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Tracy van der Schyff

Facilitating The Evolution of Human Capabilities

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"empower your #Intranet Super Users"

#Microsoft365 Day 335: Empower Your #SharePoint #Intranet Super Users Part 12

To finalize our Build and Maintain a #SharePoint #Intranet Series I’ll share a checklist of items to monitor on a regular basis. Build this into your responsibility matrix and add it to the KPI’s of your Super Users. I definitely can’t think of everything – if you have anything to add to this list, please comment on the post and I’ll add it. I hope you’ve enjoyed the Build and Empower Series and that it’s helped you in your #SharePoint #Intranet life. Stay Awesome! 🙂


Here’s a checklist of some items I want you to do on a regular basis:

  • Check Site Pages Library for Checked out Pages
  • Check Document / Picture Libraries for Checked Out Items
  • Make sure that all Graphics are good quality
  • Confirm that Pages display well on mobile or smart devices (remember that web parts wrap and images crop differently)
  • Test the Intranet on different browsers
  • Read the feedback from your Surveys and respond where necessary
  • Look at the help-desk calls related to your Intranet on a regular basis and adapt your training, guidelines and governance based on it.
  • Update your responsibility matrix for the Intranet (list of super users and areas)
  • Monitor the Office 365 Roadmap for any updates on SharePoint
  • Share new features with super users and train where necessary
  • Monitor duplicate documents and naming conventions in your main libraries
  • Deal with outdated content
  • Include Intranet induction for new employees in company
  • Check Recycle Bin for “accidental bulk deletes”
  • Update your Intranet to include new features and information for your employees
  • Refresh your Home page every couple of months (not everything, just graphics at least)
  • Monitor the adoption and usage statistics for your site
  • If you have any workflows running, check these for errors
  • Check unique permissions, ultimately you don’t want to break inheritance on item, folder or even app level where you can
  • Meet regularly with the Intranet Forum (Super Users) to get feedback and plan improvements
I definitely can’t think of everything – if you have anything to add to this list, please comment on the post and I’ll add it.

Resources:


Purpose of this blog challenge:  I will write 365 blogs in 365 days around Microsoft 365. I did a similar challenge with Office 365, blogs can be found  https://tracyvanderschyff.com/microsoft-365/ . I won’t just be talking about the new Microsoft 365 subscription model. I will be sharing any news, tips and tricks around Office / Office 365 / Windows / Mobility and Security. And let’s not forget all the great new Apps & services available.  A lot of what I’ll share on Office and SharePoint will also be applicable to none “Office 365” versions.

“You can also find me contributing to REgarding 365. I’m a member of a group of enthusiasts, sharing their stories, thoughts and opinions about Microsoft 365. Catch us at https://regarding365.com | @regarding365 on Twitter and regarding365 on YouTube https://www.youtube.com/regarding365

Disclaimer:  I create content about Office / Microsoft 365. Content is accurate at time of publication, however updates and new additions happen daily which could change the accuracy or relevance. Please keep this in mind when using my blogs as guidelines.

#Microsoft365 Day 333: Empower Your #SharePoint #Intranet Super Users Part 11

You would have noticed that there’s no longer a picture library app to be added to the Modern Communication Site templates in #SharePoint. You can still use a Document Library as it has a tile display option which shows the images. Let’s take a look at adding images, again the versions, alerts and quick edit if you’re using metadata.


Purpose of this blog challenge:  I will write 365 blogs in 365 days around Microsoft 365. I did a similar challenge with Office 365, blogs can be found  https://tracyvanderschyff.com/microsoft-365/ . I won’t just be talking about the new Microsoft 365 subscription model. I will be sharing any news, tips and tricks around Office / Office 365 / Windows / Mobility and Security. And let’s not forget all the great new Apps & services available.  A lot of what I’ll share on Office and SharePoint will also be applicable to none “Office 365” versions.

“You can also find me contributing to REgarding 365. I’m a member of a group of enthusiasts, sharing their stories, thoughts and opinions about Microsoft 365. Catch us at https://regarding365.com | @regarding365 on Twitter and regarding365 on YouTube https://www.youtube.com/regarding365

Disclaimer:  I create content about Office / Microsoft 365. Content is accurate at time of publication, however updates and new additions happen daily which could change the accuracy or relevance. Please keep this in mind when using my blogs as guidelines.

#Microsoft365 Day 332: Empower Your #SharePoint #Intranet Super Users Part 10

Now we’ll take a look at lists. Here you’ll add items which are not necessarily linked to a document. You can add attachments later, but it does not have to start with a document. So think of an Excel spreadsheet with columns and items. We’ll also look at OTB Approvals, Alerts, Versions and Quick Edit.


Purpose of this blog challenge:  I will write 365 blogs in 365 days around Microsoft 365. I did a similar challenge with Office 365, blogs can be found  https://tracyvanderschyff.com/microsoft-365/ . I won’t just be talking about the new Microsoft 365 subscription model. I will be sharing any news, tips and tricks around Office / Office 365 / Windows / Mobility and Security. And let’s not forget all the great new Apps & services available.  A lot of what I’ll share on Office and SharePoint will also be applicable to none “Office 365” versions.

“You can also find me contributing to REgarding 365. I’m a member of a group of enthusiasts, sharing their stories, thoughts and opinions about Microsoft 365. Catch us at https://regarding365.com | @regarding365 on Twitter and regarding365 on YouTube https://www.youtube.com/regarding365

Disclaimer:  I create content about Office / Microsoft 365. Content is accurate at time of publication, however updates and new additions happen daily which could change the accuracy or relevance. Please keep this in mind when using my blogs as guidelines.

#Microsoft365 Day 331: Empower Your #SharePoint #Intranet Super Users Part 9

Today we’ll look at Document libraries. Basically you can have two types, one with folders, one with metadata (and yes sometimes, both). We’ll do single uploads and drag and drops, update the metadata and use Quick Edit to ‘bulk’ update metadata. I’ll also show you the versions and how to setup alerts.


Purpose of this blog challenge:  I will write 365 blogs in 365 days around Microsoft 365. I did a similar challenge with Office 365, blogs can be found  https://tracyvanderschyff.com/microsoft-365/ . I won’t just be talking about the new Microsoft 365 subscription model. I will be sharing any news, tips and tricks around Office / Office 365 / Windows / Mobility and Security. And let’s not forget all the great new Apps & services available.  A lot of what I’ll share on Office and SharePoint will also be applicable to none “Office 365” versions.

“You can also find me contributing to REgarding 365. I’m a member of a group of enthusiasts, sharing their stories, thoughts and opinions about Microsoft 365. Catch us at https://regarding365.com | @regarding365 on Twitter and regarding365 on YouTube https://www.youtube.com/regarding365

Disclaimer:  I create content about Office / Microsoft 365. Content is accurate at time of publication, however updates and new additions happen daily which could change the accuracy or relevance. Please keep this in mind when using my blogs as guidelines.

#Microsoft365 Day 322: Empower Your #SharePoint #Intranet Super Users Part 8

I love lookup lists. Firstly because I can use them as drop-downs on multiple apps on my site and secondly, because an end user can update these. You don’t need access to the library / list settings or the Site Columns or Term Store. I still prefer Term Store (would be great if Term Store could read from Custom Lists somewhere), but let’s take a look at how Lookup Lists are updated.

Purpose of this blog challenge:  I will write 365 blogs in 365 days around Microsoft 365. I did a similar challenge with Office 365, blogs can be found  https://tracyvanderschyff.com/microsoft-365/ . I won’t just be talking about the new Microsoft 365 subscription model. I will be sharing any news, tips and tricks around Office / Office 365 / Windows / Mobility and Security. And let’s not forget all the great new Apps & services available.  A lot of what I’ll share on Office and SharePoint will also be applicable to none “Office 365” versions.

“You can also find me contributing to REgarding 365. I’m a member of a group of enthusiasts, sharing their stories, thoughts and opinions about Microsoft 365. Catch us at https://regarding365.com | @regarding365 on Twitter and regarding365 on YouTube https://www.youtube.com/regarding365

Disclaimer:  I create content about Office / Microsoft 365. Content is accurate at time of publication, however updates and new additions happen daily which could change the accuracy or relevance. Please keep this in mind when using my blogs as guidelines.

#Microsoft365 Day 321: Empower Your #SharePoint #Intranet Super Users Part 7

The List Settings is where you’ll find the version settings, approvals, quick edit etc. This is also where you’ll find the Item Level Permissions. This is a great feature that allows you to specify whether users can only see and edit the items that they’ve created.

Purpose of this blog challenge:  I will write 365 blogs in 365 days around Microsoft 365. I did a similar challenge with Office 365, blogs can be found  https://tracyvanderschyff.com/microsoft-365/ . I won’t just be talking about the new Microsoft 365 subscription model. I will be sharing any news, tips and tricks around Office / Office 365 / Windows / Mobility and Security. And let’s not forget all the great new Apps & services available.  A lot of what I’ll share on Office and SharePoint will also be applicable to none “Office 365” versions.

“You can also find me contributing to REgarding 365. I’m a member of a group of enthusiasts, sharing their stories, thoughts and opinions about Microsoft 365. Catch us at https://regarding365.com | @regarding365 on Twitter and regarding365 on YouTube https://www.youtube.com/regarding365

Disclaimer:  I create content about Office / Microsoft 365. Content is accurate at time of publication, however updates and new additions happen daily which could change the accuracy or relevance. Please keep this in mind when using my blogs as guidelines.

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