Trend Downward From Baseline

It goes without saying, if it can’t be measured by you you can’t manage it. This is not always very easy on SharePoint from a business user perspective. Easier for the server administrators as they can measure time It’s, total users, space used etc. But how do business users put SharePoint on the balanced scorecards?

The trick is to have measured from the beginning. It is much harder to measure advantage when you are years or weeks to assemble your project. If you’re, don’t worry; keep this in mind for future sites on SharePoint just. But sites are never “finished”, so you might begin from today if you need to. When determining metrics, you’ll need to show that your site / project is meeting and supporting business objectives. Management will want to know how SharePoint is adding value. Consider, if someone had to justify for you why you should continue to spend money on SharePoint (whether by updates, resources, business licensing, training, or third-party tools), what could you want to hear?

There are two aspects to consider, quantitative (numeric information), and qualitative (non-numeric information). Quite simply, the number of clients that have stopped at your site (quantitative), and their current pleasure level by the survey they completed (qualitative). Don’t give quantitative accounts without a bottom level range to demonstrate enough time / money savings, for example: “I used to have to email my entire team to get reviews, collate all the replies then, it is a lot easier now”.

That doesn’t suggest much to business decision manufacturers, however: “I used to send email to 15 associates, then have to collate their responses and post the full total results to management. I now send one email and the responses are captured by the team members themselves in a custom list saving me 3 hours of work per week. Within my current rate of R100 each hour, I effectively save the business R15600 per year on this task alone”. They are metrics management can understand and appreciate. To do some of this, you will need to firstestablish a baseline, snapshot where you are now, then determine what you are going to often measure and how.

A good notion is to look at your company or department’s current key performance signals. Think about how your site influences or supports these indicators. Like most things in life, you need balance. Make sure you aren’t spending additional time by collecting metrics from SharePoint than doing other work. Remember too that realizing that value of SharePoint does take time. Setting up the merchandise will not constitute an effective project Simply.

Company-wide consumer adoption with the correct use of the efficiency using guidelines with successful retrieval of information quickly does. Some plain things you could measure; if you have more to include, please feel free to comment accordingly. Remember to translate all time kept into a value per week, year month and.

Obviously depending on what you are responsible for in SharePoint will have an effect on what you are going to report on, Site Owners will be different to Site Collection Administrators and those responsible for the whole implementation. • Site stats – take a screen dump of the use analysis on your site every month. It is available out of the box under Site Actions – Site Settings – Modify All Settings.

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This will show how effective your site is within disseminating information as well as identify dormancy. • Put popular counter onto your site, (out of box SharePoint Designer web element). Take display dumps every month and that means you can monitor increased trips. When you report, mention you reached X number of individuals in the space of X months. Keep track of the stats monthly and do some nice graphs at the end of the year to impress your decision makers. • Take screen dumps every time you change the appearance and feel and be aware how long it got to accomplish each one.

Management tends to hugely under-estimate how long it requires to do things on SharePoint, you will need to show what you have gone two up. Also say how you’ve improved the website with each version – you achieved it in response to a survey on the content for example. • How long it had taken to get the right documents from a file share as opposed to now on SharePoint.

• The number of sub-folders you’d on a document share compared to SharePoint. • If you are in charge of cleaning up data from document stocks or sites on SharePoint, note how many search results resulted in a topic as opposed to after clearing up the data. Mention also how the use of metadata has made for a far more effective SharePoint solution because of this. • Convert one documents in document libraries into wikis and again observe the amount of clicks saved with an anecdote about better use of information.