Taxonomy is a word that is used quite frequently when describing the classification and management of information within Sharepoint. Sharepoint is the information management component of Office 365, and as great as it is there can be some hurdles to getting users to adopt it. In a perfect world Sharepoint would replace the file share and any other document based processes within your business. Chris Riley blogged recently on Taxonomy and how important it is to any Sharepoint deployment, cloud or on premise.
The biggest limitation with Sharepoint is that there are NO limitations… Time and time again Sharepoint deployments fail due to lack of planning. You can plan your Sharepoint deployment so that your users aren’t put off. Keeping it simple and easy to understand while at the same time enforcing a level of governance to ensure the data stored is searchable and relevant.
Going from a file share to Sharepoint takes some getting used to and with a good amount a planning it should make logical sense to the user from the get-go. One of the tools we have found to be useful that allow users to work from a familiar environment is Harmon.ie . This tool is a plug in for Outlook and is accessible from the main Outlook pane or any new calendar or mail item. It allows a user to interact with their Sharepoint sites and document libraries right from within Outlook, no need to change to a different app or grapple with the browser experience. Navigation is handled similar to traditional folder structures and its that familiar navigation that adds to its ease of use.
Harmon.ie is free up to 250 seats however there is an “Enterprise” version available for USD$129/user/year. There is also an iPad and iPhone client available for free, this client allows navigation of your Sharepoint sites and at a glance view the documents and their meta data. With the current lack of Office for iOS the premium version of the iOS client will take a user to the Web App interface for quick editing of documents. My iPad uses a version of Quick Office (a 3rd party Office style editor) and Harmon.ie recognizes this and allows you to edit documents in this app seamlessly.
The important thing from an administrative point of view is to architect the structure of the information within Sharepoint ahead of time. The moment users are able to access the site they will revert to old habits if strict governance isn’t present. Office 365 has to be the cheapest content management solution on the market and with some good planning it can be the best experience for an end-user as well.