You are previewing Seamless Teamwork: Using Microsoft® SharePoint® Technologies to Collaborate, Innovate, and Drive Business in New Ways.
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Seamless Teamwork: Using Microsoft® SharePoint® Technologies to Collaborate, Innovate, and Drive Business in New Ways

Book Description

Take the lead—and deliver better results—by revolutionizing the way you and your colleagues communicate, collaborate, and coordinate everyday work. Dive in as the author, a collaboration expert, demonstrates how to inspire great teamwork using Microsoft SharePoint technologies. Discover the best practices that enable even far-flung teams to produce powerfully productive results—and apply them to your own projects!

Learn how to:

  • Follow a five-phase approach to managing teams and projects

  • Synchronize your team’s vision, as well as their work

  • Structure SharePoint sites to give people a place to work and a place to see what’s going on

  • Inspire more creative problem-solving through team wikis and blogs

  • Capture and coordinate team and stakeholder feedback more efficiently

  • Drive the smart, timely decisions that keep projects on track

  • Wrap up projects the right way—for results you can repeat

  • Includes bonus chapters online.

    Table of Contents

    1. Seamless Teamwork: Using Microsoft® SharePoint® Technologies to Collaborate, Innovate, and Drive Business in New Ways
    2. About the Author
    3. Acknowledgments
    4. Introduction
      1. An Analyst Writing a Book on SharePoint?
      2. Overview
      3. The Better Way
      4. Who This Book Is For
    5. Foreword
    6. 1. The New Project
      1. Projects and People
      2. Roger Gets Project Delta
        1. What Now?
      3. Why Can’t We Just Use Outlook?
        1. E-Mail Doesn’t Always Get Through
        2. Attachments Don’t Always Get Through
        3. E-Mail Is Bad for Information Management
        4. SharePoint Is Easier to Hand Over to New People, or to Bring New People into the Project Team
        5. E-Mail Creates Unnecessary Communication
        6. E-Mail Creates Confusion in the Flow of Conversation
        7. E-Mail Is Easier in the Moment, but SharePoint Is Better Over the Life of the Project
        8. Some of the Things You Can Do in SharePoint, You Wouldn’t Try to Do in E-Mail
      4. Why Can’t We All Just Work in the Same Place?
      5. So Why Do We Work in Teams Anyway?
        1. Teams Increase Strength
        2. Teams Increase Speed
        3. Teams Increase Breadth
        4. Teams Increase Acceptance
      6. Is SharePoint Just for Managing Team Projects?
        1. Accessing Information
        2. Using Information for Decision Making
        3. Publishing and Managing Information
        4. Enforcing Structure on Information
        5. Finding Information
      7. Summary
    7. 2. Managing the Project and Finding a Team
      1. Managing Projects: The Five Phases Project Life Cycle Model
        1. Phase 1. Creating a Shared Vision
        2. Phase 2. Understanding the Options
        3. Phase 3. Analyzing the Options
        4. Phase 4. Making a Decision
        5. Phase 5. Concluding the Project
      2. Recruiting the Project Team by Using SharePoint
        1. My Site
        2. My Profile
          1. What Your Profile Looks Like to Others
          2. 10 Tips on Establishing Your Profile
        3. My Home
          1. Colleague Tracking
          2. Document Workflow
        4. People Search
        5. Visiting Someone Else’s Profile
        6. What about External People?
      3. The Project Delta Team
    8. 3. Setting Up SharePoint
      1. The Three Constituencies in Any Project
        1. A SharePoint Site for the Project Team
        2. A SharePoint Site for the Sponsors and Stakeholders
        3. A SharePoint Site for Everyone Else
        4. Creating the Three Sites in SharePoint
      2. Create a SharePoint Site for Everyone Else
        1. Step 1. Create a Blank Site
        2. Step 2. Set the Permissions for the Everyone Else Site
        3. Step 3. Create the Announcements List
        4. Step 4. Link the Announcements List to the Main Page
        5. Step 5. Ghost Write the Five Announcements
        6. Step 6. Write the Announcements
        7. Step 7. Create the Links List
        8. Step 8. Add the Links List to the Main Page
        9. Step 9. Turn Off the Quick Launch Bar
        10. Step 10. Pretend to Be a Visitor to the New Site
      3. Create a SharePoint Site for the Project Sponsors and Stakeholders
        1. Step 1. Create a Team Site and Set the Permissions
        2. Step 2. Add a Link to the New Site in the Everyone Else Site
        3. Step 3. Visit Everyone Else as a Member of the Stakeholders Group
        4. Step 4. Visit Everyone Else as a Non-Member
      4. Create a SharePoint Site for the Project Team
        1. What Does the Team Site Actually Look Like?
        2. Step 1. Create the Team Site, Groups, and Link
        3. Step 2. Add a Wiki Page Library
        4. Step 3. Add the Wiki Page Library to the Main Page
        5. Step 4. Revise the Home Page of the Wiki
        6. Step 5. Add a Web Part for the Discussion List
        7. Step 6. Add the Site Users Web Part
        8. Step 7. Add a Team Blog
        9. And You’re Done!
      5. Do You Have to Do This for Every Project?
    9. 4. Team, Meet SharePoint
      1. Welcome to Your New Team Home
      2. Knowing What’s Going On
        1. Getting Pulled Back into SharePoint
          1. Setting Up E-Mail Alerts in SharePoint
          2. Receiving an E-Mail Alert
          3. Deleting or Modifying an E-Mail Alert
          4. Setting Up RSS Alerts in SharePoint
      3. Entering Your Details in SharePoint
        1. What Do We Want to Know?
        2. Filling Out Your My Settings Page
        3. What About Project-Specific Information?
      4. Discovering Common Working Hours by Using the Team Wiki
        1. Creating the Common Working Hours Page
      5. Establishing a Teamworking Protocol
      6. Giving Others Insight into What’s Happening
        1. Writing on the Team Blog
        2. Letting Everyone Post Without Approval
        3. Creating a Blog Post
        4. Winning Trust Through Blogging
        5. Tracking the Team Blog Through RSS
        6. Overcoming Silence Through Blogging
      7. Does Offline Mean Out of Touch?
        1. Microsoft Office Outlook 2007
        2. Microsoft Office Groove 2007
        3. Colligo Contributor
    10. 5. Creating a Shared Vision
      1. "Being a Team" Isn’t Enough
      2. The Three Sides of Shared Vision
        1. The Delegated Vision
        2. The Contextual Vision
        3. The Personal Vision
      3. Using SharePoint to Shape Shared Vision
        1. Shaping the Delegated Vision
          1. Plan How to Get the Delegated Vision
          2. Use the Wiki to Document the Delegated Vision
          3. Discuss the Delegated Vision by Discussion List or Teleconference
        2. Shaping the Contextual Vision
          1. Create a Draft List of Stakeholders
          2. Who Is Going to Interview Each Stakeholder?
          3. Prepare a Brief Presentation for the Stakeholders
          4. Engage with the Stakeholders
          5. Collate the Feedback
          6. Resolve the Points of Disagreement
        3. Shaping the Personal Vision
          1. Create the Personal Vision List
          2. Change the List Settings
          3. Add the Personal Vision List to the Home Page
          4. Ask Each Team Member to Write a Personal Vision
      4. What Takes Team Projects Off Course?
        1. Shifting Goal Posts
        2. Changing Market Conditions
        3. Changes in Team Composition
      5. Being Notified of SharePoint Task Items
        1. Notification by E-Mail
        2. Notification within Outlook 2007
        3. Notification by RSS
        4. Recommendation
      6. What If Some Team Members Are Using a Mac?
    11. 6. Understanding the Options
      1. What "Could" We Do?
      2. The Big Idea Behind Brainstorming
        1. The Rules of Brainstorming
        2. Brainstorming in a Face-to-Face Meeting
        3. Brainstorming in Virtual Teams
      3. Brainstorming Through the SharePoint Wiki
        1. Create a Page to List the Rules of Brainstorming
        2. Create the Pages for Brainstorming
        3. Seed the Brainstorming Page with Some Ideas
        4. Link the Brainstorming Pages to the Rules of Brainstorming
        5. Create an Announcement Telling the Team That It’s Brainstorming Time
        6. Effective Brainstorming in the SharePoint Wiki
          1. What About Using Another Wiki?
      4. Brainstorming with OneNote 2007
        1. Introducing OneNote
        2. Create a Shared OneNote Notebook
        3. Create the Brainstorming Rules Page
        4. Create the Brainstorming Page in OneNote 2007
        5. Seed the Brainstorming Page with Some Ideas
        6. Link the Brainstorming Pages to the Rules of Brainstorming
        7. Create an Announcement Telling the Team That It’s Brainstorming Time
        8. Brainstorm in OneNote
        9. Reflections on Using a Shared OneNote Notebook
      5. Brainstorming Through a Conference Call
      6. Consolidating the List of Ideas
        1. Consolidating the List in the SharePoint Wiki
        2. Consolidating the List in OneNote
        3. Consolidating the List from a Conference Call
    12. 7. Analyzing the Options
      1. What Could We "Realistically" Do?
      2. Using a Custom List for Team Coordination
        1. When Is a Custom List Required?
        2. What About Using Excel 2007 or Access 2007?
        3. Draft a List of the Data Points for Your Custom List
        4. Discuss the Draft List with Your SharePoint Consultant
        5. Create the Shell of Your Custom List
        6. Create Each Data Element as a Column
        7. Enter the Ideas into the List
        8. Ask People to Review and Volunteer
        9. Keep the List Up to Date
      3. Coauthoring a Document
        1. Coauthoring by Using Word 2007
        2. Coauthoring by Using the SharePoint Wiki
        3. Mix and Match to Use Both Options
        4. Organize Documents by Metadata or Folders
          1. Folders: Organizing Documents Based on Location
          2. Metadata: Organizing Documents Based on Meaning
          3. Recommendation
          4. A Couple of Thoughts on Site Collection Columns
        5. Use a Folder to Store Evidence Documents
      4. Meetings for People Who Can’t Be Together
        1. Five Reasons to Have Meetings
          1. Information Transfer Meetings
          2. Discussion and Decision Meetings
          3. Quick Coordination Meetings
          4. Social Gatherings
          5. Collaborative Working Sessions
        2. When Do We Meet? Coordinating Time Zones
        3. Protocols for an Effective Discussion
        4. Technology for Virtual Meetings
          1. Free Screen Sharing with SharedView
          2. Screen Sharing with Live Meeting
        5. What About Meeting Workspaces?
          1. Using the Meeting Workspace During the Meeting
          2. A Task for Your IT People
        6. Pay Attention During Online Meetings
        7. What About Video Conferencing?
      5. Meetings for People Who Arrange to Be Together
        1. The General Rule for Face-to-Face Meetings
        2. What If You Need to Meet Face to Face, But Can’t?
        3. Keep Other Team Members Up to Date with Meeting Happenings
      6. Sharing Documents via Groove 2007
        1. Create a Groove Shared Space for Sharing
        2. Add a SharePoint Files Tool to Groove
        3. Invite Other Groove Users to the Shared Space
        4. Synchronize Between Groove and SharePoint
    13. 8. Making a Decision
      1. What "Should" We Do?
      2. Making a Decision Within the Team
        1. Stepping Up
        2. Pre-Work for Making a Decision
        3. Getting a Sense of the Decision Through a SharePoint Survey
          1. Add a Survey List to SharePoint
          2. Create the Survey Options
          3. Create an Announcement Inviting People to Fill Out the Survey
          4. Fill Out the Survey
          5. Look at the Completed Survey
          6. Other Uses for Surveys
        4. Making a Decision Through a Conference Call
        5. Making a Decision Through a Face-to-Face Meeting
      3. Writing the Draft Recommendation
      4. Sharing the Draft Recommendation
        1. Deciding Who You Need to Brief
        2. Getting the Critics Involved Early
        3. Managing Communications with Key Stakeholders
          1. How SharePoint Helps with Real-Time Meetings
          2. How SharePoint Helps with E-Mail Briefings
        4. Using SharePoint Workflow to Collect Feedback
          1. Save the Draft Recommendation in Shared Documents
          2. Start the Collect Feedback Workflow
          3. View Workflow Status
          4. Provide Feedback on the Workflow
          5. Review Feedback on the Document
        5. Capturing Feedback from Key Stakeholders
      5. Preparing the Final Recommendation
    14. 9. Concluding the Project
      1. "We Did It"
      2. Ending the Formal Work of the Team
        1. Recognition and Celebration
        2. Team Debriefing
        3. What Was Your Personal Vision?
        4. Update Your My Site with Project Details
        5. Write a Blog Post About the Project
      3. Are You Serious? You Want Me to Do What?
      4. Publishing and Sharing the Final Materials
      5. Deleting the Transitory Information
        1. Delete the Announcements and Tasks Lists
        2. Delete Unnecessary Document Versions
      6. Submitting an Archival Request to IT
      7. Disconnecting from Outlook, Groove, or Colligo Contributor
        1. Delete SharePoint Lists in Outlook 2007
        2. Delete Document Libraries from Groove 2007
        3. Remove a Site from Colligo Contributor
        4. Remove RSS Feeds
      8. Revamping the Everyone Else Site
        1. Delete or Expire the Previous Announcements
          1. Delete an Announcement
          2. Expire an Announcement
        2. What Happened in the Project?
          1. Write the Project Overview
          2. Who Was Involved?
          3. Where to Go for More Information
        3. What’s Happening Now?
          1. Key Projects or Work Coming Out of the Project
          2. Define the Search Terms
        4. Reorder the Announcements
        5. Remove the Links to the Subsites
        6. The Revised Everyone Else Team Site
    15. 10. Winning in the Market
      1. A Year Later ...
      2. The Main Tenets of Seamless Teamwork
      3. Doing More with SharePoint
      4. Finding Chapter 11
      5. Finding Chapter 12
    16. More Great Books from Microsoft Press
    17. Index
    18. About the Author
    19. Copyright