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Strategies to Avoid SharePoint 2016 Frustration

By CIOReview | Wednesday, September 21, 2016

SharePoint is an integrated platform that helps organizations in building their own projects through its building blocks. It allows organizations to develop intranet, extranet, internet websites and collaboration portals, building process sites to replace a business process, and create applications. It is the same platform that every organization gets. Being successful on SharePoint deployment and its usage depends on how companies embed its capabilities into their workflow. However, if a proper plan is not carried out, SharePoint deployment may lead to frustration. To be successful in SharePoint usage, here are some basic plans that organizations should focus on for their SharePoint deployment.

Team Assessment

Concentrate on the skill level of each key stakeholder to fully understand and work with SharePoint. Observe the technical and business teams to know how well they can set up file folders and create workflows—the familiarity with the tool. This must give an overview on the level of ease of operations when SharePoint is deployed. The gaps in skill can be built up by setting up training sessions, initially at a basic level which can then move to next higher levels.

Implementation Planning

Usually, companies try to migrate all the old content from on-premise servers into new tool. But before deciding on this, one has to plan and assess on how the files should be structured, accessed, and stored so that the organization will not end up with a more troublesome storage system as compared to the legacy one. Consider the following factors:

• Files that are important for organization’s functions and to be migrated.
• Files that are not very necessary and can stay on-premise.
• Person who leads SharePoint deployment and management from each team.

Services and Application Planning

When planning for the deployment of services and applications in SharePoint, Secure Store Service and Visio Services are the two elements that need to be taken care of:

-Secure Store Service

Secure Store Service offers an encrypted database to store authorization credentials. For example, SharePoint 2016 can retrieve and store credentials to access internal and external data sources through encryption key. Before generating a new encryption key, it is recommended to create a backup copy of the database. For security reasons, make sure that the encryption key and the backup media are not stored in the same location.

-Visio Services

Visio Services enable users to view data connected Visio diagrams which refreshes and updates itself from diverse data sources. To experience best system performance and user satisfaction, plan Visio Services deployment in such a way that related system resources are efficiently used without overtaxing.

Plan for My Sites and OneDrive

SharePoint implements social networking and services tools such as My Sites and other related technologies like OneDrive for newsfeeds, businesses, and to follow sites and people. Through these capabilities users can easily share and capture the knowledge and expertise required to do their tasks. Sharing the information improves innovation, encourages collaboration, and targets relevant content to the people who watch out for it.

Regulations and Governance

At this point of time, one should be clear on questions like:

• How each SharePoint site is set up?
• Organizational structure of files
• Who will manage each SharePoint site?
• Role-based or team-based file permissions

When all these factors are overseen at the initial stage of planning, the future experience of using SharePoint can be smooth, secured, and organized.

Plan for Managed Metadata

Before configuring SharePoint, it is important to understand the taxonomy of terms which is used throughout the SharePoint deployment. Managed metadata enables users to unify the taxonomy of terms across the farm. This can be implemented through Managed Metadata Web Service and the service application that runs on the Front-end server roles. Multiple metadata service applications can be created in which each service application has its own database containing terms, term sets, keywords, and more.

Plan Browser Support

To guarantee optimal support and for better performance of SharePoint server it is recommended to review browsers used in the organization and plan accordingly to the business needs. SharePoint supports commonly known web browsers such as Google Chrome, Internet Explorer, Mozilla Firefox, and Apple Safari. However, it is equally important to support native and default browsers for various mobiles and notebooks. Also, it is advised to check the activeX support of the browsers, since SharePoint fails to work if the browsers are not having enough support to the activeX controls.