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Demonstrating the Power of SharePoint Search to Get More Early-adopters

Tuesday, July 31, 2018

Demonstrating the Power of SharePoint Search to Get More Early-adopters

Asif Rehmani

In many companies, people work with documents, extensively. Among the common pain-points they would highlight is how hard it is to find documents, especially old documents. They would mention the amount of time that is wasted quite regularly in the efforts to find documents buried into folders and subfolders. To many, the frustration is familiar.

Using SharePoint definitely solves this problem.

In your efforts to help end-users adopt SharePoint, during the define-objectives phase, aim to demonstrate the power of the search feature native in SharePoint. This simple step alone may convince a good number of your colleagues to transition their document management to SharePoint, taking the first step toward SharePoint adoption.

Simply create a few demos and tiny fictional case studies that show end-users how much time they can save leveraging the power of the platform’s internal search engine. Focus on the possible productivity improvement.

Live Demos Sell

Direct sales professionals know this well; it works best to show than to tell.

When aiming to increase SharePoint usage, many companies tend to solely rely on training and incentives, overlooking the fact that so much can be achieved with simply demonstrating how key features solve employees’ problems.

Sure, all the most effective steps should be carried out. And, showing the power of SharePoint search should be part of the change management plan. The capability has proven useful to a great number of people across digital workplaces.

The goal is to get your team to discover and explore the feature. This will lead to the conversations around the topic and the discovery of other features, organically increasing the usage of the platform.

Use Live Demos to Boost SharePoint Usage

Show them how easy and quick it is to find documents moved to or saved in SharePoint. Here are the main demos that need to be on the agenda.

  • How easily it is to move existing documents from desktops or other cloud services to SharePoint and how the use of metadata ensures that no document will ever be lost again. Mention the fact that the feature crawls both the content and the metadata of documents. Also highlight the behind-the-scene work of continuous crawls, incremental crawls, and full crawls.
  • How the search results page displays closely relevant documents after simply typing a few relevant words in the search field, much like Google or Bing. This allows users to find documents quickly, without the need to randomly navigate to several folders and subfolders.
  • How limiting the search to a specific site or library yields the best search results and prevents all other unwanted but relevant documents from displaying on the search results page.
  • How the Advanced Search capability allows you to include logic in the search query and generate the most exact search results possible.
  • How search operators make it possible to narrow or broaden your search to obtain all range of search results.
  • How to refine your search by selecting certain properties and find only documents of a certain file type, with a certain title, from a certain author, etc.
  • And, how security trimming allows users to find only documents to which they have permission to view or edit.

If you diligently show your team members how SharePoint Search removes the difficulty of finding documents, a good number of them will be convinced to give the feature a try. With the right persuasive words, you can get them to start saving and managing documents in the platform in no time.

And, to make sure that they don’t get stuck in their transition to SharePoint, provide them with instant, on-demand, and in-context help using VisualSP, the plug-and-play add-on application that provides end-users with context-sensitive instant help at the moment of need. The application automates training and support for SharePoint and Office 365. To see how it works, see a live demo at: VisualSP.com

It doesn't take much to get this done. Given the real results it produces, the step is worth the effort.

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