You think you use SharePoint but you really don't 你认为你使用了SharePoint,但是实际上不是

You think you use SharePoint but you really don't 

你认为你使用了SharePoint,但是实际上不是

        Thousands of organizations have implemented SharePoint but fail to exploit the most obvious of SharePoint's many benefits. Here are some suggestions for a SharePoint roadmap that can succeed. 

        无数公司部署了SharePoint,但是没有利用到SharePoint的很多好处。这里有关于一个可以走向成功的SharePoint路径地图的一些建议。

        You see it all around you, good SharePoint gone bad. The number of SharePoint deployments in the world today has six digits in it, and four-fifths of them suck. That's a subjective observation, of course; many who deploy SharePoint (especially the license-free version) don't have very high ambitions. The irony is, they could aim much higher, and get a lot more out of their deployment without upgrading to the more expensive version.

        你可以随处可见,好的SharePoint变坏了。今天世界上部署SharePoint的数量有6位数了,他们中的五分之四很糟糕。当然这只是一个主观推测。很多部署SharePoint的人(特别是免费版本的)并没有非常高的雄心。然而讽刺的是,他们能达到更高的目标并且从他们免费的部署中得到很多。

        Since "sucks" is a less-than-technical term, let's give it a focused definition: there are many organizations out there that have implemented SharePoint - with good intentions, surely - but have improved neither their processes nor their culture thereby. But the implementation that really sucks is the one that actually takes the big messes that existed in the legacy environment and simply recreates them in SharePoint.

        因为“sucks”是一个非技术词汇,我们来给它一个集中定义:有许多公司怀着良好的初衷实施了SharePoint,但是既没改善他们的流程也没改善他们的文化。但是真正糟糕的实施实际上是把之前遗留的大麻烦在SharePoint上简单地再现了。

        The typical pattern is something like this: 1) the organization has the epiphany that file shares are out of control, and content management is sorely needed; 2) SharePoint is deployed throughout the organization; 3) files are moved out of file shares and into SharePoint; 4) they rapidly spiral out of control。

        典型的模式是这样的:1)公司的文件共享失控了,亟需内容管理;2)SharePoint部署到了整个公司;3)文件从文件共享中转移到了SharePoint上;4)这些文件迅速失控。

        Adding insult to injury, the failure of SharePoint to solve the content management issue diverts the organization from exploiting SharePoint's other game-changing features. SharePoint persists - no one in their right mind would actually roll back those awful file shares - but nothing new gets done.

        落井下石地说,SharePoint解决内容管理问题的失败把公司从利用SharePoint的其他游戏转移到了改变功能上。坚持着用SharePoint(实际上没有一个头脑清醒的人会回滚这些可怕的文件共享)却没有任何创新改善。

        Let's start with the two biggest problems ... which are also the two that are easiest (and cheapest!) to fix.

        让我们从两个最大的问题,同时也是两个最容易(也是最便宜的)解决的。

Share and share alike 共享

        After years of consulting on content management issues, I'm prone to stating that most organizations birth file shares in places where John Conner would feel right at home - dystopian wastelands fraught with unforeseen peril and sudden eradication. Any organization that doesn't have at least one such file share lurking about ought to be immortalized on The History Channel.

        从事多年的内容管理问题咨询之后,我倾向于证明大部分公司的文件共享产生于约翰康纳会感觉得心应手——充满了不可知的危险和突然根除隐患的反乌托邦的荒地。任何连一个这种文件共享都没有潜在的公司应当是历史频道上的不朽。

        What tends to happen is this: the file shares get chopped up at the subdirectory level (depending on who owns what, content-wise) and shoved into SharePoint by means of the Windows Explorer View interface (which is fake, but convincing), preserving the trickle-down hierarchical file structure of whatever chunk of the tree the content owner is moving. This doesn't simply transplant the data - it also transplants the problem.

        会发生的是:文件共享在子目录级别(取决于谁拥有什么)被分割然后借助资源管理器视图(假的,但可乱真)随意堆放到SharePoint上,保留文件拥有者转移上去的向下分级的文件结构。这不仅仅迁移了文件,也迁移了问题。

        What should you do, instead? Eliminate folders altogether. I know, it's like giving up reruns of Andy Griffith (or Cosby, or Friends, depending on how old you are), but file folder hierarchies are the single biggest cognitive shortcoming we possess, as a result of our years in IT. SharePoint exists, in part, to liberate us

        那么应该怎么做呢?完全消除文件夹。我知道,这像是放弃重播的安迪格里菲斯(电影名)(或者是科斯比、老友记等,取决于你的年龄),但是根据我们多年来的IT经验,文件夹层级结构是我们具有的最大的认知不足。SharePoint的存在在一定程度上解放了我们。

        Move all that file-share content over into SharePoint libraries, yes - but make the libraries themselves the top-level folders. Once you parsed at that high level, don't parse the child folders as folders! Instead, drop everything into the appropriate SharePoint library, and then establish columns (metadata) that define the organizing sub-levels that the resulting files require, and create views for each library that display files according to those columns

        是的,把所有的共享文件内容转移到SharePoint的库,把库自己作为顶级文件夹。转移顶级文件夹之后,不要把子文件夹作为文件夹转移!取而代之的是,把所有东西扔到合适的SharePoint库,然后建立字段(元数据)来定义文件需要的子级组织,根据这些字段为每个库创建视图来显示文件。

        What is the end result? Each library you create is a superfolder of sorts, able to be all folders to all users, depending on their view. A single folder can represent dozens or even hundreds of subfolders - and instead of hosting content defines in single dimensions (a necessary restriction of the traditional folder hierarchy), you're now hosting all those files in as many dimensions as you need - and asking fewer mouse-clicks of your users to get to it, in the process

        最终的结果是什么?每个你创建的库是一个归类的超级文件夹,能够面向所有用户作为所有文件夹,取决于他们的视图。一个单个文件夹可以表述几十个甚至是数百个子文件夹。并且,取代了单一维度的托管内容定义(传统的文件夹层级结构必要的限制),现在你可以根据需要从多维度来托管所有的文件,同时在流程上你的用户获取到文件需要更少的鼠标点击。

Stamp out email abuse! 杜绝滥用电子邮件

        I've ranted about this before, and I surely will again: There are lots of us out there who should be jailed, or at least made to do community service, for our crimes against Outlook

        以前我因为这个咆哮过,当然我以后也会。我们中的很多人因为自身对Outlook的犯罪需要被监禁,或者至少去做社会服务。

        Crime #1: Long chains of email become de facto meetings. Those of us who use Facebook - almost everybody - are familiar with the occasional lengthy thread that results when somebody posts some really interesting or important status, and many additional posts are made to the original status, resulting in a substantial (and often controversial) thread. Now - tell me this doesn't happen in your workplace, in email. You may not be an instigator (God bless you if not!), but you've almost certainly been hostage to this scenario, probably more than a few times

         犯罪#1:长链的邮件实际上变成了会议。我们使用脸书的人(几乎所有人)熟悉偶尔冗长的帖子是因为某人发布了一些确实有趣或重要的状态,而一些附加的评论添加到了原始状态,来充实帖子的内容(通常是争论性的)。现在,告诉我在你的工作场所,邮件中是不会发生的。你可能不是一个煽动者(上帝保佑你不是),但是你却几乎成为了这种情境的牺牲品,很可能很多次。

        Crime #2 (even more despicable than Crime #1): These long email chains are actually saved as project documentation. And from a content standpoint, it's actually legitimate!

        犯罪#2(甚至比犯罪#1更卑劣):这些长链邮件实际上保存为项目文档。从内容的角度来看,它实际上是合法的!

The solution to both of these problems? 这些问题的解决方案?

        Set up a List in a SharePoint Team Site. Make all of your project participants Users of the team site. This List will contain all of the tasks (or action items, or objectives, whatever is appropriate) for a particulat project

        1. 在SharePoint工作组网站中创建一个列表。把你项目里的所有成员加入到工作组网站的用户。这个列表包含了跟特定项目有关的所有任务(或者是行动项、目标、其他适合的东西)。

        Assign each Task/Action Item/Objective an "owner," from among the team site Users

        .2. 将每个任务/行动项/目标(以下称这些东西)指派一个在网站用户中的所有者。

        Set up email alerts on this List, so that any participant is notified when one of the Tasks/Action Items/Objectives is modified (notified via Outlook - which limits email to its appropriate role in the process!). These alerts will contain links that will take the participant directly to the Task/Action Item/Objective, opening it for them in SharePoint

         3. 创建这个列表的提醒邮件,使任何一个参与者在这些东西更新时得到提醒(流程中通过Outlook限制发送的邮件只能到它应该送达的角色)。这些提醒包含了这些东西在SharePoint中打开的链接。

       Have all of your participants pass along their input or contributions or reviews as comments in the List items. For all practical purposes, this input will be exactly the same as email - date/time-stamped, credited to the author, placed sequentially among all such entries - except that it will all exist in one place, a secure and properly administrated place (as opposed to email!).  And you have all of the benefits of those email threads, with none of the shortcomings.

        4. 让所有的成员在列表项中通过评论/注释来传达输入或贡献或评论。实际上,这种输入跟邮件是完全一样的——日期时间戳,归功于作者,按顺序放置所有这些条目——除了它们都会存在于一个地方,一个安全的能够妥善管理的地方(与电子邮件截然相反)。并且你拥有了所有那些电子邮件的好处,没有缺点。       

        With just these two steps, an out-of-the-box SharePoint deployment can go from a turkey to a tiger. But even this is just the surface of what out-of-the-box SharePoint can do. Another step or two down the trail is process automation, collaborative power you've never harnessed before, salvation for project managers and a potential application hosting platform that can consolidate your security and administration efforts into a single global model. And each of these we will visit soon.

        仅仅通过这两步,一个独立的SharePoint部署就能从火鸡变成老虎。但是这仅仅只是独立的SharePoint能做的事情的表皮罢了。接下来另外一或两个步骤是流程自动化,协作的力量这些你从来没有利用过的,来拯救项目经理和一个潜在的应用程序托管平台,这个平台能够巩固安全和管理能力到一个单一的全局模型。每一个我们都会很快地去了解的。

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