS
bull Is it secure
bull Many (large) organizations have decided after doing their homework that their information is at least as secure with Office 365 as it was before For most SMBs it‟s MORE secure
bull httptrustoffice365com ndash look for the security whitepaper and other resources
bull There is no ldquo100 securerdquo solution only solutions of varying levels of security and cost Balance the risk vs the gain
bull Are you using Dropbox Emailing documents to your personal account Using Google Drive Office 365 eliminates the need for all these unsecure solutions
bull What if the system goes down and our data is lost What if the vendor goes out of business
bull This is the big advantage of Office 365 it has the experience and power of Microsoft behind it
bull If you feel you must back up your data there are now backup solutions for Office 365
wwwhudsonvalleysharepointcom
SELLING THE SAAS CLOUD ndash FAQS
bull What happens when the system goes down
bull 9998 uptime actual record What is your current uptime
bull Balance loss of control with all the other benefits
bull Have a plan in place for mission critical information SkyDrive Pro (OneDrive for Business) is a beautiful thing
bull If you are having trouble reaching MSFT support or not getting the answers you need reach out to your Partner We usually get through to the technical person we need within 15 minutes and almost always get a resolution within a day
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
bull Cutting edge technology requires the ldquolatest greatestrdquo ndash no more staying on the same version of Windows or Office for ten yearshellip
bull SAAS = things change without your permission so plan to update training materials or even provide new classroom or remote training as needed (recent UI change to Office Web Apps)
bull You may not see cost savings the first year
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
Email migration
SharePoint
migration
wwwhudsonvalleysharepointcom
ldquoEmail was migrated in a week
Why isn‟t our SharePoint
migration done toordquo
SHARING THE VISION
bull What is going to be better in our organization because we have SharePoint Online
bull Easier access to working documents and mission critical information especially ldquoon the roadrdquo
bull More collaboration fewer data silos
bull Stem the tide of ldquoknowledge leakrdquo
bull One place to see data from various systems
bull Records Management
bull A cool interactive intranet
bull hellip
Define the Vision and sell it but CHOOSE WISELY ndash you canrsquot do everything
wwwhudsonvalleysharepointcom
SHARING THE VISION
bull You can oversell the benefits of SharePoint but you can‟t talk about the vision enough - distill it down
bull ldquoFindability Collaboration Integrationrdquo
bull When the going gets tough the vision sees you through
bull ldquoWe just have to power through thisrdquo
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Strategic Thinking
bullGreenfield approach
bullBoundaries Models and Decision Frameworks
wwwhudsonvalleysharepointcom
GREENFIELD APPROACH
bull Re-vision
bull Define system of record for data points
bull Clean up and simplify ndash all systems tend to chaos over time and that is especially true of collaboration platforms
bull Re-architect with new features in mind (if you‟re not already on SharePoint 2013)
bull Reflect new organizational realities and wishes
bull Don‟t bring the mess of the past into the future
bull Never ever EVER just copy Network Shares Ever
wwwhudsonvalleysharepointcom
ldquoThe term greenfield was originally
used in construction and development
to reference land that has never been
used (eg green or new) where there
was no need to demolish or rebuild any
existing structures Today the term
greenfield project is used in many
industries including software
development where it means to start a
project without the need to consider
any prior workrdquo
WORK THROUGH BOUNDARIES MODELS AND DECISION FRAMEWORKS BEFORE BUILDING ANYTHING
wwwhudsonvalleysharepointcom
Vision Design ModelHow do we make high level design
decisions
System amp Security
Boundaries
Logical Architecture
Model
How do we make Logical Architecture decisions
Regulatory amp Business
BoundariesRetention Model
How do we make content lifecycle
decisions
Content Types
Information Management Policies
Libraries
Term StoreMetadata Sites
Site Collecti
ons
Security Groups
Lists
Conceptual Boundaries
Information Model
How do we make information
management decisions
I KNOW WHAT YOU‟RE THINKINGhellip
wwwhudsonvalleysharepointcom
Technical Details
bullMigration approaches
bullWhat about taxonomy
bullTips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
MIGRATION APPROACHES
wwwhudsonvalleysharepointcom
Incremental
bull Migrate content in batches (usually by team)
bull Old and new intranets coexist and are connected via navigation (or federated search)
Big Push
bull Migration all content over a very short period of time
bull Old intranet is closed to users during migration and new intranet made available once content is ready
Start New
bull Nothing is migrated from another system
bull New intranet is ready as soon as built
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
SELLING THE SAAS CLOUD ndash FAQS
bull What happens when the system goes down
bull 9998 uptime actual record What is your current uptime
bull Balance loss of control with all the other benefits
bull Have a plan in place for mission critical information SkyDrive Pro (OneDrive for Business) is a beautiful thing
bull If you are having trouble reaching MSFT support or not getting the answers you need reach out to your Partner We usually get through to the technical person we need within 15 minutes and almost always get a resolution within a day
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
bull Cutting edge technology requires the ldquolatest greatestrdquo ndash no more staying on the same version of Windows or Office for ten yearshellip
bull SAAS = things change without your permission so plan to update training materials or even provide new classroom or remote training as needed (recent UI change to Office Web Apps)
bull You may not see cost savings the first year
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
Email migration
SharePoint
migration
wwwhudsonvalleysharepointcom
ldquoEmail was migrated in a week
Why isn‟t our SharePoint
migration done toordquo
SHARING THE VISION
bull What is going to be better in our organization because we have SharePoint Online
bull Easier access to working documents and mission critical information especially ldquoon the roadrdquo
bull More collaboration fewer data silos
bull Stem the tide of ldquoknowledge leakrdquo
bull One place to see data from various systems
bull Records Management
bull A cool interactive intranet
bull hellip
Define the Vision and sell it but CHOOSE WISELY ndash you canrsquot do everything
wwwhudsonvalleysharepointcom
SHARING THE VISION
bull You can oversell the benefits of SharePoint but you can‟t talk about the vision enough - distill it down
bull ldquoFindability Collaboration Integrationrdquo
bull When the going gets tough the vision sees you through
bull ldquoWe just have to power through thisrdquo
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Strategic Thinking
bullGreenfield approach
bullBoundaries Models and Decision Frameworks
wwwhudsonvalleysharepointcom
GREENFIELD APPROACH
bull Re-vision
bull Define system of record for data points
bull Clean up and simplify ndash all systems tend to chaos over time and that is especially true of collaboration platforms
bull Re-architect with new features in mind (if you‟re not already on SharePoint 2013)
bull Reflect new organizational realities and wishes
bull Don‟t bring the mess of the past into the future
bull Never ever EVER just copy Network Shares Ever
wwwhudsonvalleysharepointcom
ldquoThe term greenfield was originally
used in construction and development
to reference land that has never been
used (eg green or new) where there
was no need to demolish or rebuild any
existing structures Today the term
greenfield project is used in many
industries including software
development where it means to start a
project without the need to consider
any prior workrdquo
WORK THROUGH BOUNDARIES MODELS AND DECISION FRAMEWORKS BEFORE BUILDING ANYTHING
wwwhudsonvalleysharepointcom
Vision Design ModelHow do we make high level design
decisions
System amp Security
Boundaries
Logical Architecture
Model
How do we make Logical Architecture decisions
Regulatory amp Business
BoundariesRetention Model
How do we make content lifecycle
decisions
Content Types
Information Management Policies
Libraries
Term StoreMetadata Sites
Site Collecti
ons
Security Groups
Lists
Conceptual Boundaries
Information Model
How do we make information
management decisions
I KNOW WHAT YOU‟RE THINKINGhellip
wwwhudsonvalleysharepointcom
Technical Details
bullMigration approaches
bullWhat about taxonomy
bullTips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
MIGRATION APPROACHES
wwwhudsonvalleysharepointcom
Incremental
bull Migrate content in batches (usually by team)
bull Old and new intranets coexist and are connected via navigation (or federated search)
Big Push
bull Migration all content over a very short period of time
bull Old intranet is closed to users during migration and new intranet made available once content is ready
Start New
bull Nothing is migrated from another system
bull New intranet is ready as soon as built
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
bull Cutting edge technology requires the ldquolatest greatestrdquo ndash no more staying on the same version of Windows or Office for ten yearshellip
bull SAAS = things change without your permission so plan to update training materials or even provide new classroom or remote training as needed (recent UI change to Office Web Apps)
bull You may not see cost savings the first year
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
Email migration
SharePoint
migration
wwwhudsonvalleysharepointcom
ldquoEmail was migrated in a week
Why isn‟t our SharePoint
migration done toordquo
SHARING THE VISION
bull What is going to be better in our organization because we have SharePoint Online
bull Easier access to working documents and mission critical information especially ldquoon the roadrdquo
bull More collaboration fewer data silos
bull Stem the tide of ldquoknowledge leakrdquo
bull One place to see data from various systems
bull Records Management
bull A cool interactive intranet
bull hellip
Define the Vision and sell it but CHOOSE WISELY ndash you canrsquot do everything
wwwhudsonvalleysharepointcom
SHARING THE VISION
bull You can oversell the benefits of SharePoint but you can‟t talk about the vision enough - distill it down
bull ldquoFindability Collaboration Integrationrdquo
bull When the going gets tough the vision sees you through
bull ldquoWe just have to power through thisrdquo
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Strategic Thinking
bullGreenfield approach
bullBoundaries Models and Decision Frameworks
wwwhudsonvalleysharepointcom
GREENFIELD APPROACH
bull Re-vision
bull Define system of record for data points
bull Clean up and simplify ndash all systems tend to chaos over time and that is especially true of collaboration platforms
bull Re-architect with new features in mind (if you‟re not already on SharePoint 2013)
bull Reflect new organizational realities and wishes
bull Don‟t bring the mess of the past into the future
bull Never ever EVER just copy Network Shares Ever
wwwhudsonvalleysharepointcom
ldquoThe term greenfield was originally
used in construction and development
to reference land that has never been
used (eg green or new) where there
was no need to demolish or rebuild any
existing structures Today the term
greenfield project is used in many
industries including software
development where it means to start a
project without the need to consider
any prior workrdquo
WORK THROUGH BOUNDARIES MODELS AND DECISION FRAMEWORKS BEFORE BUILDING ANYTHING
wwwhudsonvalleysharepointcom
Vision Design ModelHow do we make high level design
decisions
System amp Security
Boundaries
Logical Architecture
Model
How do we make Logical Architecture decisions
Regulatory amp Business
BoundariesRetention Model
How do we make content lifecycle
decisions
Content Types
Information Management Policies
Libraries
Term StoreMetadata Sites
Site Collecti
ons
Security Groups
Lists
Conceptual Boundaries
Information Model
How do we make information
management decisions
I KNOW WHAT YOU‟RE THINKINGhellip
wwwhudsonvalleysharepointcom
Technical Details
bullMigration approaches
bullWhat about taxonomy
bullTips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
MIGRATION APPROACHES
wwwhudsonvalleysharepointcom
Incremental
bull Migrate content in batches (usually by team)
bull Old and new intranets coexist and are connected via navigation (or federated search)
Big Push
bull Migration all content over a very short period of time
bull Old intranet is closed to users during migration and new intranet made available once content is ready
Start New
bull Nothing is migrated from another system
bull New intranet is ready as soon as built
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
SETTING EXPECTATIONS
Email migration
SharePoint
migration
wwwhudsonvalleysharepointcom
ldquoEmail was migrated in a week
Why isn‟t our SharePoint
migration done toordquo
SHARING THE VISION
bull What is going to be better in our organization because we have SharePoint Online
bull Easier access to working documents and mission critical information especially ldquoon the roadrdquo
bull More collaboration fewer data silos
bull Stem the tide of ldquoknowledge leakrdquo
bull One place to see data from various systems
bull Records Management
bull A cool interactive intranet
bull hellip
Define the Vision and sell it but CHOOSE WISELY ndash you canrsquot do everything
wwwhudsonvalleysharepointcom
SHARING THE VISION
bull You can oversell the benefits of SharePoint but you can‟t talk about the vision enough - distill it down
bull ldquoFindability Collaboration Integrationrdquo
bull When the going gets tough the vision sees you through
bull ldquoWe just have to power through thisrdquo
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Strategic Thinking
bullGreenfield approach
bullBoundaries Models and Decision Frameworks
wwwhudsonvalleysharepointcom
GREENFIELD APPROACH
bull Re-vision
bull Define system of record for data points
bull Clean up and simplify ndash all systems tend to chaos over time and that is especially true of collaboration platforms
bull Re-architect with new features in mind (if you‟re not already on SharePoint 2013)
bull Reflect new organizational realities and wishes
bull Don‟t bring the mess of the past into the future
bull Never ever EVER just copy Network Shares Ever
wwwhudsonvalleysharepointcom
ldquoThe term greenfield was originally
used in construction and development
to reference land that has never been
used (eg green or new) where there
was no need to demolish or rebuild any
existing structures Today the term
greenfield project is used in many
industries including software
development where it means to start a
project without the need to consider
any prior workrdquo
WORK THROUGH BOUNDARIES MODELS AND DECISION FRAMEWORKS BEFORE BUILDING ANYTHING
wwwhudsonvalleysharepointcom
Vision Design ModelHow do we make high level design
decisions
System amp Security
Boundaries
Logical Architecture
Model
How do we make Logical Architecture decisions
Regulatory amp Business
BoundariesRetention Model
How do we make content lifecycle
decisions
Content Types
Information Management Policies
Libraries
Term StoreMetadata Sites
Site Collecti
ons
Security Groups
Lists
Conceptual Boundaries
Information Model
How do we make information
management decisions
I KNOW WHAT YOU‟RE THINKINGhellip
wwwhudsonvalleysharepointcom
Technical Details
bullMigration approaches
bullWhat about taxonomy
bullTips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
MIGRATION APPROACHES
wwwhudsonvalleysharepointcom
Incremental
bull Migrate content in batches (usually by team)
bull Old and new intranets coexist and are connected via navigation (or federated search)
Big Push
bull Migration all content over a very short period of time
bull Old intranet is closed to users during migration and new intranet made available once content is ready
Start New
bull Nothing is migrated from another system
bull New intranet is ready as soon as built
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
SHARING THE VISION
bull What is going to be better in our organization because we have SharePoint Online
bull Easier access to working documents and mission critical information especially ldquoon the roadrdquo
bull More collaboration fewer data silos
bull Stem the tide of ldquoknowledge leakrdquo
bull One place to see data from various systems
bull Records Management
bull A cool interactive intranet
bull hellip
Define the Vision and sell it but CHOOSE WISELY ndash you canrsquot do everything
wwwhudsonvalleysharepointcom
SHARING THE VISION
bull You can oversell the benefits of SharePoint but you can‟t talk about the vision enough - distill it down
bull ldquoFindability Collaboration Integrationrdquo
bull When the going gets tough the vision sees you through
bull ldquoWe just have to power through thisrdquo
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Strategic Thinking
bullGreenfield approach
bullBoundaries Models and Decision Frameworks
wwwhudsonvalleysharepointcom
GREENFIELD APPROACH
bull Re-vision
bull Define system of record for data points
bull Clean up and simplify ndash all systems tend to chaos over time and that is especially true of collaboration platforms
bull Re-architect with new features in mind (if you‟re not already on SharePoint 2013)
bull Reflect new organizational realities and wishes
bull Don‟t bring the mess of the past into the future
bull Never ever EVER just copy Network Shares Ever
wwwhudsonvalleysharepointcom
ldquoThe term greenfield was originally
used in construction and development
to reference land that has never been
used (eg green or new) where there
was no need to demolish or rebuild any
existing structures Today the term
greenfield project is used in many
industries including software
development where it means to start a
project without the need to consider
any prior workrdquo
WORK THROUGH BOUNDARIES MODELS AND DECISION FRAMEWORKS BEFORE BUILDING ANYTHING
wwwhudsonvalleysharepointcom
Vision Design ModelHow do we make high level design
decisions
System amp Security
Boundaries
Logical Architecture
Model
How do we make Logical Architecture decisions
Regulatory amp Business
BoundariesRetention Model
How do we make content lifecycle
decisions
Content Types
Information Management Policies
Libraries
Term StoreMetadata Sites
Site Collecti
ons
Security Groups
Lists
Conceptual Boundaries
Information Model
How do we make information
management decisions
I KNOW WHAT YOU‟RE THINKINGhellip
wwwhudsonvalleysharepointcom
Technical Details
bullMigration approaches
bullWhat about taxonomy
bullTips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
MIGRATION APPROACHES
wwwhudsonvalleysharepointcom
Incremental
bull Migrate content in batches (usually by team)
bull Old and new intranets coexist and are connected via navigation (or federated search)
Big Push
bull Migration all content over a very short period of time
bull Old intranet is closed to users during migration and new intranet made available once content is ready
Start New
bull Nothing is migrated from another system
bull New intranet is ready as soon as built
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
SHARING THE VISION
bull You can oversell the benefits of SharePoint but you can‟t talk about the vision enough - distill it down
bull ldquoFindability Collaboration Integrationrdquo
bull When the going gets tough the vision sees you through
bull ldquoWe just have to power through thisrdquo
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Strategic Thinking
bullGreenfield approach
bullBoundaries Models and Decision Frameworks
wwwhudsonvalleysharepointcom
GREENFIELD APPROACH
bull Re-vision
bull Define system of record for data points
bull Clean up and simplify ndash all systems tend to chaos over time and that is especially true of collaboration platforms
bull Re-architect with new features in mind (if you‟re not already on SharePoint 2013)
bull Reflect new organizational realities and wishes
bull Don‟t bring the mess of the past into the future
bull Never ever EVER just copy Network Shares Ever
wwwhudsonvalleysharepointcom
ldquoThe term greenfield was originally
used in construction and development
to reference land that has never been
used (eg green or new) where there
was no need to demolish or rebuild any
existing structures Today the term
greenfield project is used in many
industries including software
development where it means to start a
project without the need to consider
any prior workrdquo
WORK THROUGH BOUNDARIES MODELS AND DECISION FRAMEWORKS BEFORE BUILDING ANYTHING
wwwhudsonvalleysharepointcom
Vision Design ModelHow do we make high level design
decisions
System amp Security
Boundaries
Logical Architecture
Model
How do we make Logical Architecture decisions
Regulatory amp Business
BoundariesRetention Model
How do we make content lifecycle
decisions
Content Types
Information Management Policies
Libraries
Term StoreMetadata Sites
Site Collecti
ons
Security Groups
Lists
Conceptual Boundaries
Information Model
How do we make information
management decisions
I KNOW WHAT YOU‟RE THINKINGhellip
wwwhudsonvalleysharepointcom
Technical Details
bullMigration approaches
bullWhat about taxonomy
bullTips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
MIGRATION APPROACHES
wwwhudsonvalleysharepointcom
Incremental
bull Migrate content in batches (usually by team)
bull Old and new intranets coexist and are connected via navigation (or federated search)
Big Push
bull Migration all content over a very short period of time
bull Old intranet is closed to users during migration and new intranet made available once content is ready
Start New
bull Nothing is migrated from another system
bull New intranet is ready as soon as built
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
Strategic Thinking
bullGreenfield approach
bullBoundaries Models and Decision Frameworks
wwwhudsonvalleysharepointcom
GREENFIELD APPROACH
bull Re-vision
bull Define system of record for data points
bull Clean up and simplify ndash all systems tend to chaos over time and that is especially true of collaboration platforms
bull Re-architect with new features in mind (if you‟re not already on SharePoint 2013)
bull Reflect new organizational realities and wishes
bull Don‟t bring the mess of the past into the future
bull Never ever EVER just copy Network Shares Ever
wwwhudsonvalleysharepointcom
ldquoThe term greenfield was originally
used in construction and development
to reference land that has never been
used (eg green or new) where there
was no need to demolish or rebuild any
existing structures Today the term
greenfield project is used in many
industries including software
development where it means to start a
project without the need to consider
any prior workrdquo
WORK THROUGH BOUNDARIES MODELS AND DECISION FRAMEWORKS BEFORE BUILDING ANYTHING
wwwhudsonvalleysharepointcom
Vision Design ModelHow do we make high level design
decisions
System amp Security
Boundaries
Logical Architecture
Model
How do we make Logical Architecture decisions
Regulatory amp Business
BoundariesRetention Model
How do we make content lifecycle
decisions
Content Types
Information Management Policies
Libraries
Term StoreMetadata Sites
Site Collecti
ons
Security Groups
Lists
Conceptual Boundaries
Information Model
How do we make information
management decisions
I KNOW WHAT YOU‟RE THINKINGhellip
wwwhudsonvalleysharepointcom
Technical Details
bullMigration approaches
bullWhat about taxonomy
bullTips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
MIGRATION APPROACHES
wwwhudsonvalleysharepointcom
Incremental
bull Migrate content in batches (usually by team)
bull Old and new intranets coexist and are connected via navigation (or federated search)
Big Push
bull Migration all content over a very short period of time
bull Old intranet is closed to users during migration and new intranet made available once content is ready
Start New
bull Nothing is migrated from another system
bull New intranet is ready as soon as built
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
GREENFIELD APPROACH
bull Re-vision
bull Define system of record for data points
bull Clean up and simplify ndash all systems tend to chaos over time and that is especially true of collaboration platforms
bull Re-architect with new features in mind (if you‟re not already on SharePoint 2013)
bull Reflect new organizational realities and wishes
bull Don‟t bring the mess of the past into the future
bull Never ever EVER just copy Network Shares Ever
wwwhudsonvalleysharepointcom
ldquoThe term greenfield was originally
used in construction and development
to reference land that has never been
used (eg green or new) where there
was no need to demolish or rebuild any
existing structures Today the term
greenfield project is used in many
industries including software
development where it means to start a
project without the need to consider
any prior workrdquo
WORK THROUGH BOUNDARIES MODELS AND DECISION FRAMEWORKS BEFORE BUILDING ANYTHING
wwwhudsonvalleysharepointcom
Vision Design ModelHow do we make high level design
decisions
System amp Security
Boundaries
Logical Architecture
Model
How do we make Logical Architecture decisions
Regulatory amp Business
BoundariesRetention Model
How do we make content lifecycle
decisions
Content Types
Information Management Policies
Libraries
Term StoreMetadata Sites
Site Collecti
ons
Security Groups
Lists
Conceptual Boundaries
Information Model
How do we make information
management decisions
I KNOW WHAT YOU‟RE THINKINGhellip
wwwhudsonvalleysharepointcom
Technical Details
bullMigration approaches
bullWhat about taxonomy
bullTips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
MIGRATION APPROACHES
wwwhudsonvalleysharepointcom
Incremental
bull Migrate content in batches (usually by team)
bull Old and new intranets coexist and are connected via navigation (or federated search)
Big Push
bull Migration all content over a very short period of time
bull Old intranet is closed to users during migration and new intranet made available once content is ready
Start New
bull Nothing is migrated from another system
bull New intranet is ready as soon as built
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
WORK THROUGH BOUNDARIES MODELS AND DECISION FRAMEWORKS BEFORE BUILDING ANYTHING
wwwhudsonvalleysharepointcom
Vision Design ModelHow do we make high level design
decisions
System amp Security
Boundaries
Logical Architecture
Model
How do we make Logical Architecture decisions
Regulatory amp Business
BoundariesRetention Model
How do we make content lifecycle
decisions
Content Types
Information Management Policies
Libraries
Term StoreMetadata Sites
Site Collecti
ons
Security Groups
Lists
Conceptual Boundaries
Information Model
How do we make information
management decisions
I KNOW WHAT YOU‟RE THINKINGhellip
wwwhudsonvalleysharepointcom
Technical Details
bullMigration approaches
bullWhat about taxonomy
bullTips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
MIGRATION APPROACHES
wwwhudsonvalleysharepointcom
Incremental
bull Migrate content in batches (usually by team)
bull Old and new intranets coexist and are connected via navigation (or federated search)
Big Push
bull Migration all content over a very short period of time
bull Old intranet is closed to users during migration and new intranet made available once content is ready
Start New
bull Nothing is migrated from another system
bull New intranet is ready as soon as built
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
I KNOW WHAT YOU‟RE THINKINGhellip
wwwhudsonvalleysharepointcom
Technical Details
bullMigration approaches
bullWhat about taxonomy
bullTips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
MIGRATION APPROACHES
wwwhudsonvalleysharepointcom
Incremental
bull Migrate content in batches (usually by team)
bull Old and new intranets coexist and are connected via navigation (or federated search)
Big Push
bull Migration all content over a very short period of time
bull Old intranet is closed to users during migration and new intranet made available once content is ready
Start New
bull Nothing is migrated from another system
bull New intranet is ready as soon as built
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
Technical Details
bullMigration approaches
bullWhat about taxonomy
bullTips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
MIGRATION APPROACHES
wwwhudsonvalleysharepointcom
Incremental
bull Migrate content in batches (usually by team)
bull Old and new intranets coexist and are connected via navigation (or federated search)
Big Push
bull Migration all content over a very short period of time
bull Old intranet is closed to users during migration and new intranet made available once content is ready
Start New
bull Nothing is migrated from another system
bull New intranet is ready as soon as built
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
MIGRATION APPROACHES
wwwhudsonvalleysharepointcom
Incremental
bull Migrate content in batches (usually by team)
bull Old and new intranets coexist and are connected via navigation (or federated search)
Big Push
bull Migration all content over a very short period of time
bull Old intranet is closed to users during migration and new intranet made available once content is ready
Start New
bull Nothing is migrated from another system
bull New intranet is ready as soon as built
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
INCREMENTAL
wwwhudsonvalleysharepointcom
Allows time for careful planning and interaction with stakeholders
Requires fewer resources at any given time
Allows the project group to learn over time
Can drag out so long that cost savings and enthusiasm evaporate
Fewer resources means less attention
Pain of changeover lasts longer
Use when
bull You can expect
sustained support
from management
bull You are resource-
constrained
bull You have the
bandwidth to
assure the project
doesn‟t die
halfway through
bull You have limited
access to
SharePoint
expertise
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
BIG PUSH
wwwhudsonvalleysharepointcom
Pain of change is over quickly
No chance of people ldquogoing back to the old wayrdquo
Everything fits together well since it was all build at the same time
Requires a long and thorough preparation process
Hugh resource drain and loss of productivity during the migration period
Requires a high level of expertise
Use when
bull Your organization is
willing to invest
significant effort in
the planning
process
bull You are in a
resource rich
environment
bull You have access
to SharePoint and
migration expertise
bull There is little to
migrate
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
START NEW
wwwhudsonvalleysharepointcom
Can get up and running very quickly
Few resource requirements
Starting with nothing means everything is a win
Nothing initially for users to see and do
Hard to justify resources
May never get out of bdquopilot‟ mode
Use when
bull A small discreet
group of users is
asking for
SharePoint but
can‟t get approval
through official
channels
bull You want to pilot
SharePoint‟s use
before you do
anything drastic
bull You don‟t care
about your old
content ndash it is fine
where it is
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
WHO DOES THE MIGRATION
Vendor Partner or IT
bull Have tools to make migration faster and more accurate
bull Minimal content owner input
bull Content owners not as familiar with tagging and location of content
Content Owners
bull Know content best no back and forth
bull Content owners become familiar with metadata faster
bull Takes significant time away from core work during migration
Temps or Interns
bull Lower cost
bull Less disruption to content owners during migration though there is some
bull Can be problematic in terms of accuracy
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
WHAT ABOUT OUR TAXONOMYbull Creating an organizational taxonomy is as much business process discovery
activity as it is a information architecture one
bull While many organizations could benefit from that level of detailed discovery making your SharePoint migration dependent on it could mean you never get off the ground
bull As far as SharePoint is concerned you probably only need what we like to call a ldquoFunctional Shared Vocabularyrdquo
bull We define that as a taxonomy that is bdquofit for purpose‟ (that is for SharePoint) and is bdquojust good enoughbdquo to get everyone on the same page and allow for findability collaboration and integration
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
YOUR TERM STORE MIGHT LOOK LIKE THIS
Who we are
Units
Teams
Offices
What we do
Topics
Projects
Tools we use
Document Types
Organizations we work with
Vendors
Prospects
Clients
Donors
Utility
Time
Statuses
Countries
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES
bull Choose your tenant name wisely ndash there is NO way to change it and it HAS to show in the URL of your SharePoint private sites
bull If you have a free trial account do not touch the root site collection Play around with a test site collection and try not to use the Content Type Hub if you don‟t need to test that The term store is more forgiving so go ahead and try that out
bull You donrsquot need to create a Content Type Hub ndash it‟s already there Unfortunately by default only the user who set up the tenant account can access it He or she has to grant access to others
bull Find it at https[tenantName]sharepointcomsitescontenttypehub
bull It never appears on the list of site collections in your admin panel
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Donrsquot use the ldquoCompany Administratorrdquo Accountndash this account is the ldquoprimary ownerrdquo of the root site collection when it is provisioned It is tied to the list of Global Administrators of your Office 365 tenant so if you don‟t want your Global Administrators to have full rights to your root site collection your search center your content type hub and your My Site Host make sure to switch the primary site collection owner to another account
bull Expect timer jobs to take longer to run ndash workflows email alerts take a bit longer It may take an hour or so for new content types published from the content type hub to be added to subscribing site collections Plan accordingly
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
TIPS FROM THE TRENCHES - CONTINUED
bull Get ready to reap the benefits of the cloud work style
Once you get into the groove of bdquoliving in the cloud‟ you will never go back
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
Communications
bull Selling the cloud
bull Setting realistic expectations
bull Sharing the Vision
Strategic Thinking
bull Clean-slate approach
bull Boundaries Models and Decision Frameworks
Technical Details
bull Migration approaches
bull What about taxonomy
bull Tips from the Trenches
wwwhudsonvalleysharepointcom
WHAT MAKES FOR A SUCCESSFUL MIGRATION TO SHAREPOINT ONLINE
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
LET US KNOW HOW WE CAN HELP YOU ACHIEVEFINDABILITY COLLABORATION amp INTEGRATION
wwwhudsonvalleysharepointcom
