ITUC more productive with SharePoint 2013

The International Trade Union Confederation (ITUC is the global voice of the world’s working people. The ITUC’s primary mission is the promotion and defense of workers’ rights and interests, through international cooperation between trade unions, global campaigning and advocacy within the major global institutions.
A large part of their daily routine consists of gathering information about these topics. As a result they have to deal with a lot of documents. To get a better overview, make it easier to share them and keep up with this quantity we've implemented SharePoint 2013.

3 steps to a successful SharePoint migration

The implementation of a SharePoint portal is more than just purchasing a license and handing it over to your employees. There are 3 important success factors that resulted in a successful project: 

  1. Have a clear vision and plan to position SharePoint in the organization.
  2. Talk with the people who will work with the portal, relate to their day-to day challenges.
  3. Identify the documents and related information (metadata).

Together with an upgrade to SharePoint 2013 which has been completed last month, Orbit One implemented a Portal for the entire organization.


Turn chaos into structure

The goal was to bring back structure in the Human and Trade Union Rights-department portal.

1. What documents are used in daily work?

During ad-how workshops with the key-users we defined a new structure, starting bottom-up. First of all Orbit One gave a brief introduction to the advantage of metadata in SharePoint, to show the key-users how they can organize, search, filter and share documents using the powerful SharePoint features.
Then we created an overview of all the metadata and the different types of documents that the department use in their daily work. The result is a clear excel that was the input for the new content types and libraries:


2. How to visualize the structure?

Next topic was the structure. To make sure that the new Portal was transparent and fitted for all the employees in the department, we created a mind map to visualize the new structure:

3. How to involve the team?

The key-users were responsible for involving other employees into the discussion. Since they were beginning to get a better understanding of the capabilities of SharePoint, they were able to explain why this new structure would help the department to work better. After a short workshop where we validated the set-up with the entire department, we could finalize the Portal and migrated the existing documents to the new structure.
The conclusion of this project was that the involvement of the key-users was crucial to the success of the new Portal. They were the ones who chose the new structure and involved their colleagues into the discussion. This resulted in a new way of working where everybody can be more efficient.

Realizations Realizations

Op 02/04/2014 door Lou

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