From Shared Drive to SharePoint Online

Many small and medium-sized organizations are just now beginning their SharePoint journey as Office 365 subscribers. Typically, these smaller organizations start their SharePoint journey by attempting to migrate documents stored on shared network drives into SharePoint. However, what can initially seem like a fairly simple request can cause frustration among end users when they discover that, to take advantage of SharePoint, they must ultimately change the entire way they go about their work. If you are helping your organization, or a client of yours, to move from shared drives to SharePoint Online, this deck will discuss ways to overcome obstacles and gain momentum during the transition.

SharePoint OnlineOffice 365Shared DrivesUser Adoption
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From Shared Drive to SharePoint Online

Created 2 years ago

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Many small and medium-sized organizations are just now beginning their SharePoint journey as Office 365 subscribers. Typically, these smaller organizations start their SharePoint journey by attempting to migrate documents stored on shared network drives into SharePoint. However, what can initially seem like a fairly simple request can cause frustration among end users when they discover that, to take advantage of SharePoint, they must ultimately change the entire way they go about their work. If you are helping your organization, or a client of yours, to move from shared drives to SharePoint Online, this deck will discuss ways to overcome obstacles and gain momentum during the transition.
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Slide Content
  1. From Shared Drive to SharePoint Online

    Slide 1 - From Shared Drive to SharePoint Online

    • Overcoming Obstacles In Order to Get Your Organization Up and Running with SharePoint Online
  2. Session Evaluations

    Slide 2 - Session Evaluations

    • Schedule and evaluate each session you attend via our mobile app that can be used across devices at
    • http://spsaturday. azurewebsites.net
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    • Evaluations are stored anonymously and your feedback is appreciated
    • The app will be the only method available to submit session evaluations for the event and we hope you find it intuitive and convenient
    • 2 | SharePoint Saturday St. Louis 2015
  3. Becky Bertram

    Slide 3 - Becky Bertram

    • Owner, Savvy Technical Solutions
    • SharePoint MVP x 6 years
    • Instructor, Technology and Leadership Center @ Wash U
    • Blog: www.savtechsol.com/Education/BeckysBlog
    • Twitter: @beckybertram
    • Biography
    • 3 | SharePoint Saturday St. Louis 2015
  4. Outline

    Slide 4 - Outline

    • 6 | SharePoint Saturday St. Louis 2015
    • Many small to mid-sized organizations are just now adopting SharePoint Online.
    • The process of adapting to change is difficult.
    • Walking users through these changes can reduce anxiety and produce a winning solution.
    • Overview
  5. Why SharePoint Online?

    Slide 5 - Why SharePoint Online?

    • Understanding Why Organizations Are Using SharePoint Online in the First Place
  6. E-mail migration followed by “I wonder what this SharePoint thing does?”

    Slide 6 - E-mail migration followed by “I wonder what this SharePoint thing does?”

    • Alternative document management to other products such as Google Docs.
    • Sharing capabilities similar to DropBox.com or Box.net.
    • Outsourced server management.
    • What’s Driving the Decision to Adopt?
  7. Complex search scenarios.

    Slide 7 - Complex search scenarios.

    • “Rolled up” dashboard views of data.
    • Potentially complex security scenarios required, especially when sharing is involved.
    • Use of service application functionality such as Excel Services (and Power BI), Managed Metadata, Business Connectivity, etc.
    • Office Web Apps (Word Online, PPT Online, Excel Online).
    • What Users Are NOT Thinking About
  8. Requirements are often done on the front-end before building.

    Slide 8 - Requirements are often done on the front-end before building.

    • Explaining added benefits of SharePoint can be greeted with initial optimism.
    • Caution Ahead!
    • Often, enhanced functionality is implemented on the back-end of a project, after major functionality has been put in place.
    • Users can be resistant to advanced features due to fatigue from initial changes.
    • Bottom line: be judicious when implementing advanced functionality and prioritize implementation goals.
  9. 4 Stages of Culture Shock

    Slide 9 - 4 Stages of Culture Shock

    • Moving From the Honeymoon Stage to the Mastery Stage
  10. Honeymoon

    Slide 10 - Honeymoon

    • Frustration
    • Adjustment
    • Mastery
    • 4 Stages of Culture Shock
    • Per Wikipedia: http://en.wikipedia.org/wiki/Culture_shock
  11. “During this period, the differences between the old and new culture are seen in a romantic light.”

    Slide 11 - “During this period, the differences between the old and new culture are seen in a romantic light.”

    • Honeymoon Phase
    • SharePoint is GREAT! Things I love about SharePoint vs. my old shared drive:
    • Document versioning eliminates confusion and long doc titles.
    • Better search engine means actually finding where a document lives.
    • No need for remote staff to VPN into our network.
    • OneDrive provides a backup for the documents on my computer.
    • I can share my documents with people inside or even outside my organization!
  12. “After some time, differences between the old and new culture become apparent and may create anxiety. Excitement may eventually give way to unpleasant

    Slide 12 - “After some time, differences between the old and new culture become apparent and may create anxiety. Excitement may eventually give way to unpleasant

    • Frustration
    • feelings of frustration and anger as one continues to experience unfavorable events that may be perceived as strange and offensive to one's cultural attitude.”
    • I miss my shared drive. I hate this stupid SharePoint. Why did I ever agree to go along with this doomed experiment?
  13. I know how my documents are arranged in my shared drive. Everything is rearranged in SharePoint.

    Slide 13 - I know how my documents are arranged in my shared drive. Everything is rearranged in SharePoint.

    • If I need to group documents together I don’t have to tag and then create some kind of query, I just copy and paste my documents together, into a folder. It was so much simpler.
    • Taking the time to classify documents with things like content types and metadata is SOOO time consuming. I never had to do that with my shared drive.
    • I hate Word Online. Where’s the save button?! I just want my old desktop Word back, PLEASE!
    • I’m scared to share documents. What if whomever I’m sharing my document with doesn’t know how to log in? I don’t know how to help them with that!
    • When do I use OneDrive vs. when do I use SharePoint? Why do I need to use SharePoint at all if I have OneDrive for Business?
    • How do I attach documents to e-mails? I’m used to just browsing my shared drive.
    • Asking me to migrate documents is harder than it sounds… I have to do a lot of thinking and decision making in order to decide what stays and what moves. It’s not as easy as simply uploading documents to SharePoint.
    • Points of Frustration
  14. I HATE SHAREPOINT! MAKE IT STOP!

    Slide 14 - I HATE SHAREPOINT! MAKE IT STOP!

    • This SharePoint is too hard to learn. I’m just going to keep using my old shared drive. Forget it all.
  15. “After some time, one grows accustomed to the new culture and develops routines. One knows what to expect in most situations and the host country no longer feels all that new. One becomes concerned with basic living again, and things become more ‘normal’. One starts to

    Slide 15 - “After some time, one grows accustomed to the new culture and develops routines. One knows what to expect in most situations and the host country no longer feels all that new. One becomes concerned with basic living again, and things become more ‘normal’. One starts to

    • Adjustment
    • develop problem-solving skills for dealing with the culture and begins to accept the culture's ways with a positive attitude. The culture begins to make sense, and negative reactions and responses to the culture are reduced."
  16. Hey look, I know how to upload my expense request forms now!

    Slide 16 - Hey look, I know how to upload my expense request forms now!

    • It’s too complicated keeping track of some documents on my shared drive and others in SharePoint. I should probably just go ahead and start using SharePoint for everything.
    • Hmmm, that’s kind of convenient that I can see everyone’s vacation days in a single calendar on the intranet. I guess I can see why SharePoint offers a little more than what our shared drive did.
    • Little Victories
  17. “In the mastery stage individuals are able to participate fully and comfortably in the host culture. Mastery does not mean total conversion; people often keep many traits from their earlier culture, such as accents and languages. It is often referred to as the bicultural stage.”

    Slide 17 - “In the mastery stage individuals are able to participate fully and comfortably in the host culture. Mastery does not mean total conversion; people often keep many traits from their earlier culture, such as accents and languages. It is often referred to as the bicultural stage.”

    • Mastery
  18. I still think categorizing documents takes more time than it did before, but it sure is convenient to be able to refine my search results by the terms I used to tag my documents.

    Slide 18 - I still think categorizing documents takes more time than it did before, but it sure is convenient to be able to refine my search results by the terms I used to tag my documents.

    • I need to create a new site for a new project team of ours. I’m sure they’ll like being able to keep track of tasks, documents, and discussions between team members in one place.
    • I feel like I’ve always used SharePoint. What did we ever do before this?
    • SharePoint Is Second Nature
  19. Overcoming Anxiety

    Slide 19 - Overcoming Anxiety

    • Causes and Cures
  20. I don’t understand the new system. I’m scared. What if I’m not smart enough to figure it out? What if I get fired because I can’t do my job right because I’m so confused.

    Slide 20 - I don’t understand the new system. I’m scared. What if I’m not smart enough to figure it out? What if I get fired because I can’t do my job right because I’m so confused.

    • While you’re building out my SharePoint site, you’re asking me a LOT of questions about how I do my job. I’m feeling a little threatened and quite scared. I feel like you’re questioning how I do my job and I really don’t like that.
    • I do things very differently than others in the office.
    • What if I tell you how I do something and it’s completely different than what someone else tells you?
    • They do it differently than I do, but I don’t want to change and neither do they. Please-oh-please-oh-please don’t make me change how I do things to conform with how they’re doing things.
    • I knew it! You ARE asking me to change how I do my job! This is just going to add to my already heavy workload, just for some stupid new technology.
    • I know we’re supposed to start sharing our work with others, but when I’m in control of the content, it gives me a degree of power. Are you really asking me to give that up? Do you have any idea what you’re asking?
    • Causes of Anxiety
  21. Gather requirements for just one section of your new site, that’s very limited in scope. (You’re getting your users used to the process of gathering information.)

    Slide 21 - Gather requirements for just one section of your new site, that’s very limited in scope. (You’re getting your users used to the process of gathering information.)

    • Build out just the document libraries you need for that part of the site. (Users probably understand the paradigm of document management more than they’ll understand lists, so start with what they know.) Assign content types, security, retention, or whatever else you need for those libraries.
    • Teach power users (probably the users you interviewed when building requirements) how to upload and create new documents within those libraries. Let them gain confidence carrying out specific tasks.
    • Build out additional lists and libraries other than relevant document libraries. Train users how to use these as well.
    • Teach users how to migrate existing documents into the new SharePoint site. (This process is probably a little different than what users will do for current work, where they are creating new documents or uploading documents they’re working on.)
    • Repeat steps 1-5 but with areas of the site that have broader scope. Keep your ear to the ground for requirements that span groups of people or sections of the site, which might translate into more universal rules or paradigms.
    • Train your general user base.
    • Alleviating Anxiety
  22. Rule number one: Some people will never, ever be happy with change. Help them the best you can, but unless they are writing your check, leave them alone if there’s no progress!

    Slide 22 - Rule number one: Some people will never, ever be happy with change. Help them the best you can, but unless they are writing your check, leave them alone if there’s no progress!

    • Some people have a high degree of needing to understand the entire final result. This presents a problem when the whole site is in the process of being built but is not yet completed. With this personality type, it’s best to occupy them with a particular task they can “own.” This will give them a sense of control that they feel they are lacking, and can alleviate their stress due to the unknown.
    • Especially Anxious Ones
  23. Specifics

    Slide 23 - Specifics

    • Let’s Deal With Specific Questions That Users Have
  24. What kinds of documents do you have?

    Slide 24 - What kinds of documents do you have?

    • Helps determine content types.
    • If you wanted to sort/group/filter the documents in the library, what criteria would you use?
    • Helps determine necessary list columns.
    • If you were ever to retrieve multiple similar kinds of documents throughout the whole site, what criteria would you use for the query?
    • Also determines site columns and possibly content type inheritance.
    • Would you ever want to search for just a certain kind of document, or a certain set of related documents?
    • Helps determine if you need a special search results page.
    • If so, how would you hone in on what document you were looking for?
    • Helps determine search refiners, and therefore site columns.
    • Do any documents need to be grouped together? Do they need to have the same metadata?
    • Use a document set
    • Basic Requirements to Gather
  25. Does this document require a template? If so, is it required at the site or the library level?

    Slide 25 - Does this document require a template? If so, is it required at the site or the library level?

    • Users are used to having a folder of templates they can get to. This concept can be mind-bending at first. “But where do I SEE my list of templates?!”
    • Is there a retention policy for this type of content?
    • One of those legal requirements but users might chafe against, especially if you have “pack rat” users who want to keep everything around “just in case”.
    • Do want to enable major and minor, just major, or no versioning at all in your library?
    • Major versioning is the default in SPO.
    • Does any content on your site require approval?
    • Should everyone be able to see draft versions of documents (if you have them enabled) or should they just see published items?
    • Are there any workflows related to this kind of content, or this library?
    • Should only certain people be allowed to see this library and/or site?
    • More Requirements to Gather
  26. Pluses:

    Slide 26 - Pluses:

    • Co-editing
    • Auto-saves
    • Minuses
    • No save button is confusing
    • Creates multiple versions of the document during co-editing
    • Automatically saves .doc as .docx (although it does warn you first)
    • Doesn’t have all the functionality of desktop
    • No “back” button to easily figure out where you are in the site
    • Solution:
    • If users don’t like SharePoint opening documents automatically in OWA, they can change the document library settings so the default is for documents to open in their client applications, not in the browser.
    • Office Web Apps
  27. When to use OneDrive for Business vs SharePoint?

    Slide 27 - When to use OneDrive for Business vs SharePoint?

    • SharePoint is the place for storing documents that will be formally categorized as well as shared with a more-or-less pre-determined group of people
    • OneDrive for Business is for storing personal documents shared only with yourself or specific people.
    • OneDrive can be used for temporary files that don’t belong anywhere in particular in the SharePoint site.
    • Bad practice to create duplicate documents in OneDrive and SharePoint; if the document will “live on,” it needs to be created where it will eventually “live.”
    • Using OneDrive vs. SharePoint
  28. Traditional “findability” based on relevant storage location, tagging, etc.

    Slide 28 - Traditional “findability” based on relevant storage location, tagging, etc.

    • Office 365 increasingly investing in “machine learning” as an alternative. What you are looking for is “just there” with minimal input from you. Relevance not based on rules but on more passive, discoverable information such as whom you work with and what content you have added or edited.
    • Nearly all this content is predicated on the search engine having access; and users will only see SharePoint surface content they have access to view.
    • A Note About Machine Learning
  29. Delve provides a visual way of “ad hoc” tagging that allows you to sort and categorize content as you see fit into “boards.” You can subscribe to boards that others have put together. Less formal than traditional pre-defined categorizations.

    Slide 29 - Delve provides a visual way of “ad hoc” tagging that allows you to sort and categorize content as you see fit into “boards.” You can subscribe to boards that others have put together. Less formal than traditional pre-defined categorizations.

    • Delve also shows you content based on people who are in “social proximity” to yourself, i.e. “what are the people around you working on.”
    • Delve
  30. When viewing a document’s properties you might see a “See Also” section with related documents. (Similar to online shopping’s “you might also be interested in…”)

    Slide 30 - When viewing a document’s properties you might see a “See Also” section with related documents. (Similar to online shopping’s “you might also be interested in…”)

    • Suggested documents to followon the “Docs I’m Following” page in OneDrive
    • Related Documents
  31. Public Groups are replacing traditional Team Sites.

    Slide 31 - Public Groups are replacing traditional Team Sites.

    • Groups combine Outlook functionality (calendar, e-mail threads) with a SharePoint site collection (doc library and OneNote file) and subscribe/unsubscribe functionality.
    • SharePoint content is crawled but, like OneDrive, there’s no formal categorization.
    • Office 365 Groups
  32. Sharing in OneDrive is easy, but remember previous discussion about not starting documents out in OneDrive that should be in SharePoint.

    Slide 32 - Sharing in OneDrive is easy, but remember previous discussion about not starting documents out in OneDrive that should be in SharePoint.

    • Sharing is really setting item-level or site-level permissions (and usually breaking inheritance in the process). This can create a security maintenance nightmare.
    • If documents are being added to SharePoint, the location (i.e. site, or library) to which the document is being added should probably already be pre-configured with the appropriate access. If this is the case, there should be no need for users to explicitly “share” content with others. (Just copy and paste URL and send it to them in an e-mail.)
    • Since sharing is actually setting security on an item, or adding users to an existing SharePoint group, not all users have the permission to do that. You can limit sharing by preventing users from having the “Manage Permissions” permission in the permission level you grant them.
    • Sharing
  33. Migrate a folder at a time, then mark the folder read-only on the shared drive, to prevent users from “regressing.”

    Slide 33 - Migrate a folder at a time, then mark the folder read-only on the shared drive, to prevent users from “regressing.”

    • Allocate a period of time each day or week for migration. Choosing what to migrate takes brainpower; too exhausting to do it in one sitting, typically.
    • Users need to be “in” SharePoint constantly to remember how to use it. Having them do migration every day or several times a week keeps SharePoint “fresh” in their mind.
    • Migration
  34. Pop Quiz: Addressing Frustrations

    Slide 34 - Pop Quiz: Addressing Frustrations

  35. I know how my documents are arranged in my shared drive. Everything is rearranged in SharePoint.

    Slide 35 - I know how my documents are arranged in my shared drive. Everything is rearranged in SharePoint.

    • But what about people who are NOT you? How do they know where documents go even now, in your shared drive? SharePoint offers search capabilities that provides ways for you or anyone else to find that document once it’s been uploaded. No more hunting through folders to find that document.
    • If I need to group documents together I don’t have to tag and then create some kind of query, I just copy and paste my documents together into a folder. It was so much simpler.
    • And having duplicate documents didn’t ever cause you headaches? Having a single source of a document means you always know you’re working with the right version of the document.
    • Taking the time to classify documents with things like content types and metadata is SOOO time consuming. I never had to do that with my shared drive.
    • Correct, data entry takes longer; but data retrieval is speedier.
    • I hate Word Online. Where’s the save button?! I just want my old desktop Word back, PLEASE!
    • You can open documents in Word using the context menu or from Word Online; or you can change the document library default setting to open documents in their client application first.
    • Points of Frustration Addressed
  36. I’m scared to share documents. What if whomever I’m sharing my document with doesn’t know how to log in? I don’t know how to help them with that!

    Slide 36 - I’m scared to share documents. What if whomever I’m sharing my document with doesn’t know how to log in? I don’t know how to help them with that!

    • You can always share a document without any security by “sharing a link”, if you feel OK with that option.
    • When do I use OneDrive vs. when do I use SharePoint? Why do I need to use SharePoint at all if I have OneDrive for Business?
    • Storing documents in SharePoint means you have predetermined security and categorization that you don’t get with OneDrive.
    • How do I attach documents to e-mails? I’m used to just browsing my shared drive.
    • Synch the library to your hard drive, then browse to that library in your synched folders, and find the file you’re looking for to attach it.
    • Asking me to migrate documents is harder than it sounds… I have to do a lot of thinking and decision making in order to decide what stays and what moves. It’s not as easy as simply uploading documents to SharePoint.
    • Yes. Do it a little at a time. Create rules about what gets brought over so you don’t have to make one-off decisions every time.
    • Points of Frustration Addressed
  37. Questions?

    Slide 37 - Questions?

  38. Housekeeping

    Slide 38 - Housekeeping

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  39. Outline

    Slide 39 - Outline

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