As I begin the process of cataloging almost 3 years of videos, all of which were recorded on the road at SharePoint events around the world, and with some of the leading voices in the space, the first question I asked myself was "Where do I begin?" For those unfamiliar with the series, which was launched in early 2010 to coincide with the general availability and marketing push of SharePoint 2010, the template was pretty simple: ask members of the community to share one thing that they believed people needed to know about SharePoint 2010. Some people responded by talking at length about a specific feature or two, while others discussed broader themes.
In this article, I'll be looking more closely at a video uploaded on July 26th, 2012 with Wendy Neal (@sharepointwendy
) in which she talks about SharePoint's ability to empower end users.
In this series, I will be mapping each of the videos using Glyma for SharePoint (www.glyma.co
), a powerful knowledge management visualization tool that helps organizations add context and meaning to their information assets, as well as identify important insights within their content. Every map begins with a question: in this case, "What is the one thing people need to know about SharePoint 2010?"
If you watch the video, you can see that the map components below unfold as Wendy shares her experiences:
Glyma follows a simplified IBIS model (which stands for Issue-Based Information System) that uses seven node-types:
• Map (to show related maps)
As Wendy shares her primary idea -- that the one thing people need to know about SharePoint 2010 is that it allows organizations to empower end users -- you can watch as she begins to expand on this idea with supporting details. And as she continues to explain, she even includes concepts to help defend her idea. The illustration below outlines her main arguments in support of her idea:
One of the most powerful use cases for SharePoint is the ability to democratize the content management structure within an organization, pushing ownership to the end users who create and use the content. Wendy's primary defense of her idea that SharePoint empowers end users is this ability for them to manage their own content, giving several examples:
However, she does point out that there are some risks with handing over control to end users. To mitigate these risks, she suggests a number of governance controls, such as the establishment of a test environment, regular permissions and role reviews, and proper training:
When set up correctly, she points out that SharePoint can reduce some of the IT overhead while also improving end user engagement. In my experience, what this means is that users who are more engaged work harder at finding their own solutions.
Of course, the insights that Wendy identified here are not exclusive to SharePoint 2010. They can be applied to SharePoint 20103, SharePoint Online (part of Office 365), as well as to the forthcoming SharePoint 2016.
Now, I'm sure there are some who are thinking this mapping exercise is a bit overkill for this short topic. But the real value will become more obvious as I continue to catalog the OneThing videos series, showing themes and shared insights that span multiple topics. The other value add here is that each node (question, idea, pro, con, etc) becomes a searchable artifact within SharePoint. So, for example, if someone were to search on "empower end users" they would find each individual node, as well as links to the maps, and all of the content associated with the maps (videos, documents, spreadsheet, presentations, PDFs, and so forth).
Hopefully you can now see how mapping, while requiring some work up front, can be a powerful knowledge management activity to add context to your information assets. Stay tuned for more powerful insights from this video series...