Why Do I Need to Share and What’s the Point?

If you or your organization ever needs to share information between individuals in a safe, secure, yet controlled and easily useable way, there is a virtually FREE resource for you to use. Do I have your attention? Normally I don’t write this way, but I needed to peak your interest before you clicked off to another screen. Now, what am I talking about?

Windows SharePoint Services is now in its third version. It was originally named SharePoint Team Services and then upgraded to Windows SharePoint Services 2.0. The latest version is 3.0 and was released along with the other major revisions to Windows Vista and Office 2007. Even though it has been around for a while, many people simply have no idea it exists, what it is used for or why they might need it. Here are some fast facts.

Windows SharePoint Services (WSS) is about the 4 C’s – contribute, collaborate, customize and control. It is a FREE download from Microsoft that can be added to an existing Windows Server 2003 environment using Exchange/Outlook for full communication functionality. WSS allows you to create websites, accessed through a web browser, that allow organization-wide communication, collaboration and management of information. In these sites, you can create calendars, task lists, contact lists, document libraries, blogs and more. When combined with Office and Exchange, WSS communicates and incorporates all of the tasks and things you normally do into a single collaborative environment that people can access as easily as a web page. OK, but what does all that MEAN?

Scenario 1: Your organization struggles with finding and sharing information. Normally, users are supposed to put their information onto shared network drives, but with all the folders and files, people have difficulty even finding what they are looking for. In addition, you are having versioning problems. One person changes a file and another person is trying to change the same file or has saved a copy so that two documents now exist. No one knows where to find things or how to keep the latest versions straight.

Solution 1: By creating a WSS site for this team, there is a single repository for all their documents. By going to their project or team site, only the documents for their purpose will be available and they will be conveniently located in a library. Versioning is tracked with the manager of the team having rights to approve or disallow proposed revisions. Document history is tracked so even if a revision is approved, prior versions of the document still exist as well as a record of who made changes and when. Because documents are checked out, there is no chance of two people editing the same document at the same time. Frustration is diminished. Efficiency is maximized. People can focus on getting things accomplished.

Scenario 2: You have just won a big contract and the project that needs to be done has tight deadlines and a lot of collateral information that needs to be managed. The client also wants to be kept “in the loop” as to how things are progressing.

Solution 2: A team site for the project is created. The site contains a calendar and announcements area where everyone can go to see common information. A task list is created so everyone can track what needs to be done, who is doing it and its status. The project manager is notified automatically via email when any changes to the task list are made. Tasks assigned in the WSS site are added automatically to each user’s individual Outlook task list. Users can update the task status either in WSS or in Outlook. Document libraries are created to hold all relevant documents from the project charter to spec sheets and versioning is applied for quality control. Executive staff can read any information on the site, but only project team members can modify content. The project sponsors are able to log into the site with access only to the calendar and announcements. They cannot see the tasks, discussions or documents. A single site is available for all parties, with only appropriate access to each component. Communications are automated. Tasks are centrally managed and communicated.

Scenario 3: You work in a production company that is small but has staff in three different locations. It is difficult to have each department do their work but keep an overall schedule and communication open so everyone knows the overall status of the project. You have multiple projects going at any given time, each at different stages of development. You have created processes for completing required tasks including using certain forms for documentation. Each project manager is supposed to provide public announcement on upcoming releases.

Solution 3: The organization creates a WSS site for general information, policies and announcements. Project managers add posts to a blog site that allows both internal and public access. Each project has its own individual site that also contains calendars, task lists and document libraries. InfoPath forms are set as the default documents for the libraries so when a person adds a document, it uses the pre-created form that is customized for that particular project. The forms are visible from within the WSS site, but the data is also being stored in a corporate database. The project manager is alerted anytime a new form is posted. Using workflow, the next department is also notified that the prior task has been completed. All of this occurs automatically when a user fills out and saves the form. Everyone in the company has access to the appropriate sites by using their browser. All communication is done through Outlook so they do not have to learn any new skills sets or even go to the site to find out what is new. Projects flow more consistently. A common process is in place for every project. Multiple departments are kept informed when it is necessary for them to take action. Data is entered on forms in a multipurpose manner that also leverages the corporate database.

The big picture benefits are numerous:

• Almost no financial investment by the company. WSS is a free download that works with existing Server 2003, Exchange and Office software.
• Virtually no training because skills that are required (using a web page and Outlook) are already in place and familiar to users.
• Minimal management by IT because the individual teams are responsible for posting and updating their own information in their own sites. WSS can automatically delete sites if they go unused for a certain period of time and can have a limit on how large a site can be.
• Fine-grained security/access because WSS uses existing Active Directory and allows security to be set on a site or list basis. Anonymous access for Internet users is also available.
• Fine-grained security/access because WSS uses existing Active Directory and allows security to be set on a site or list basis. Anonymous access for Internet users is also available.
• Control over versions because all items can be set to allow general posting or require approval before others can view the item. Version history is also kept.
• Effective communication because information can be viewed within the WSS site or users can ask that email messages be sent when certain activities happen. They are then allowed to continue to use the familiar Outlook tools while keeping up-to-date on changes to the WSS site.
• Increased efficiency because all work is in the site. Users no longer have to try to find a document in a pool of folders. Users create and post information using familiar tools such as Word, Excel and Outlook.
• ROI on existing infrastructure because Server 2003, Exchange, Outlook and Office are already in place and now will be more fully utilized. Consistent workflow processes because regardless of the type of project or team, the WSS site provides common features and tools throughout the interface.
• Increased employee satisfaction because they are more efficient, less frustrated, more informed and more productive.

WSS is a product that is hard to discuss in general terms. Each organization and each industry can find their own unique ways to use it. My suggestion is that you give it a try! It installs very quickly with very little input required. Many times it is non-technical staff that does it. It’ll help you manage and share information in a way you never thought possible.

LearnKey’s Windows SharePoint Services 3.0 series is intended for everyone from the end-user to the administrator, to help understand what can be done and how to do it. It demonstrates the functionality built into Office 2007, as well as the WSS sites themselves. Whether you are a small business or an enterprise, Windows SharePoint Services is a tool that can benefit your organization.