| Two more events over for 2011 - and they were both great!
Tech-ed was excellent....interesting meeting and talking with Keynote Speaker Norm Judar about Technical Leadership (which could be applied to many similar principals, in leadership all round) - see his talk here - http://channel9.msdn.com/Events/TechEd/NewZealand/2011/DPR209
I did a quick Tech Talk Interview here: http://channel9.msdn.com/Events/TechEd/NewZealand/2011/TT107
All the TechEd Online content is here - www.microsoft.co.nz/techedonline. - Links to all content listed below. Went to some great sessions (mostly SharePoint of course, but one great one on Project Cresent - looking forward to playing with that!!).
 I spoke on Visio Services and SharePoint at both Tech.ed and Code Camp and was amazed how many people hadn't seen all the fantastic things this produces. The benefits of being able to visualise data are many and varied - a picture paints a thousand word! It is also great to know that we can get such a lot from a product so widely used in most companies already!
....more on this later, I will write up blog posts on each of the modules I presented, and am also planning VISIO days around the country, let me know if you want to hear more on this :)
One major change this year was the HUB, the Market Place area, or where the usual exhibitor area is....instead of rows of exhibitors, Microsoft took on board comments from prior events and had only a few sponsors - around the circumference of the room - and the rest was room to mingle, network, sit and eat...and so on. It worked well, as a place to interact - the Microsoft stand in the middle, showcasing products and toys was slammed the entire time - and also worked well. I do wonder if the limited number of sponsors was ideal - sometimes at these events, it is great to be able to see what products , services are on offer - that you seldom get the chance to otherwise...
In saying that - the benefit to those exhibitors present was obviously great, given there were so few...hard one I guess, maybe they need TWO rooms with similar set up somehow, so that more exhibitors are present, but there is still the space for delegates to mingle?
Code Camp was also a fantastic event...more interest and registrations than ever before! - it was different having this POST tech.ed given the change to wed-fri (also heard positive feedback about that change!) - but hard if people were travelling home on the sat. Still we had a great day and I do have to thank the 35+ speakers for their time and contribution to speaking and being present amongst the delegates. 
It was also fantastic to get the support from so many of the User Group Leaders around the country! - We had about 20 Leaders helping co-ordinate, speak, and pitch in - so thanx guys! Truly, great display of community effort. There is talk of doing another couple of code camps in 2012 - in Wellington and Christchurch which would be great.
There has been a survey to get evaluations about the event and the speakers/content etc posted on the Code Camp site - please fill it in : www.codecamp.co.nz
I was surprised at the number of people who raised their hands saying they were not currently part of a User Group! To join a DL, please complete this survey here - there will be a new MSCommunities site launched sometime within the next month, but in the meantime - that will do!
I have been President of MSCommunities for the last three years - lots of community and volunteer effort which I have really enjoyed. I stepped down from this position at our Annual User Group Leaders Summit in Auckland on Saturday and Brendon Ford takes up the lead for this now! A new Committee was also elected...I am sure they will do great things this coming year, and wish them all the best. I will still be involved as a local Bay Of Plenty SharePoint User Group Leader, and no doubt be around the different SharePoint User groups a lot :).
Online Content from Tech.ed
Breakout Sessions |
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| I am presenting this topic at TechEd NZ this year and it has been a great presentation to prepare for. I look forward to sharing it with anyone who can make it - session time is THURSDAY 5:45pm - yep, right before the Techfest Party!!!
So...I will endeavour to post a few entries about the four key areas I cover - along with some great examples of how we can all derive business benefit for Visio as a tool - for process management, workflows, visualising data and then bringing it all together within a SharePoint environment, - below is the overview of what the sesison covers - see you there, and/or watch this paste after tech ed, for the follow up posts.
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|  Continuing on with the theme of storing information, to then being able to view subsets of data easily...webparts and pages on a SharePoint Site are great enablers in doing just this! The tip: Enrich your data using web parts and pages to visualise key information!
The demonstration first touched on the many visual webparts that people are using on sites to highlight specific information or provide graphic and visual links to data. Examples included:
- Social Networking web parts
- - eg Facebook (example here)
- Twitter - see the NZ Code Camp home page : www.codecamp.co.nz or any of our event sites contain twitter feeds based on the Conference: http://www.spevents.co.nz
- Blogs - see the above example for a filtered view based on the blog category
- Flicker and youtube for photos to display or vids
- Image webparts that you could filter based on metadata in the image library - carousel, sliders,
- Data View Webparts are may and varied, and utilise your custom information, from lists and libraries, across sites and systems - they can enhances the display eg view of the speakers here
- Favourites were also things like Tip of the Day, Weather webparts....
- Couple of resources - always good examples of sites, webparts, pages on http://www.wssdemo.com and some free web parts here or check out http://www.codeplex.com
- VISIO Web parts - I only included images in my original preso - but given I am speaking on this topic at Tech ed NZ in August, I will dedicate about 4 blog posts to it - Visio Services and SharePoint - some VERY cool stuff!
In our SharePoint training, we often use an apartment block as an analogy when describing Site Collections, an apartment is a Site, (BTW - this is also a great way to then explain Permissions!) the rooms lists and libraries, and the windows then become the WEB PARTS -
views into filtered parts of a certain list.
Pages can then contain multiple webparts on one page
- Pages can show web parts from the same list - eg adding three web parts to the same page, all from the Task list, and making each webpart show different information - Completed Tasks, MY Tasks, Overdue tasks and so on - also handy for things like an Issues register - to show high level status, as well as detail relevant to the person logged on
- Pages can also show web parts that show data from multiple lists - and have filters applied, so I can filter on Project or Customer (assuming that Site column exists in all my related lists) - and then see the documents, tasks and issues all related to that project or customer
- Web parts can cross multiple lists and be displayed a lot more creatively and effectively with the Data View Web part.
Just having the ability to easily and simply add pages to your website, means you can control the amount of information displayed to users, target certain areas...and certainly enrich the data you have!
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Creating all these wonderful lists is invaluable for storing a ton of data, creates easy access for users, reduces time in finding information and in updating it……however, it then gets to the point, where lists (and libraries) become overloaded, and there is TOO much data, to make good sense of it…
Users can become frustrated in getting to the information they need quickly and easily...So here rolls in views and good use of metadata, and the best way to make the most of the data you store. While entire chapters of books are centred around metadata, this tip focuses on the ability to use metadata to quickly and simply cut through clutter.
Points included
- Using filter and sort to get what you needed
- Create columns in your lists (metadata) that will be used in Views, or for the purpose of finding, filing or filtering information.
- Creating multiple views from the SAME list, and adding these to the quick launch (or other parts of pages) so users could go directly to the filtered view they needed - an example here was a contacts list, with a variety of pre built views (by category, region, and types) with links under one heading on the quick launch so everyone had one click, to info
- A variety of styles can be used on lists, to again enhance usability - showing the "preview pane" style, allowed a quick look at all the data, with a quick scan owner the content within it..
- Work with your users to create personal views, so they the exact filtered view they need - this is perhaps a first phase to having them create their own views ....but once users/execs understand they can get to what they need (what suits them personally!), they will use it all the more
Managed Metadata was covered and demonstrated showing benefits of the hierarchical term sets used to maintain consistency across all sites when it came to terms and terminology. I think Managed Metadata deserves its own blog (at some stage!) - so have just highlighted points in two ways.
Benefits of Managed Metadata vs Regular Metadata
- Hierarchical - can display terms, and sub terms, and all the levels under - rather than needing multiple columns
- Maintained and managed in one place and can be reused across multiple Sites, Site Collections, and so on - and can have a Term Store administrator PER term set - eg the HR manager could maintain ALL terms related to HR, to ensure words, synonyms, and meanings are consistent. The terms are then consumed by everyone.
- Metadata Navigation (and Key Filters) can help users with long lists of information, so the navigation is in the quick launch panel, and users can filter to the level of the hierarchy, and see the results of that term set, or higher or lower as they require. (Note the display that is returned often causes users to have to scroll to the top - may need some custom dev to tidy that up!)
- Metadata is search comes later :)
How are Managed Metadata Columns being used?
- On Intranet and Internet public facing sites - I have seen some great examples of the use of hierarchical columns added to pages, to then categorise content on the site, by relevant pages
- Products - so updates done in one place filter through everywhere
- Organisational structure - depts, divisions - teams
- Locations - where things are - from physical cities, down to filing cabinets for structured deeds, contracts etc
- Business Classification - for overall file plan - so each department can update and own relevant parts. Taxonomy...
Enterprise Keywords were discussed as the "unstructured" capture of "folksonomy" rather than "taxonomy" as in Managed Metadata. So keywords can be added to any list or library (easily) - and allow users to enter ANY words they want. The next person who tries to enter a similar keyword gets shown all the ones previously entered, so they can "re-use" a keyword or create a new one.
There is definite value, in introducing keywords as a way to "change the current culture" of an organisation - get people used to tagging things - provided they can see the value of WHY they would do this - are they using My Sites, so they can easily find the things they have tagged?
Enterprise keywords were also a way to help define your own managed metadata fields, how are people using the tagging function - how do they logically classify, categorise, tag a document or piece of information? I have heard (although have yet to see how successful this was) of companies taking the approach that they would use ONLY keywords, and have this drive the business classification of the organisation - maybe a good approach? Maybe a better one to ensure adoption, users would classify in the way that gives them immediate reward - they can find things easier...and isnt that the main objective?
And yes, you can turn a Keyword into a Managed Metadata and move it into the appropriate term set...Keywords on their own are not hierarchical though.
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Code Camp 2011!
The countdown is on! 24 Days to go...
One day of over 35 FREE sessions with expert speakers
Sunday August 28, 2011 (after Tech-Ed)
University of Auckland Business School
Register NOW to attend here
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What is Code Camp? The MS Communities Code Camp & Technology Summit is a FREE, non-commercial event, open to everybody with an interest in SQL, .NET, Infrastructure, SharePoint and other related topics and technologies. |
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Who should go? Developers, IT Professionals, business people students, anyone with an interest in technology. |
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 www.codecamp.co.nz Follow #ccnz on Twitter
Thank you to our Sponsors:
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This tip was all about the quick wins that can be gained from Custom Lists (and of course the Out of the Box lists and libraries provided in SharePoint).
The productivity gains are potentially very obvious here….but to list a few:
- Being able to access the information anywhere any time
- Replacement of spreadsheets that were duplicated emailed and seldom held current information.
- Having lists instead of spreadsheet means multiple updates concurrently, instead of locked workbooks slowing down processes
- Quick wins for users! Being able to automate painful processes so people could quickly and easily collaborate on common information
- Custom lists are things that Power Users can do, so it empowers them as users, ensures they are getting great value out of their SharePoint sites, and can effect change fast!
- Custom lists are a type on instant online form – without the complexity of other means, but giving users electronic forms, that could be simply customised in SharePoint Designer, have custom fields, and collect all types of data
Lists and Libraries also had some great features for users
o Viewing in datasheet view, for quick updates to metadata
o Connect to Outlook, for fast files uploads
o Quick Steps
o Adding workflow to items or lists, to improve business processes
o Creating alerts so users can be updated when items (on specific views if required) are changed
So…some examples…
Correspondence Register People Lists – one of the MOST common lists on Intranets (and also one of the most common reasons people frequent the Intranet!) – these were combination of lists that user the User Profile Service, and Custom lists, to contain external contacts, or lists per project and do on A Digital Diary – or internal Trade Me for employees to list items for sale Maintenance Lists Assets and Hardware Lists Lists to maintain navigation items for multiple site collections within a site Tips and Tricks List Resources lists and Libraries
And the list goes on… :)
So the tip – finding better ways to store and access information.
A special addition to this blog, is compliments of one of the Bay of Plenty SharePoint User group members (John Murray from Zespri, who is working on a Contracts Management solution)– and that was the use of Quick Steps within the Ribbon on lists or libraries…while Quick Steps have many advantages, in helping users find what they need in just one click, this example really shows good use of “big friendly pushbuttons in the ribbon (or in the context menu) to surface workflow. Nice! Thank you John!
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I have just spent the last week at the Microsoft World Wide Partner Conference in Los Angeles, and I leave today inspired and ready for the next year of activities. This event has been amazing, to see the international depth and breadth of the partner network, the fantastic contributions, products and services this eco system provides, and the commradery and networking amongst those who attended.
I heard that the LA Mayor labelled this week as Microsoft week, both from the enormity of the event (15,000 people! - what an event to manage! - logistically - just fantastic!) - but also from the Day of Giving and contribution to community from Microsoft and the Partners. Of course, like any event, you also have to acknowledge the incredibly diverse, and large range of social activities - it was as much work planning evening activities as it was the day ones!
All in all, an excellent opportunity to connect, meet new people, further the relationship with existing colleagues and friends and grow as partners.
Highlights - too many to note, but a couple here...
To finally wrap it all up, we are proud to announce our achievement at envisionIT in the Gold Level for Digital Marketing Competency. We have particpated in the Microsoft Partner Network since 2007, and it is good to be continually improving as a result.
We are now looking to add additional competencies, in line with our SharePoint Training services - so watch this space! A HUGE thank you to my team, for their efforts and for the support and feedback from our customers, who helped us to achieve this level.
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| This covers two topics,
 So the first one is the use of Office Web apps - which provides access to Word, Excel, PowerPoint and OneNote, via the Browser, directly from within SharePoint - this has the main advantage, that for people that are accessing SharePoint remotely, where internet connectivity is not so good, or where they just need to quickly view (and maybe a few edits) to a doc or ppt, they can do so in the browser....they dont have to download the document and open it in the Word, PowerPoint etc....client on their own machine...
The edit capabilities are limited, but often enough for quick reviews, so the time savings in using this was great and well used by those who had the chance to experience it. The productivity tip......
The second example was, in my opinion a very powerful one, and once adopted about to get even better! Document Co-authoring is when one person open a document, from within SharePoint, and begins to edit, and a second (and 3rd and 4th etc ) person comes along and begins to edit at the same time.... Business examples include when people need to all work on the same document, at the same time, and see real time what is being updated...
Things like - RFP's, Contract Reviews, Project Charters, - a really good example - annual reports - where it is extremely time consuming for an admin person to collate all feedback, or worse wait while a document is circulated with track changes, then decipher the comments, and also hold the entire process up. So real time, see who is on line, what slide, or page they are editing, and when updates are available.
This can be done with people in different location or in the same office! = By seeing updates, the information is current, and may affect what the other person is updating, more efficient that a meeting to try and combine ideas, and the outcome - a 
 notifications when available
See who is on line
show who is editing a particular page.
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The points discussed here were around navigating a site. For users to understand what is where, and how best to use it. So this was using things like
- Quick Links - drop down lists making quick access to pages , sites or lists etc
- Links lists that users can contribute to with additional columns, that then categorise the links, and lead the user to where they need to be quickly
- Quick Launch bar, tailored to the specific site, often with multiple links to the same list (different views) just so it is easy again for people to navigate
- Summary Links Web Parts, for use in all sorts of situations, but definitely for easy Content Owner editing and updating, grouping, adding in icons and images, and providing instant navigation on a page
- The Top Link Bar (Global Navigation) can also be tailored at a subsite level, so the links to pages and relevant information is exactly that - relevant!
- Several public websites were demonstrated showing the various uses of top link nav and summary links webparts - again, best reference for Internet facing samples is www.wssdemo.com
- Tools discussed to improve navigation included a look at (Paul Culmsee's recommended site!) www.websitesthatsuck.com
- Perform some "How would I find"exercises with your team - see where for example everyone would go to find a Leave application, how easy is your site to navigate
The key productivity tip was around people being able to get to what they need - people are more productive and less frustrated when navigation is simple and effective.
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Debbie is the Managing Director of envisionIT (NZ) Ltd, who specialise in SharePoint Training and organising SharePoint Conferences in NZ, AUS, Southeast Asia, Hong Kong,...and more to come.
Debbie participates in many community events and runs the Bay Of Plenty SharePoint User Group. Debbie is an MCTS in SharePoint 2010 and has been awarded the MVP award 2009. 2010 and 2011.
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NEW ZEALAND SHAREPOINT CONFERENCE
New Zealand SharePoint Conference - confirmed 28/29 March 2012
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