Using OneNote during a conference

It all started out with a tweet by Simon Bisson:

I really liked that idea but I could not very well imagine how it worked exactly. And as this is another way I can make work easier for my colleagues, who generally do not have the time or the interest to find out these things, I decided to try it and write it all down. The Office 365 and SharePoint Connect conference in Haarlem was a good moment to test it all, using a tablet, but it works the same on a PC.

The day before the conference

  • Make sure you have the OneNote app installed on your tablet/PC and smartphone, and that you are logged in on both devices with the same account.
  • If you have never used the camera option of OneNote on your phone, make sure you know where to find it, and practice by photographing something, e.g. your PC screen, with the automatic edge detection and cropping.
  • Create a notebook for conferences.
  • Create a section for the next conference. From there you can create a page for each session.

    OneNote-booksetup
    I have created a Section for the Connect conference, and have one page per session.
  • Charge your devices and a power bank if you have one. It may be my iPad but it devoured battery. A charger may be useful as well, to use during breaks.
  • Clean the camera lens on your phone ūüôā

Before each session

  • Make sure your devices are connected to the conference wifi
  • Create a page for the next session
  • Open tablet/PC and phone on the session’s page

During the session

  • Make notes on your tablet/PC
  • Whenever you want to capture a slide, take a picture with your phone while both phone and tablet/PC are on the session page with the cursor below the current notes. Take the picture when the purple lines are around the slide. The “Document” picture option appears to give the best results.
  • The picture captured in the purple lines will be added to the page at the place where your cursor is, on both devices.

    OneNoteinpage
    I took the picture, focusing on the slide, and this was added to the page. See below for the original photo.

After the conference

  • Process your notes like you are used to.
  • Remove the original pictures from your phone’s photo gallery to free up space. Your slide pictures will still stay in OneNote.

    OneNote-original image
    This is the original picture which stays on your phone and takes up space.

Conclusion

I really like this option. I love the fact that the cropped image automagically appears in your notes ūüôā . I also like the fact that you have the slides immediately; of course you can also wait until the organization makes the decks available, but by that time I generally no longer have the time and patience to cut and paste all this.

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The new SharePoint app for iOS

spapp (2)I am not the most frequent user of the SharePoint app for iOS. Nonetheless, I am currently test-driving the new SharePoint app.
I saw the request for testers for the new app mentioned on Twitter a few weeks ago, emailed my interest, and last week I was invited to download it.

Getting started

I downloaded the app via Test Flight and replaced my current app with the new one, which was pretty seamless without another sign-in.
If you are curious…the SharePoint app in the regular App store is still the current one.

The current app has 5 navigation items; the new one has 3.
The items “Links”, “Sites”¬†and “Persons” have been incorporated into a new item called “Find” which is an overview of your content and activity.

So, let’s discuss those 3 new items, shall we? Unfortunately everything is in Dutch and I have not found a way to change the language in the app, but I will explain.

 

Find

This is the landing page and it is an overview of content, sites, persons etc.

IMG_0119
New app: An overview of content on the page and 3 navigation items at the bottom.

The chapters are:

  • Search – for the search box
  • Quick access – these are recently visited items
  • Frequently visited sites – clicking on “More sites” shows you all sites in Card setup – unlike the current app which shows only an icon
  • Persons that you work with – which makes it painfully clear I am all alone in my tenant ūüôā
  • Recent documents – documents I have recently created or modified
  • Links (not shown here, you need to scroll down) – which¬†merely links to my no-longer-supported external website and my main team site. I do not see much added value in this chapter in my tenant, but I think this should be comparable to the Featured Links on the SharePoint landing page in the browser.

The new Sites page (with tabs on top: Frequent sites, Followed sites, Suggested sites) displays cards, just like the browser:

20180728_111726662_iOS.png
Sites are shown as cards, just like in the browser.

The old Sites page (with tabs Frequent sites and Followed sites) looks rather dull in comparison:

IMG_0370
The current app displays sites just with the icon. Look at the bottom for the old navigation menu with 5 items.

 

News

IMG_0117
News landing page

The News overview comes from the Modern pages and is taken from the SharePoint landing page.

App-NewsinBrowser
This is News as I see it on the SharePoint page in the browser.

If you open a News item in the app, you will see this:

IMG_0118
News item. You can like, comment, share and bookmark

This is the same as the News page in the current app.

I expected to be able to swipe or scroll through all News items, but you can only view the next item when you click the back arrow and go back to the News landing page.

Me

The third navigation item is Me

IMG_0121.PNG

This has two tabs:

  • Recent – content I have recently viewed, created or modified)
  • Saved –¬†everything I have bookmarked.

From this page I can go to My Profile, which shows some more recent files and emails

InkedIMG_0123_LI

There is also a Gear Wheel at the Me-page which leads to personal and app settings.

IMG_0124

Sites

Of course I am very interested to know what is behind the Site cards. So I opened the Summary Links site:

20180728_142846132_iOS

This is the same as the current app. By default you see latest news and activity.
Clicking Home in the menu leads you to the Homepage as you see it in the browser, so the Homepage is not the first page you see when opening a site in the app. Weird…unless Microsoft thinks that the site Homepage is losing relevance – which would save site owners a lot of hassle in “designing a homepage”. (My Homepages are still Classic btw – does it make a difference if you¬†use¬†this with¬†Modern Sites?)

Viewing documents in sites is easy, but you will need the OneDrive app.
If you want to edit a document, you will also need the Word, Excel and PowerPoint apps.

What do I think?

I like the fact that the app has become slightly more compact. That “Find” page is quite useful as it gives you a quick overview of relevant content. It is a mix of the Office365 landing page (which I would appreciate as my browser homepage¬†any day) and the Delve “Me” page.

I would have liked to scroll or swipe through all News, to catch up with everything in one go. The home sofa is an excellent place to do that; I know from peers that making company news available “at home” has resulted in peak views in the evening as people¬† prefer, or have more time,¬†to read news at home.
I can imagine that the News tab alone is enough reason why people would want to use the SharePoint app.

For the rest, I can imagine this is a useful app but I am a bit surprised that this needs to be tested. It does not differ that much from the current one. Are all Microsoft apps being tested this way? Or have I missed something in the functionality?

 

 

Beware the SharePoint MVP!

 

No, I am not going to bash the SharePoint Most Valuable Professionals! I have received help, feedback and support from many MVP’s including Veronique Palmer, Jasper Oosterveld and Gregory Zelfond, and I have read and used the posts and presentations¬†of many others.

But I am glad this title caught your¬†attention ūüôā

The Minimum Viable Product

This blog will be about another MVP ‚Äď the Minimum Viable Product, a common word in Agile development, meaning you will launch a product that meets the basic requirements (as defined at the start of the project) and¬†will be improved incrementally over time.

I think I have been woking somewhat agile  when I was configuring solutions, and met with my business counterparts on a very regular basis to discuss the proof of concept/prototype and checked if this met their expectations.
I only created a very small list of requirements, as I knew that many business partners only had a vague idea of what they were really looking for, and when confronted with my interpretation of their requirements all kinds of unexpected, or in any case, unspoken, things came up.

  • Is there an option to leave this field blank?
    Yes, but that means that we either leave this non-mandatory (which may lead to more blanks than you want) or we add a dummy value such as ‚Äúplease select‚ÄĚ. What do you think is best?
  • Can we have a multiple choice for this field?
    Ofcourse, but that means you will be unable to group on this in the views, so we will have to resort to a connection for filtering. Oh and then it is better to make this field a look-up field instead of a choice field. Let me rework that.
  • What if someone forgets to act on the email?
    We may want to create a view that allows the business process owner to see quickly which items are awaiting action.

And more of those things. I generally met with my business partner once every fortnight, if not more often.

So I am all in favour of especially the short development cycles of Agile.

“Users” does not mean “end users”, exclusively!

I also think that “user stories” are much more¬†realistic and human than “requirements”, although they sometimes¬†look a little artificial.
By the way, I would recommend any team to think not only of ‚Äúend user stories‚ÄĚ but also of ‚Äútenant owner‚ÄĚ stories or ‚Äúsupport user stories‚ÄĚ as other people involved have their own needs or requirements.

Rapid improvements

I also like the idea of launching a Minimum Viable Product and doing small, rapid improvements on that, based on feedback and experiences, because

  • You can show users that you are listening to them
  • You can show that you are not neglecting your intranet after launch
  • It gives¬†you something new to¬†communicate on a regular basis
MVP-DevelopmenttoLaunch
During development, you work towards the Minimum Viable Product

So, when we were launching our intranet I was quite interested to be part of the project and to work towards an MVP.

When we finally launched our MVP we also published the roadmap with intended improvements, and shared the process of adding items to the roadmap.  That way users could see that we had plans to improve and that we would be able to spend time and attention on meeting the needs of the business.

Vulnerabilities

When launching an MVP with a promise to make ongoing improvements you are more vulnerable than when you do a Big Bang Launch & Leave introduction. What about the following events?

  • Cuts in the improvement budget.
    Those can be a blessing or a curse, but they may happen.
  • People who leave before they have documented what they have created.
    I have never liked the extensive Requirements Documents and Product Descriptions that go with traditional development, but if you are handing over¬†your product to the¬†Support organization, you really need¬†documentation of what you are handing over. End users can have the weirdest questions and issues! ūüôā
  • Reorganizations which turn your product team or even your company upside down.
  • Microsoft changes that mess up your customizations. We have a webpart that shows your Followed Sites – it suddenly and without warning changed from displaying the first 5 sites you had followed to the last¬†5 sites. Most annoying!

So before you know it, you end up with a below-minimum viable product. ‚ėĻ

MVP-Developmentfromlaunch
While in a normal development cycle you would slowly and steadily improve upon the MVP, unexpected events can leave you with something less than MVP.

What can be done?

So before you start singing the praises of Agile development and put on your rose-tinted glasses

  1. Make sure you have a safe development budget that can not be taken away from you.
  2. Ensure you have an alternative no-cost optimization plan, such as webinars, Q&A sessions, surveys, configuration support, content changes etc. to make the most of the launch of your MVP and to get feedback for improvements for when better times arrive.
  3. Insist that everyone documents their configurations, codes, processes, work instructions etc. as quickly as possible. It is not sexy but will save you a lot of hassle in case your team changes.
    If you are in need of extracting knowledge from leaving experts, here are some tips for handing over to a successor, and some tips for when there is no successor in place yet.
  4. Be prepared for changes in processes, data or organization. You do not have to have a ready-made plan, but it is wise to think about possible implications for your product or process if the Comms team is being reorganized, someone wants to rename all business units, or you need to accomodate an acquired company in your setup.
  5. Keep customizations to a minimum. Use existing templates and simple configurations.
    Personally I would be totally content without a customized homepage. The SharePoint landing page or, even better, the Office365 landing page as the start page to my day would work perfectly well for me, but I have learned not many people share that feeling.

Any experiences to share?

Have you had similar experiences? Have you found a good way to handle budget cuts, a way to develop budget-neutrally, how to deal with people changes or another way to deal with unexpected events that endanger your MVP? I am sure there are many people (including myself) who would like to learn from your stories!

Images are from Simon Koay’s totally¬†gorgeous Superbet. Look at that B!
M=Mystique, V=Venom, P=Poison Ivy

The Intranet Treasure Hunt

Treasure Hunt - PongWhen we launched our new intranet at the beginning of 2017, we also set up a Treasure Hunt to make people familiar with the new look and feel and setup. After all, moving to SharePoint Online has been quite a large step from our old SharePoint 2007 environment.

Many intranet folks have talked about doing treasure hunts, but as far as I know nobody has ever explained what they have done in detail, so let me share our recipe.

The ingredients and preparation

  1. A News article to introduce the Treasure Hunt
  2. A News article with clues and a direction to the next place of the hunt
  3. More News articles or intranet pages with clues and directions – as many as you need
  4. Emailaccount of our Founding Father
  5. Autoreply message from Founding Father
  6. Yammer message
  7. A page where people are instructed how to enter their solution
  8. A survey to collect the solutions
  9. The solution: in our case a sentence that people had to create with the clue words
  10. A thank-you page with information about the next steps
  11. Prizes

 The mechanics

A few days after launch, a News article (1) appeared on the new intranet homepage. It explained the treasure hunt and the mechanics. You were to look for clues to the next place and for words that were written in a certain way, e.g. <word>.
The words you would find during your search would form a sentence.

Treasure Hunt Announcement
The first announcement about the Treasure Hunt

The first clue was to find the oldest News post on the intranet. As we had not migrated older News articles that was not so hard¬†to find. The oldest post (2) turned out to be a post written by our Founding Father.¬† It was full of hope for the future and predicted with remarkable accuracy some inventions we would do later¬†ūüôā

Treasure Hunt - all news
It was easy to find the oldest News item!

Of course there was another <word> in his post. At the end he asked to send him an email asking for guidance. As his contact details were on the page (as is the case for all News items) (3) it could be done with the click of a button.

Treasure Hunt Oldest News
This is SharePoint News, slightly different than our own custom News setup, so I can not show you the Author button + email link (but I trust you will get it)

When you sent him the email you received an autoreply (5). He sent you to the “modern watering hole Yammer”, where we were to look for a post from one of our senior management about a certain topic.

Treasure Hunt Email
The email message – I quite liked the “Eternity Leave” that our Comms people came up with ūüôā

On Yammer, it was easy to look for that certain person (once you knew how to search) and the message (6) in question. Once again, it contained a <word> or two and a link to the next clue.

Treasure Hunt - Yammer
This Yammer message sent people to the new Policies & Procedures site, where you were asked to follow the IM page for later reference. (When will Yammer have a proper text editor?)

After sending you to a few other important new sites (with <words>) and asking you to follow those pages, the last link led to a page (7) which welcomed you to the Treasure hunt and asked you to

  1. Set your News preferences
  2. Make sure you had uploaded your profile picture
  3. Click on a link
Treasure Hunt- entry page
The last part of the journey

The link led to a survey (8) with two questions:

  • Create¬†a sentence (9) with the <words> you have found. The sentence was one of the company values, so not too hard to compose once you had the words.
  • Describe why you should get the prize. (That was an easy one for me: I said this treasure hunt would not have been possible without me ‚Äď as I created the pages & survey).
Treasure Hunt Survey
The survey

After clicking Finish you would go to a thank-you page (10) with more information about the publication of the winners.

Treasure Hunt-Thank you page
The Thank-you page РI like to use this with surveys

All in all, by doing the treasure hunt people have been exposed to:

  • Finding News
  • Setting¬†their News preferences
  • Going to Yammer and finding a person‚Äôs conversations
  • A number of¬†new sites with important company-wide information
  • Following sites
  • Adding a picture to your profile

This was a very simple setup, but of course you can extend it as you like.

(Disclaimer: I have replicated this on my own tenant in a schematic way. Our real Treasure Hunt looked much better and the texts were created by communication professionals)

BTW, Sadly I did not win any prize as I was part of the organizing committee ūüė¶

The <words> ¬†in my screenshots form a sentence as well…please add it to the comments if you have found it! (again, exclude <word>)

Image courtesy of Pong at FreeDigitalPhotos.net

SharePoint Holmes and the elusive Link

HH-header

“Users can not access links”.
What a boring title, I thought when this incident was assigned to me. But, as usual, there was a twist to it.

The case

Several users of a local site received a “you do not have access”¬†when they clicked¬†a link that was added to a news item on the homepage.¬†This link directed to a pdf-document.¬†¬†According to the site owner, they should have access.

So I put my SharePoint Holmes Admin Hat on, and dove into the site.

The investigation

The homepage contained an Announcement list in Newsletter Style. The text “read more” (I know, not the best way to name a link) led to a pdf in a document library in the same site,¬†called News Documents.

HH-Local News
The Local News list. “Read More” should take you to a document.

The News Documents library contained 2 items.

HH-NewsDocuments
The News Documents library
HH-NewsDocumentsLibrary
The 2 documents

The document library inherited permissions from the site.
The audience included myself, so¬†I decided to take a look as my “normal” self.

Yes, I could access the page. But when I clicked on the link “Read more” I got a “Sorry, you don’t¬†have access to this page”.

I looked into Site Contents and saw that the library contained 2 items, but when I opened the library, I saw no documents. Hmmm.

HH-Library-user
As a normal user, I can see the News Documents library contains 2 documents.
HH-emptylibrary
As a normal user, I do not see any documents in this library.

I went back into admin mode, and checked again.

  1. I checked the link on the homepage ‚Äď was it perhaps a broken link? No, it looked solid and led to the pdf without further ado.
  2. Did the documents open in browser by default, which might hamper the opening of a pdf? I checked the Advanced Settings but it opened by default in the client.
  3. Had the documents been checked out? No, I did not see the green tell-tale mark.
  4. I wanted to take a better look at the views, to see if those could tell me more.  There were rather a lot of columns in the default view, so I had to do some horizontal scrolling to get to the Views link.
    “Draft‚ÄĚ I suddenly noticed in the right-hand column.
    ‚Äú0.1‚ÄĚ I saw in the column next to it. That column was called Version.
HH-FullDocumentLibrary
I had not seen the “Version” and “Approval Status” columns in my earlier investigation…

AHA.

The solution

In the Versioning settings I noticed that content approval was enabled, and only people with approve permissions and the author could see drafts.

HH-ContentApproval
The Content Approval settings

Both documents had never been¬†approved and were therefore visible for only¬†a few users.¬†¬†Everyone else got a “you do not have access” as for the majority of users, these documents were not yet accessible.

That explained why I could see it as an admin, but not as a normal user.

The site owner was not aware of the versioning as he had inherited the site. When I explained, he decided to turn of the content approval as that was not really needed for these documents.

Another issue solved! Now would you classify this as a document management issue or a permissions issue?

Image courtesy of vectorolie at FreeDigitalPhotos.net

Working in a SharePoint box

spintranetsinaboxRecently I have been helping to launch a new Office365-based intranet.
While we set out with the idea of ‚Äúout of the box‚ÄĚ (a sound strategy, knowing¬†my earlier experiences with extensive customizations) we have had to create some custom¬†things to¬†meet the¬†requirements of several stakeholders.

I was therefore very interested in Clearbox Consulting¬†‘s evaluation of¬†26 “SharePoint intranets in a box“.
Unfortunately this report was published when we had already progressed very far in our intranet journey, so there was no reason to buy it.
Still, it kept nagging me because I was really curious if we could have used one of the “out-of-the-box” solutions.

So you can imagine my surprise and elation when Sam Marshall provided me with a copy just before Christmas, as well as a discount code for the readers of this blog.

What is this report about?

It compares 26 products of companies claiming to have a ready-made SharePoint intranet. This means that you do not have to do any developments yourself. It is just some configuration and a little branding.

The researchers have made the evaluation by comparing a set of standard scenarios that most intranets will need:

spbox-content
Content of the report. (Screenshot from the website)

Strengths

The major strengths are:

  • Many offerings compared – I never knew there were currently 26 different products!
  • The evaluators are all experienced intranet peeps who know what they are doing.
  • The evaluation is based on recognizable business scenarios.
  • Consistent and objective¬†evaluation. (We could never have done it, since we would undoubtedly be biased by our own¬†requirements)

To think about

  1. The cases provided are all very common in the intranet world. However, you may have some unique requirements that are not mentioned here. In that case, you may need to create your own filtering to find out who would be the best in-a-box-partner for you.
  2. As mentioned earlier, SharePoint and Office365 are changing very rapidly, and I do not know a. how well all vendors can keep up, and b. if and how quickly SharePoint developments will catch up with the vendor’s¬†unique features. (I heard “Corporate News”¬† is on the Microsoft¬†roadmap for 2017)
  3.  I expect new vendors to appear as well as consolidations.

So, I therefore hope and expect that there will be regular updates to this report…

Who should read this report?

  • Anyone who is starting on a new¬†intranet should definitely read this.
    This may help you to decide if SharePoint would be a good option for your organization. You may think SharePoint is too much and too big, but an out-of-the-box solution may just offer what you need without too much hassle.
    If you already know you are going the SharePoint way, the report may help you to determine if a ready-made solution would be useful. Even if you think you know SharePoint well, you will learn a few things that may be relevant for you now or later.
    You may decide not to go for a ready-made solution, or even not to go for SharePoint at all.
    The report may also trigger you to refine or extend your requirements. For instance, we all have “Company News” on our radar,¬†but have¬†you thought about if and how SharePoint can be used for ideation? If Communications is your major stakeholder, they may not immediately think of the need for transactions.¬†You may want to check with¬†all stakeholders if they have thought about those things.
  • Anyone who has to decide on the need for custom development.
    If none of these vendors mentions what you are setting out to do, you may indeed need to develop it yourself. But if they all provide this functionality, it is probably available as an app somewhere.
  • Anyone who is working on their intranet or digital workplace roadmap,¬†to¬†determine¬†whether it makes sense to move to a ready-made platform in future.
  • Anyone who is curious what intranets-in-a-box have to offer.

But¬†isn’t this¬†a lot of money?

No, it is not.

  1. That amount of money will buy you only a few hours of consultancy.¬†¬†If you want to set up your own requirements to test against, agree on it, find and talk to all the vendors, have demos and evaluate all the results in a¬†consistent way¬†you will¬†need much more time than “just a few hours”.
    Besides, the evaluators have not been biased by their own requirements.
  2. I can offer you a 10% discount if you use the code IIAB2CBOX10on the product page .
  3. You can probably get away with charging this (< 500 ‚ā¨ / ¬£ / $) on your credit card and submitting it as expenses ūüôā .

Good to know

I have reviewed this report for a number of reasons:

  1. I was interested in the topic because I was curious if the intranet I am working on could have been done out-of-the-box, which might have saved us a ton of time and hassle.
    (Answer after reading the report: I think we really needed the extra work we have done to meet the requirements.)
  2. So far, I have been the¬†only “practicioner” who has¬†reviewed¬†this report.¬†I think it is important that¬†someone, who is actually¬†in the middle of a SharePoint project in a company,¬†shares their view.
    You will find more reviews on the Clearbox blog.
  3. I have known Sam Marshall personally for a number of years. I also know most of the people who have worked with him on this report. I have great respect for all of them. Therefore I trust this report.
  4. This has been a Christmas present¬†so I have had the time to read and think. ūüôā

So, everything came together very nicely this time.

Title inspired by “Living in a box” by Living in a Box from 1987.

 

 

Rest in peace, dear colleague.

InMemoriamI am posting this on the day that the Netherlands have a Day of National Mourning for the victims of the horrible MH17 airplane tragedy.

I have a reason to do that.
Many passengers were not only a partner, a family member or a friend, but also a colleague.

Recently I visited an intranet team who showed me how they use their internal social network to announce the passing away of a colleague, and to give everyone in the organization the opportunity to share their memories about that person.

Of course the immediate colleagues would be informed by their manager. Other employees had to rely on the printed newsletter, so they often learned quite late about the death of their colleague. In many cases, the funeral service had already taken place.

Since then, they have chosen to post the sad news on the social network, in a special “Obituaries’ group. The reactions have been overwhelmingly positive.

  • All employees are informed timely, and can attend the funeral service if they want to.
  • Many people value the opportunity to share their personal memories and stories about their colleague; the¬†responses are many and long.
  • All reactions are collected and sent to the family, which is highly appreciated.
  • It draws people to the social network that normally¬†do not go there.

Technology-wise it is quite straightforward: the main message is a copy of the printed card, with a picture of the colleague, a short message from management, and the reactions underneath. You can imagine it. It does not feel good to recreate screenshots.

I was very touched to see the internal social network being used for this purpose, it was new to me, and I wanted to share it. Perhaps you may need to deal with this one day. Perhaps even now…

My sincere condoleances to everyone who has lost a loved or liked one in this terrible event. My thoughts are with you.

Image courtesy of dan / FreeDigitalPhotos.net