Since becoming a manager for my company in mid-2007 our team has gone through a Share Point revolution. Early on, we saw the potential for this under-used tool, but had little experience using it. We found the following uses to be helpful to us as a Content Development Team
Wiki – MS Share Point wiki capabilities pale in comparison to Telligent’s, but still provide a great platform for info sharing. Here are some examples of what we have done in this space:
- Team Status Sheets – employees keep a running tally of the projects and releases on their plate, using brief descriptions which can be shared/edited at any time by members of the wiki. As the manager, I set alerts to tell me when an editor changes something, cutting down on the amount of email that gets generated. The quick nature of the updates and tools allows us to cut down on chatter that can confuse projects. And best of all – it is entirely searchable.
- Team Meeting Agendas – rather than sending an attachment via email, which will need to be revised before the meeting, we found posting these as wiki pages allowed team members to add items at anytime prior to the meeting. It then serves as the template for notetaking during the meeting (whether live on Live Meeting or posted later), and helps archive our meeting discussions, follow up items, and useful info, which can be turned into a best practice wiki page and linked to directly from the agenda.
- Evolving Best Practice Pages – we use the wiki to keep a living journal of our best practices rather than keeping this information stored in emails or documentation. This provides flexibility to edit as we learn better ways of doing things, more robust linking, and a collaborative approach on the team to deciding the best way to work. By using the Wiki, rather than a shared document, people are less hesitant to make a change b/c they know how easy it is to go back to a prior version if a mistake or practice that the group doesn’t agree with gets entered. On a shared document, track changes can serve this function, but there is margin for error if the person making the change doesn’t choose track changes or uploads a different version. Wiki just makes this a simpler task
- Projects – we use the wiki as a collaborative space to do project work in. Rather than have a version on everyone’s desktop, project proposals get entered on the wiki, worked on and tracked in that space, and discussed via email (unfortunately MS Share Point doesn’t support commenting/tagging like Telligent).
Interdepartmental Document Library Allows Coordination of Tracking Sheets & Info – in Academic publishing we deal with partners in Production, Manufacturing, Marketing, Sales, Fulfillment, and Acquisitions. While much email is still generated, we have found that tracking sheets and shared information works best when kept in a document library. To that end, we created separate document libraries on a single share point for each of these departments. Rather than sending large files via email, we point each other to links in the libraries. Also, things like Sales Rep Reports and Marketing Intelligence get stored here as well.
What are some of the innovative ways others are using Share Point?