Today we’d like to share a piece by David J. Dick about transitioning users from keeping documents on desktops to SharePoint.
In his article (How to Encourage Good Use of SharePoint) on the quarterly newsletter of the Carolina Chapter of the Society for Technical Communication, David shares his experiences from when he “took the initiative of transitioning coworkers to SharePoint”.
David begins by listing the opportunities he detected for change and then he gives a detailed account of his efforts.
Here’s the list of key opportunities for change he detected, for the rest of the articleclick here to go to the original post:
Multiple versions of a document were stored on individuals’ desktops and on a network shared drive. The owners of the documents didn’t always have the latest version.
Documentation reviews involved e-mailing a document to several people who returned the documents with markups. Electronic versions of the document had distinctive file names to denote the names of the people who made the changes.
Occasionally, documents were deleted from the share drive. Recovering the document meant asking the help desk to restore the file from the previous backup. Restoration of the document was not a priority for the help desk.
Folders on the share drive were listed by project name and sub-folders named by categories such as user guide, system design document, and project charter. The latest version was not always in the folder—it could be on anyone’s desktop.
Documents on the shared drive were not indexed, which complicated finding them using a search tool.
The share drive did not support version history, which encouraged saving every document with a version number.
Read the full article here. We believe it’s pretty interesting and we thought you’d like to learn about David’s experience. As always, feel free to send us your comment