16 (quick) ways to get your users actually using SharePoint properly

Seriously. Most users don’t care. If you have an intranet or portal then that is the name to use and promote. Oh, don’t use ‘end user adoption’ either in anything you do.

Don’t call it SharePoint

1

Train them, support them, love them. They will use it more than most and will be keen to learn and provide ideas and solutions. They will also help others.

Get some SharePoint champions

2

Examples include alerts, document libraries, import spread sheets, etc. Focus on document management at the start and how they can share team documents easily without using email all the time.

Pick some quick wins that users can do easily

3

OK, so let’s start the 16 ways, it won’t take too long. Honest.

Organise regular short training sessions but don’t call them training sessions, 30 minutes at the most. Focus on teaching a max of 3 things at each session and keep it short.

Short training sessions

4

Ask them how they use information, how they work, how they create documents, etc. You will get ideas from the feedback and you can show them solutions that are relevant to them. All teams are different, only by talking to them will you get some good insights.

Talk to teams about getting the most out of a team or project site

5

Lists are very powerful. Lists can be used for tracking and managing activities/tasks especially with support type areas like IT helpdesks or other systems that support users.

Show how lists can be used

6

Now, 3 more.

Show how to import Excel files into lists and what these list can do then (sorting, filtering, etc.).

Ask what do they use Excel for now

7

They can spread like wildfire. Once they have gotten through the above, have a look at doing dashboards and connecting data and web parts. This builds on from using Excel in No.7.

Reporting: reports are like a rash in any business

8

Web parts are the windows of the site and are very valuable for presenting information within a site. Use them wisely and it will pay off.

Show them what web parts can do

9

That’s it, half way there.

Enjoy my cartoons.

Right, a quick break.

Don’t assume everyone is happy with it (highly unlikely). Don’t expect users to come to you with queries though they will. Talk to them about how they work and how they access information and documents. Get answers and provide solutions.

Ask questions, talk to people

10

When I show the visitor numbers and who is looking at a the site it never fails to impress people. Sure it’s basic from a web analytics point of view but it does the job at team site level.

Show them the metrics

11

Show how there is a history and audit trail in using the platform. This is pretty critical for most businesses and is one of the key selling points for users and especially managers.

Paper trail/audit/tracking

12

That’s it, half way there.

For example I built a buy and sell classified market place site (think Craigslist for those in the USA) on our intranet that was very popular and got people using the platform. There were also many sports related sites that got plenty of traffic.

Build a non-business related site or process

13

Short guides (one pagers) on different things like permissions or document management. Users are more likely to read these. They will not wade through a large manual.

Create one or two page quick guides

14

Videos are great for showing how something can be done. Screen capture software such as Camtasia or Wink are great for creating online demos. Your metrics and feedback will tell you if they are used or not.

Try online demo videos

15

Phew, go on, hang in there.

Don’t call it SharePoint…

Thanks for reading. If you want to know more about me, drop by and say hi.

Andrew Gilleran - SharePoint & Online Content SpecialistContent management | SharePoint | Web analytics | Online Communications | Training

Read and learn about SharePoint and creating (and measuring) great online content: www.gilleran.net

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Yes, No.16 is: