I know Jive is primarily a collaboration tool, but many employees at my company want to use it as a document repository. I've argued with them for the five years we've been a Jive customer that it's not really suited for that, but I've been mostly banging my head against the wall. So recently I decided that if they are really wanting to use it to store documents, then at least they should have some good practices around it.
In the interest of working out loud, I've attached some of the things I've created and am in the middle of working on in case any of you find yourselves in a similar situation and want to either use what I've done or chip in and help make them better. (Wherever you happen to see the word "Innovate," just be aware that it's the name of our Jive instance). The attachments are:
- "Content Management in Innovate" (Word doc) -- the outline of a series of training sessions I wanted to put together to focus specifically on good content management in Jive. You'll see that there's a lot of Jive functionality I don't touch on because I'm just focusing on the parts I think are relevant to document management.
We have a clean-up initiative going on in several of our business areas so I've already created some material to help users with that effort:
- Business areas have been assigning specific people to manage clean-up of particular sets of spaces, so "Innovate Space Clean-Up" is a presentation to help them find and remove obsolete places (mostly spaces) and content. It's Section 4 of the outline I mentioned above. In the first few slides, I used the Winchester Mystery House in San Jose, CA as a metaphor and have screen shots of some of the more ridiculous spaces I found that mirror aspects of that building.
- Some people asked for help deciding what to get rid of. I couldn't help with specifics because I can't possibly know what's important in each business area, but I was able to come up with a couple of generic decision trees to help them think their way logically through identifying the the content and spaces with the highest probability of being worth considering for deletion.
- "Content Management in Innovate" (Powerpoint) -- the presentation I actually used for training based on the outline. Consider "Innovate Space Clean-Up" to be part 1 of the training (get rid of the stuff you don't want) and this file to be part 2 (organize what's left).
Feel free to steal anything you might find useful, and also feel free to comment if you think of anything that can make what I already have better.