A global manufacturer and marketer of office accessories
and business machines designed to improve everyday life
in the workplace.
The client was using an FTP site, network file folders,
and emails to share information among business units,
departments, vendors, and customers; however, each of
these methods presented multiple issues.
The client used the FTP site to store larger files and files
that their customers needed to access, but the FTP site
was difficult to manage and there were security concerns.
Having multiple file shares with different permission
levels throughout the network drives made the documents
difficult to manage and provided no versioning or
indication of another user making modifications. When
users emailed these documents back and forth, there was
no way for them to know if they had the most current
version of the document. Constantly sending these
attachments back and forth caused email storage use to
In addition to struggling to find information, the
client was challenged with improving their corporate
communications and intranet. The Vice President of
Human Resources was spending 3-4 days putting together
a corporate newsletter.
Over the course of a month, Interactive Business System
(IBS) met with 15 global business units to identify common
issues facing the users. Throughout the discussions with
the business units, IBS was able to identify recurring
themes regarding the issues users experienced, as well as
some commonly requested functionality that would help
them work smarter.
At the end of these discussions, IBS developed a
SharePoint implementation roadmap. This roadmap
included ensuring the client’s customers had easy
and secure access to their documents, improving
the permissions and versioning of documents, and
implementing collaboration functionality to eliminate
the need to email documents back and forth. Quick wins
included an online training registration app, employee
central news app and newsletter creation app.
IBS implemented the following
- Managed Metadata
- Site Columns
- Content Types
Custom solutions included:
- Online Training Registration was created
(SharePoint REST API), HTML and CSS
which enabled users to have a much more
modern view of SharePoint Announcements
and dramatically reduced the effort
involved in creating printed newsletters for
employees without access to the intranet
- Employee News web part that provides
a more individual user focused experience
(CSOM), HTML and CSS
The client now has a SharePoint system in place that
allows users to be self-sufficient in managing content,
while also providing versioning, publishing, and metadata
management on items. Many of the documents that
were stored on the file shares are now housed in the
SharePoint environment and are tagged and labeled with
the appropriate metadata to make them easily sortable,
filterable, and searchable. This has resulted in a significant
decrease in email usage and instances of users not being
able to find the most current document.
Corporate communications are now displayed in a modern
web format using a similar look and feel to Yahoo’s
home page. The communications are managed by predefined
contributors to ensure the content is consistently
updated. The site also allows different business units to
place important messages for their teams directly on their
respective home pages, effectively keeping the content
relevant for the users accessing the site.
The Online Training Registration allows users to quickly
and easily register for classes freeing up time for the
training team to focus on class materials.
The Corporate Newsletter now takes less than a day for the
VP of HR to create. For the facilities where internet access
is not available to the workers, the facility admins can
easily print and post the newsletter.
IBS’ SharePoint Roadmap introduced a phased approach
for delivering functionality. Phase 1 focused on improving
internal and external collaboration, providing a centralized
spot for global communications and streamlining
processes such as training registration and newsletter
creation. The framework is in place for future growth.
- More modern look and feel: implementing responsive
design patterns resulted in the client having the ability
to view their sites on any number of mobile devices.
- Manageable taxonomy: by identifying “Term Store
Owners,” all users have the ability to “tag” documents
and the owners have the ability to allow others
to contribute to the term store at their discretion,
providing a full service taxonomy solution.
- Global feel: the client now has the ability to present
the site and specific content in the native language
of the users. This provides the non-English speaking
users with a sense of inclusion that was previously