What is SharePoint 2013?
At its most basic definition SharePoint is a web application from Microsoft that enables organizations to work more efficiently by letting users share documents, data and information. There are multiple SharePoint products for organizations to choose from, each offering a unique set of benefits.
10 Top Tips for SharePoint
In this article, we will give you some tips for your SharePoint. There are some tips of SharePoint that you must know:
Don’t use folders in SharePoint
Certainly you should never use folders to classify content – that’s what metadata is for. You may use them to group related items sometimes, however Document Sets are better and, in any case, and folders should never be more than 1 level deep (no nesting).
Differentiate between mandated tasks and non-mandated tasks
Work out what things your staff MUST do (mandated tasks) and things you would like them to do (non-mandated tasks). Apply strong directives around the former with good governance.
Use encouragement, social gaming, appeals to better nature and other soft approaches to foster useful behavior around knowledge sharing and desirable habits that aren’t mandated.
Take away users’ ‘crutches’ for mandated activities – if your staff directory is working well in SharePoint then actively remove paper copies, email version and other applications – make staff use the definitive tool.
Differentiate between planned content and unplanned content
Pre-build content repositories (lists and libraries) for things you know you need to store, developing appropriate content types, metadata, views etc. to support these specific documents. Ensure these areas are used for known content (and is allow shared drives, email sharing, etc.)
Also create less structured libraries for general documents within teams, where you don’t know what kind of content needs to be stored. Use tags and keywords to manage the unplanned content and review it often to see if more structure is needed for emerging topics and activities.
Use OneNote for semi-structured and unstructured information
Not everything needs to be or can be planned. Use OneNote (it’s part of Microsoft Office and everyone in the NHS is licensed to use it) as a great tool for capturing notes, ideas, bits of emails and other ad hoc or temporary information. Encourage staff to remove information from emails and store it properly in OneNote. Create your OneNote notebooks in SharePoint libraries (we suggest a dedicated OneNote library for each department, project etc.), which will ensure content is synchronized across the whole team.
Continually develop views
SharePoint libraries can hold large numbers of documents, images and items. Views are an essential way of helping users see the documents etc. allowing content to be filtered, sorted and grouped; to provide just the columns of information they need without having to open each item to review its properties; or to change the way the items are displayed, for example as a list or as boxed items or a list with a preview.
Encourage staff to use the Web 2.0 features of SharePoint
Get staff to click on the star ratings options where enabled, to identify valuable content for other staff. Get those to click on the ‘I like It’ button, which will help them find documents, etc., they like and show their work-related interests to other staff.
Especially encourage staff to use the Tags and Notes button, which will allow further metadata (keywords) to be added to content, even after it has been created and without affecting the underlying document.
Use Taxonomies and Enterprise Metadata widely
Managed metadata and appropriate taxonomies allows users to select keywords from existing lists and trees of terms, improving consistency and making it easier for users to add keywords. It also helps improve search results, etc.
Use the ‘Link to a Document’ content type
Sometimes you need to add a document to a library that is somewhere else (another library or an external website for example). Instead of creating a copy (which might go out of date), add the ‘Link to a Document’ content type to the document library. Now you can add all the usual metadata, etc., for documents, without having to store them locally.
Use Metadata navigation for long lists and libraries
Use site wide metadata, etc., to provide rapid ways of filtering and navigating content in large lists. It will appear in the left navigation and lets users rapidly filter and navigate through lists when they haven’t get the predefined view they need. It also saves creating custom views for every possible view.
Replace Excel lists with SharePoint lists
Instead of creating a list in Excel and asking staff to update it there, move it into SharePoint (you can even directly import existing lists into SharePoint from Excel – it only takes 5 minutes). Once in SharePoint you can manage it much more effectively (multi-user access, version control, views, approvals, etc.,) and other applications in SharePoint can use it as a lookup list, etc. And you don’t need to open Excel every time you want to use it.
There are 10 Top Tips for Your SharePoint, we hope that will be useful for you. Do you need SharePoint 2010 and SharePoint 2013 Hosting recommendation? ASPHostPortal.com is the answer. Our support will always ready to help you 24 hours a day, 7 days a week, 365 days. Let’s check our special offer to get FREE Domain and Double Space SQL Server here.