How much time can SharePoint 2013 save me?By Jeff Adkin
We finished up a course not too long ago called Managing SharePoint 2013 with PowerShell for admins who are familiar with SharePoint, but not with PowerShell. While we were wrapping up the course, the TrainSignal gang and I were discussing the amount of time someone could actually save by doing different automatons in the course. So, let’s actually figure out how much time we could save by automating those tasks.
It’s time to do some very simple math to figure out how much time we can save:
TR= the time the repetitive task takes
WR= (Weekly Rate) repetitive task per week
Let’s go do a test run of the actual math:
Math: (TR*RW) = 95
By automating the “Repetitive Task” we see we can actually save 95 minutes (1 hour, 35 minutes) per week. Now how about the actual automations done in the course?
Automation of sites/webs
In the course one of the things that the company Globomantics needs is to have site collections and webs created. This task should be done every Friday. Now none of us really wants to be at work after hours on a Friday, especially if there is a zombie movie marathon that weekend, but the task needs to be done.
Not only is site creation repetitive, it’s also done at an inconvenient time. It’s a never-ending repetitive cycle. It is a trifecta of evil repetitive tasks that we want to make sure no one has to endure, so we automated it.
Sure, we save pain and suffering when we automate this task, but more importantly, we save time. Let’s get back to our simple math from before, but this time in a real world scenario.
We are going to be nice and say that the SharePoint environment is relatively speedy. From the moment you click the create button, to the moment when SharePoint is fully done creating, you only spend four minutes. This is generous, especially when you’re creating webs in different site collections and have to browse and then create. We are also assuming that you’ll never make a typo ever.
We are also going to add another value for the year, as this task is on a continuous schedule.
(Week)Math: (TR*RW) = 80 minutes (1 hour and 20 minutes)
(Year)Math: (TR*RW)*52 = 4160 minutes (69 hours and 20 minutes)
SharePoint Service report
Our Service Manager needs to give an accurate report weekly on the SharePoint service with specific requirements. This is normally an arduous task where the SM gets data from different areas and compiles them all together for a weekly report, and they start this again the following week.
By using PowerShell we can get you all sorts of data quickly and easily, and also automate it on a schedule if needed, saving the poor SM from having to hunt and compile every week.
The task only needs to be done once a week but it’s a very large task. How did we do on saving time in this example? Let’s find out.
(Week)Math: (TR*RW) = 240 minutes (4 hours)
(Year)Math::(TR*RW)*52 = 12480 minutes (208 hours)
Not bad on the time saving on this one!
Daily backup of executive site
In the course we talk about how to automate specific types of backups in the SharePoint 2013 environment. If we had to back up the executive site every day due to the high business impact of the documents, we would be working every night after working hours. (Again, you don’t want to miss the zombie movie marathon.) Like the others before, we use automation to save us from this.
(Week)Math: (TR*RW) = 175 minutes (2 hours 55 minutes)
(Year)Math: (TR*RW)*52 = 9100 minutes (151 hours 40 minutes)
Once again, automation gives us back a good chunk of our time to focus on other things.
Total time savings in a nutshell
We have gone through three of the examples that could save us time, energy and sanity as we move forward in SharePoint 2013. What we’re going to do now is put all the values together and see how well Globomantics did in saving time in the course.
Math time again:
Create sites/webs = TR*WR = 80 minutes
SharePoint service report = TR*WR = 240 minutes
Daily backup = TR*WR = 155 minutes
Weekly total = 475 minutes per week = 7.91 hours per week saved
Yearly total = 24700 minutes per year = 411.66 hours per year saved
So three little things automated saves employees from having to do repetitive tasks, and it saves the company over 10 work weeks of time. I’m sure you can continue to build on that to save the company more money, as well as make employees happier by decreasing those horribly evil repetitive tasks we all hate so much.
Doing it PowerShell style
“As an added bonus in this limited time offer, we will add in this free PowerShell function if you call within the next 10 minutes.”
Please don’t actually call. I’ve placed the PowerShell function below just for fun. If you do call, I’m not answering because I have automated my work and am currently watching a zombie marathon.
Time saving functions:
# Run function with the following parameters
# TimeSaved –TaskName “Create Sites” –TaskTime 4 –WeeklyRate 7
# Condensed Example:
# TimeSaved “Create Sites” 4 7
$YearlyRate = $weeklyrate * 52
$WeekTotalTime = $tasktime * $weeklyrate
$YearTotalTime = ($tasktime * $weeklyrate)*52
$Percentage = ($WeekTotalTime/2400)*100
$PercentageSaved = [Math]::Round($Percentage,2)
Task Name: $TaskName
Time Spent per: $TaskTime minutes
Weekly Rate: $WeeklyRate times
Yearly Rate: $YearlyRate times
Weekly Time Save: $WeekTotalTime minutes
Yearly Time Saved: $YearTotalTime minutes
Percentage of Work hours saved: $PercentageSaved %
Want to learn more about SharePoint 2013? Check out Jeff’s on-demand webinar here.
About the Author
Jeff Adkin is a TrainSignal instructor. Jeff previously worked at Microsoft for over eight years in MSIT, going through multiple release cycles of SharePoint, Exchange, Groove, Office and Lync. As an avid fan of education, he graduated with his Bachelor of Education and began working between his two loves of teaching and technology. He has taught at multiple fortune 500 companies and government agencies and spoke at numerous tech events. You can find him on Twitter @jeffadkin.
Author's Website: http://www.jadkin.com/