SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Practical Tools and Techniques for the SharePoint Information Architect

#SPSummit @RHarbridge @RuvenG

Facilitated By: Richard Harbridge and Ruven Gotz

Who am I?

SPTechConThe SharePoint Technology Conference

Ruven Gotz

Toronto

@ruveng

spinsiders.com/ruveng

ruveng@navantis.com

The Goal isSuccess

SharePoint is

With many Moving parts

The people stuff is complex

How do we buildthe best solution?

How do we define the

problem?

We are here toshare some ideas

… and give you some tools

Still not easy

Proven success

Take Away: Confidence

Take Away: Improved Communication

Take Away: Knowledge You Can Use

Our Goal Today…

From Here To Here

What We Will Cover Today:

1. Why is SharePoint IA so difficult?2. Visualizing and Communicating SharePoint Concepts3. Making Information Architecture Decisions4. Case Study Approach (Implementing SharePoint IA)5. Information Architecture Tips and Tricks

What We Won’t Cover (In Depth) Today:

1. Governance (not enough time today… )2. Records Management (and Information Policies)3. Search Architecture and Considerations4. Planning For Multiple Languages5. Column Decisions (Choice Column vs Managed

Metadata Column vs Lookup Column etc…)6. Audience Targeting

Why is SharePoint IA so difficult?

It started out simple

Then it grew

Then it got TOTALLY out of control!!

What is the best approach to use when working with SharePoint?

ITERATIVE APPROACH

Why Iterative? SharePoint is a very large platform. It takes time to understand SharePoint. SharePoint is great for rapid prototyping,

and for proof of concept work. It ensures there is enough time to

review, adjust, and communicate.

How people think it works…

Image from Paul Culmsee

How it really works…

Image from Paul Culmsee

#SPSMI @RHarbridge

SharePoint is not a Silver Bullet…

SharePoint is not a Silver Bullet at NothingButSharePoint.com

Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.

Our primary unified application delivery platform.

Our primary workflow/business process automation platform.

Our intranet and communication center for internal corporate communications.

SharePoint will be…

Our (external) web content management platform.

Our primary document management platform.

Our contact management platform.

SharePoint will not be…

Foundation

Standard

Enterprise

SharePoint has Multiple Options

Online

On Site

It’s Big Ecosystem

Why Prioritized Objectives Matter

Prioritize and Plan

Centralize Knowledge and Resources

Enhance Collaboration

Automate and Improve Business Processes

Enhance Governance Model

Reduce Redundancy and Improve Efficiency

Centralize Knowledge and Resources

Centralize - 2 Centralize – 1 Centralize – 2 Centralize – 0

Enhance Collaboration Improve BP - 2 Governance – 2 Redundancy – 2

Governance – 1 Redundancy – 1

Redundancy – 1

Ensure Clear Priorities

Objective Weight Importance

Centralize 5 35.71%Collaboration 0 0%Improve BP 2 14.29%Governance 3 21.43%Redundancy 4 28.57%

HR Onboarding Solutions

• Onboarding Workflow• Onboarding Electronic Forms• Integration with HRIS• New Employee Site

Map Solutions to Objectives

HR Employee Files HR Onboarding Absence

Management

Centralize Knowledge and

ResourcesHR Self Service

Adjust Site Structure and Taxonomy

Onboarding Workflow

Onboarding Electronic Forms

Integration With HRIS

New Employee Site

Document Capture Automation

Direct Relationship Indirect Relationship

* Objectives/solutions should be more specific – Example purposes only.

SharePoint Solutions (Evolution)

*Super Simplified

Business Intelligence

Driven

Business Process Driven

Collaboration Driven

Information Driven

Communication Collaboration Workflow/ Auditing

Reporting

Dashboards

The Outcome

Effective prioritized objectives are foundational for avoiding prioritization

paralysis or understanding capacity.

What to watch out for…Watch out for the ‘platitude’ trap and

make certain you manage expectations accordingly.

Requirements Definition and Mapping

What makes something a requirement?

We can do that for $10

We can do that for $1 Million

SharePoint chicken & egg problem

DON’T demo SharePoint

Initial discovery workshop

SharePoint Workshop

Agenda

• About the Project , Our Team & Goals• SharePoint Overview • Department and Role• Document Collaboration• Document Storage and Search• Compliance, Records Management & Off-line• Questions

About the Project, Our Team & Goals

About this Project– Determine the requirements and scope for a SharePoint implementation at

ABC Corp.

Our Team– Alison Andrews – Project Manager– Bob Baker – Technical Architect– Carol Conrad – SharePoint Analyst– Don Drummond – Infrastructure Analyst

Workshop Goals– Set expectations– Gather your input– Keep it to an hour (+ optional half-hour for further questions)

SharePoint 2007 Overview

Collaboration

Portal

SearchEnterpriseContentManagement

BusinessProcess

andForms

BusinessIntelligence

Documents/tasks/calendars, blogs, wikis, e-mail integration, project management “lite,” Outlook integration, offline documents/lists Virtual Teams/Global Teams

Enterprise Portal template, Site Directory, My Sites, social networking, privacy control

Enterprise scalability, contextual relevance, rich search for people and business data

Integrated document management, records management, and Web content management with policies and workflow

OOB workflows, WF integration, rich and Web forms–based front-ends, LOB actions, pluggable SSO

Server-based Microsoft Office Excel®

spreadsheets and data visualization, Report Center, business intelligence Web Parts, KPIs/Dashboards

Platform ServicesWorkspaces, Mgmt,

Security, Storage,Topology, Site Model

SharePoint 2010 OverviewRibbon UISharePoint WorkspaceSharePoint MobileOffice Client and Office Web App IntegrationStandards SupportIntranet, Extranet, Team Collaboration

Tagging, Tag Cloud, RatingsSocial BookmarkingBlogs and WikisMy SitesActivity FeedsProfiles and ExpertiseOrg Browser

Enterprise Content TypesMetadata and NavigationDocument SetsMulti-stage DispositionAudio and Video Content TypesRemote Blob StorageList EnhancementsOrganizing Information

Social RelevancePhonetic SearchNavigationFAST IntegrationEnhanced PipelineSearch

PerformancePoint ServicesExcel ServicesChart Web PartVisio ServicesWeb AnalyticsSQL Server IntegrationPowerPivotBusiness Intelligence

Business Connectivity ServicesInfoPath Form ServicesExternal ListsWorkflowSharePoint DesignerVisual StudioAPI EnhancementsREST/ATOM/RSSBuilding complex solutions on top of SharePoint

Communities

Search

Composites

ContentInsights

Department and Role

Please introduce yourself:• Name• Department• What is your role within your department?• How do you interact with technology to do

your job?• How does the current technology help you (or

hinder you) from doing your job?

Document Collaboration

• Do you work on documents with others?– How do you collaborate (e-mail, shared drive) ?

• What document types do you create?– Which programs do you use?

• Do your documents require multiple reviews and edits? Is approval required?– How do you implement the required workflow?

• How do you get the final information out to the audience that needs it?– Do you publish PDF’s? – How are they distributed/posted?

Document Storage and Search

• Can you find the documents that you need, when you need them?– Does your shared drive folder hierarchy work well?– How long does it take to find a document? At what point do you

give up?• When you create a document, do you know where it should

be saved?– Are documents saved in more than one location to ease retrieval?

• Does search work well?– What features would you like to see in search that would make it

better for you and your team.

Compliance, Records Management & Off-line

• Do you have any regulatory requirements that you need to meet?– ISO 9000– Sarbanes-Oxley – Bill 198

• How are records management policies implemented?– Are there specific policies for document retention and destruction.

• Do you have a need for off-line access?– Do you travel off-site for your work– Do you need to work when you are disconnected from the

network.

Questions

OK to demo SharePoint

How do you scale this?

Send a questionnaire/survey before the meeting…

You have three primary goals:• Get people excited enough to respond in the

survey/questionnaire.• Evangelize a better way of doing things.• Better understand people’s needs/pain points.

Simple Scenarios Are Your Best Friend

When To Demo SharePoint When you need help scoping requirements and

managing expectations. When you need help building awareness. When validating requirements and solution approaches. When you want to get people excited!

When Not To Demo SharePoint When you haven’t identified any of the audiences needs. When you aren’t familiar with the tool/feature set being

demonstrated.

The Outcome

Using workshops, facilitation and by engaging the business you will define,

prioritize, and phase SharePoint requirements.

What to watch out for…Without clear requirements,

prioritization and the right expectations being set SharePoint projects won’t

scale well.

Visualizing and Communicating IA Concepts

What is Metadata?

The BIG Question

Data about data

What is Metadata?

I think I get it

Oh! Now I see(Mostly)

What is Metadata?

I think I get it

The BIG Question

Meta for?

What’s a

Metaphor

Let’s use a

What does a cow say?

What does a chicken say?

What does a duck say?

The sounds these animals make are attributes that distinguish them

Example from Yoav Lurie

• Prince• Pop/Rock• 1984

Adapted from the “pea soup” story by Serge Tremblay

What is our Base Metaphorfor files?

What if we saw this?

Better…

Solve with folders

Hire an intern

What is metadata?

This is metadata!

Not this!

or this…

What is Taxonomy?

Carl Linnaeus (1751)

Animal Kingdom

Invertebrates Vertebrates

Mammals

Predators Primates Whales Rodents

Squirrels Mice

Mice & Rats Hamsters and Voles

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Porcupines Guinea Pigs

Fish Amphibians Reptiles Birds

Taxonomy

Animal Kingdom

Mammals

Squirrels Mice

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Taxonomy

Superclass

Animal Kingdom

Mammals

Squirrels Mice

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Taxonomy

Animal Kingdom

Mammals

Squirrels Mice

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Taxonomy

Animal Kingdom

Mammals

Squirrels Mice

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Taxonomy

Suborder

Animal Kingdom

Mammals

Squirrels Mice

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Taxonomy

Family

Animal Kingdom

Mammals

Squirrels Mice

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Taxonomy

Subfamily

Animal Kingdom

Mammals

Squirrels Mice

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Taxonomy

Animal Kingdom

Mammals

Squirrels Mice

Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils

Taxonomy

Species

Shared Drive Zoo X:

Production Sales & Marketing

Marketing

Commercial Industrial Government Healthcare

Labs Hospitals

Private Public

Not Associated University

Medium Small

Clinics Mobile

Sales Web Design Newsletter Social

Taxonomy

Linnaeus vs BuffonEverything can be organized based on a standard!

Nay! Each person can organize things based on their own

context!Arrangement is key! Arrangement and categorization provides universal

context!Context is key!

Everything can be organized by

multiple facets!

Arrangement and Context

Wholesale Warehouse

Department Store

Taskonomy?

Animal Kingdom

Mammals

Fish Amphibians Reptiles Birds Class

Superclass

Animal Kingdom

Mammals

What if I want to find an

animal by if it lives in water? Or by whether

it flies?

Perfect!

Arrangement Challenges

As we’ve already seen: This always works out great

This is a common result…

X Drive Challenges

Marketing

Commercial Industrial Government Healthcare

Perfect!

What if I want to find a marketing

document by region and not industry?

Could this be solved by using metadata so that the document could be found by both region and industry?

Shared Drive Zoo X:

Marketing

Major Hospitals Commercial Industrial Government Healthcare

Labs Hospitals

Private Public

Not Associated University

Medium Small

Clinics Mobile Colleges

Big Small

Moving this mess to SharePoint makes it worse

SharePoint Sux

The #1 rule of SharePoint?

Never use folders

Except when it makes sense

Folders for Security

Permissions assigned per folder

Folders in SP2010 – They’re back!

• Combine metadata and folders• Best of both worlds

A SharePoint Taxonomy

If only there was a way content could

be organized so content could be found/viewed in multiple ways…

I like it!

Customer Type• Lab• Hospital• Clinic• Mobile

Sector• Private• Public

Size• Large• Medium• Small

Location• Urban• Rural

University• Yes• No

Metadata

I like it!

Adding Metadata (when uploading)

A SharePoint Simulation

What is metadata?

What is Taxonomy?

What are content types?

Name _________Emp. # _________Date _________

Dates Requested:From __________To: __________

Manager ________Approved Y/N

Name _________Emp. # _________Date _________

Dates Requested:From __________To: __________

Name _________Emp. # _________Date _________

Drug Used:Name __________Cost: $ _________

Name _________Emp. # _________Date _________

Drug Used:Name __________Cost: $ _________

Vacation Request

Drug Reimbursement

Both Content Types in One Library

Content Types for:

Workflow,

Policy,Security

The Outcome

Shared Understanding of Metadata’s Importance and Usage to Improve

‘Findability’ and Information Utility.

What to watch out for…People Must Understand The Value Of

Metadata, Or They Will Reject The Idea.

Tools For TheInformation Architect

Same Page

Abstract

Concrete

Mind Mapping Demonstration

Navigation workshops

Navigational Map

Navigation Systems• Global navigation• Local navigation• Breadcrumbs/Up One Level Control• Contextual navigation• Supplemental navigation– Sitemap

– A-Z Index

– Guides

What is Card Sorting?

“Card sorting is a great, reliable, inexpensive method for finding patterns in how users would expect to find content or functionality.” - Donna Spencer

http://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0

Why use Card Sorting?• Card sorting can help you identify trends– Do the users want to see the information grouped

by subject, process, business group, or information type?

– How similar are the needs of the different user groups?

– How many potential main categories are there?• What should those groups be called?

Types of Card Sorting• Open Card Sorting– Participants are given cards showing site content

with no pre-established groupings.

• Closed Card Sorting– Participants are given cards showing site content

with an established initial set of primary groups.

Open card sorting process

Ferrari

Rolls RoyceHonda

Gerbil

Results

Ferrari

Rolls RoyceHonda

Gerbil

PetsCars

But not always what you expect

Ford Ferrari

Rolls Royce

SnakeGerbil

ScaryCute Domestic European

Japanese

But not always what you expect

FordFerrari

Rolls RoyceHonda

Gerbil

LuxuryAnimals Regular

Analysis

http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_spreadsheet_template

Advantages of Card Sorting• Simple• Cheap• Quick to execute• Established• Involves users• Provides a good foundation

Disadvantages of Sorting• Does not consider users’ tasks• Results may vary • Analysis can be time consuming• May capture “surface” characteristics only

Document inventory workshops

Analyze Existing Content• What type of content is it?

• How is the content organized today?

• What is the purpose of the content?

• Who is the author of the content?

• What format is the content in?

• Who uses the content?

• Where is the content currently located?

Use Survey Tools!

Compiling results from 20 to 50 participants using excel sheets/hand outs can be painful.

If you expect many responses use a survey tool instead.

The Inventory Worksheet

Build the Taxonomy

Build Mind Map (based on inventory worksheet)

The Outcome

Using visual tools provides shared understanding, which is a crucial driver

of shared commitment to a goal.

What to watch out for…Workshops become much more

interactive; more people are actively involved which leads to greater shared

commitment and understanding.

Wireframing, andProcess Mapping

Wireframing Workshops

Balsamiq

Common Intranet ComponentsComponent Name PurposeMessage from the President/Owner/Founder InformativeNews and Announcements InformativeBlog Updates InformativeWiki Updates InformativeSystem Status InformativeUpcoming Events/Calendar InformativeNew Hires/Arrivals InformativeEmployee Anniversaries/Milestones/Years of Service InformativeRecent Departures/Retirements InformativeVideos InformativePhotos InformativePodcasts InformativeStock Quotes InformativeStock Chart? InformativeWeather InformativeWorld Clocks/Office Time InformativeEmployee Spotlight InformativeContacts InformativeRecent Discussions InformativeQuick Links/Shortcuts/ NavigationSite Map NavigationTag Cloud NavigationSearch Box (Employee Search, Intranet Search, Etc) NavigationPolls FeedbackProvide Feedback Feedback

Component Name PurposeEmail This Page SharingPrint This Page SharingSearch Tips InformativeNew Job Openings/Postings InformativeQuick Start to Services NavigationHow do I/Training/Learning Materials InformativeAdvertisements InformativeNew Messages/Notes InformativeAvailability Dashboard InformativeUpcoming Calls/Web Meetings InformativeRecent Questions and Recent Answers InformativeCommunity Spotlight/Highlight InformativeSite/Department/Team Spotlight/Highlight InformativeInspiring Quote InformativeHighlighted/Urgent/Past Due Tasks InformativeMost Viewed Content InformativeMost Recently Contributed Content InformativeRecently Added Projects InformativeSurvey FeedbackBookmarked Content InformativeTop Searches InformativeDiscounts (Organizational for Retail) InformativeSales Goals InformativeVisitors/People Out Of Office InformativePhone List Informative

Balsamiq DEMO

Business Process Workshops

Visio 2010 Demo

Common Intranet Processes• Absence Reporting and Vacation Scheduling• Expense Reimbursement• Equipment and Room Reservation and Management• Meeting Planning and Management• Policy Review and Approval• Booking Travel• Interview Management and Hiring Processes• Training Sign Up and Management• Event Planning• Change Request Management• Timecard/Time Tracking• Product Planning• Help Desk Ticket Management• Compliance Support• Contacts Management• Inventory Tracking• Lending Tracking• Sales Lead Pipeline

Roadmap

MakingInformation Architecture

Decisions

The Importance of Making Good Information Architecture Decisions

Governance and IA?

Home Page

Functional Areas

Department Site – “Public”

Department Team Site – “Private”

Project/Initiative Team Sites

Personal Sites– My Sites

“PUBLIC” SITES: Open to all employees

TEAM SITES: Generally open to team members

Tightly controlled,

formal governance

Looser control, less formal governance

Some control, some formal governance

“PRIVATE” SITES: Open to business group members

Animated Slide Provider: Susan Hanley

Recommended Approach

Incorporate Feedback PlanningCouldn’t Find What You Were Looking For? Let Us Know (On Search Pages)

Do You Like The New Homepage Design? Click I Like It or Leave A Note!(Simple front end code/webparts means users don’t even have to go to the ribbon.)

Intranet Design or Improvement Contests

Want More? Give Users a Bookmark Feature and Analyze User BookmarksBlog New Features/Changes

and Encourage Comments

Provide Feedback Button & Custom List

How about a site review process where you encourage feedback?

SharePoint Containment Hierarchy

Documents, Items and Pages

Folders and Document Sets

Libraries and Lists

Site Collections

Databases

Web Applications

Servers

What we care about from an information architecture perspective.

SharePoint Containment Hierarchy

Metadata

ItemDocuments, Events, Pages, Custom Item, Image, etc.

ListsDoc Libraries, Pages, Calendars, Discussions, Surveys, etc.

SitesTeam Sites, Publishing Sites, Meeting Workspaces, etc.

Site Collections

Site Collection or Site (Subsite)?

Site Collection

When To Use A Site Collection

Site Collection 1 Site Collection 2

Webparts &Aggregation

Masterpages &Page Layouts

Search Across Site Collection Boundaries

Navigation Navigation

When To Use A Site Collection

Group A

Group B

Group C

Collection Admin A

Collection Admin B

Group Y

Group Z

Collection Admin Y

Collection Admin Z

Site Collection 1 Site Collection 2

Purpose of a List?• To Replace Excel

Spreadsheets

• To Track Complex Input From Multiple People

• To Centralize Storage and Retrieval of Content

• To Provide Validation, Easy To Use Online Forms

• To Reduce Duplication of Effort

One List or Multiple Lists?

When To Use a Single List• You want to simplify viewing the same set of

items. (When dispersed across many lists it requires additional effort to aggregate the lists).

• You want to search for items in the same location.(When dispersed across many lists it requires additional effort to configure search scopes).

• You want to easily apply consistent versioning, approval, metadata or form settings.

• You want to receive consolidated updates on the collection of items (alerts or RSS).

When To Use Multiple Lists• You don’t expect people to need summaries of

the items together.(When dispersed across many lists it requires additional effort to aggregate the lists).

• You need to apply different versioning, approval, metadata, or form settings.

• You want to distribute management of versioning, metadata, workflows or form settings.

• You do not need to receive consolidated updates (alerts or RSS).

Advanced Uses Of Lists

Calendar or Calendar View? Capabilities Calendar list Calendar view Supports direct creation and editing of calendar entries. Yes No

Supports calendar overlays and group calendars. Yes Doesn't apply Supports future dates without requiring creation of a stub. Yes No

Can view future dates once 'stubs' are created in the library or list. Doesn't apply Yes

List or library updates affect the calendar. No YesCalendar updates affect the list or library. Yes Not typically Simplest option if you already have a list that includes a date option. Yes

http://sharepoint.microsoft.com/Blogs/GetThePoint/Lists/Posts/Post.aspx?ID=554

One Library or Multiple Libraries?

When To Use a Single Library• You want to simplify viewing the same set of

documents. (When dispersed across many libraries it requires additional effort to aggregate the libraries).

• You want to search for documents in the same location.(When dispersed across many libraries it requires additional effort to configure search scopes).

• You want to easily apply consistent versioning, approval, metadata or form settings.

• You want to receive consolidated updates on the collection of documents (alerts or RSS).

When To Use Multiple Libraries• You don’t expect people to need summaries of

the documents together.(When dispersed across many libraries it requires additional effort to aggregate the libraries).

• You need to apply different versioning, approval, metadata, or form settings.

• You want to distribute management of versioning, metadata, workflows or form settings.

• You do not need to receive consolidated updates (alerts or RSS).

Require Check Out or Don’t?

How do we do it?

• Library tab• Library settings

Require Check Out?

Not Enabled By Default

Require Check Out?

When enabled bulk uploading or explorer view additions are checked out by default. Pro?

Require Check Out?

Work Around: Navigate to Manage Content and Structure and then to the library. Select all of the documents and choose Check In from the action menu.

Require Check Out?

You cannot edit multiple documents in datasheet view.

Require Check Out?

Work Around: By turning the require check out option off we can make edits in the data sheet view temporarily and then re-active require check out.

Require Check Out?

Workflows and code must check the file out before being able to update it/it’s metadata.

Require Check Out?

When required check out is enabled ‘storing files to local drafts’ is an enabled option.

Require Check Out?

Co-Authoring is disabled on libraries where check out is required.

• Office 2007 and Office 2010 let’s the user know it is being used by someone else.

• This eventually times out. (15 mins on XP – 60 mins on Vista/Win7)

• Other formats don't notify user.

Don’t Require Check Out?

Require Check Out?• You do not need to co-author documents.• You do not need to bulk update metadata.• There is typically a high number of people

updating the documents in this library.• Updates are made frequently to the same

documents by different people.

• You do need to co-author documents.• You do need to bulk update metadata.• There are few people updating documents

in this library.• Updates are not made frequently to the

same documents by different people.

Don’t Require Check Out?

List and Content Type Tip!

Default Content Types and Metadata Values

Navigating with Metadata Tip!

Navigating with Metadata, not Folders

Set up with Library Settings

Configure Setttings

Filters the list

Document Routing Tip!

Content Organizer and Routing

Configure the router

Configure settings

Create Rules

Create/Modify Rules

Use the Drop-off Library

Add a document

Enter Metadata

Detour: 2010 Metadata

Back to Drop-off library

Your document was moved

Rules don’t apply…

… it doesn’t get moved

Folder or Metadata?

The #1 rule of SharePoint?

Never use folders

Except when it makes sense

What’s wrong with folders?

• Deep structures hard to navigate

• Finding stuff is hard• Figuring out where to put

stuff is even harder• Stuck with a rigid structure• Search is not the silver

bullet

What’s the alternative?

Metadata = No more folders

• Filtering• Views

Really? No more folders? Ever?

• What situations would you use folders?• Subdivide large libraries/lists• Security/Permissions This is a favourite of mine

• Ease of use for users

Really? No more folders?Really?

Downsides of Metadata

• No free lunch (there is pain here)• Awful architectural choices to make– Multiple site collections• Good Practice• Bad for Metadata

• Maintenance headache– Can be mitigated • Define at top level if possible

Folders for easy permissions

• Create folder• Set permissions• Create view

without folders• Easy for users

(they only see what they are supposed to)

Folders and Default Values

The Sales document library

Drill down into Military folder

Drill down into Air-to-Ground

Add a new document here

Note: Some metadata prefilled

How did we do that?

• Library tab• Library settings

Column default value settings

Select a folder and set defaults

• Note folder inheritance

Set the default value

in SharePoint 2010

• Managed Metadata Service• Share Metadata across site collections• Multilingual Metadata (big gotcha )• Hierarchical Metadata• Navigate via Metadata (already discussed)• Keywords/Folksonomy (Out of scope today)• Folders can assign default metadata

(already discussed)

Term Store Management

Adding Terms

Turn off “Available for Tagging”

• Add sub elements: Proposal, Quote, Invoice• Leave “Available for Tagging checked”

Term Store Manager

• Painful & Slow• Needs a better way• I created a ‘toy’ to try out some ideas• http://bit.ly/ruveng-mmts– Article links to other solutions (Excel)

CSV file for Import to Term Store

To Sum Up…• SharePoint 2007– Folders BAAAAD!– Never use them– Except when the situation warrants

• SharePoint 2010– Folders GOOOOD!– Never use them– Except when the situation warrants

Folder or Document Set?

Folders vs. Document Sets

Document Sets vs Folders

Document Sets

Folders and Default Values

Document Library

Document

Folder

Document

Folder Folder Document

Document Set

Document

Folder

Document Set

Document

Sites vs Pages?

• See this great whitepaper by Susan Hanley and Scott Jamison

http://www.microsoft.com/download/en/details.aspx?id=12500

The Outcome

You need to understand all of the SharePoint objects, their limitations, and

their benefits to make effective decisions.

What to watch out for…There is always a trade off and all information architecture decisions should be constantly re-evaluated.

Putting it all Together(a case study approach)

Introducing multiMEGA Industries

The world’s leading supplier of Missiles, Produce and Soap

They Want A SharePoint Intranet!

Find and Involve Stakeholders

Educate Stakeholders

Context

UsersContent

Metadata

ItemDocuments, Events, Pages, Custom Item, Image, etc.

ListsDoc Libraries, Pages, Calendars, Discussions, Surveys, etc.

SitesTeam Sites, Publishing Sites, Meeting Workspaces, etc.

Site Collections

Define and Prioritize Objectives

Initial Discovery Workshop

Map Solutions to ObjectivesCentralize Knowledge and Resources

Enhance Collaboration

Adjust Site Structure and Taxonomy

Migrate File Shares

Create Dashboards

Implement Workflow Solutions

Configure Search Services

Branding

Direct Relationship Indirect Relationship

* Objectives/solutions should be more specific – Example purposes only.

Roadmap

Navigation Workshops

Document Inventory Workshops

Build Mind Map (based on inventory worksheet)

Common Intranet Processes• Absence Reporting and Vacation Scheduling• Expense Reimbursement• Equipment and Room Reservation and Management• Meeting Planning and Management• Policy Review and Approval• Booking Travel• Interview Management and Hiring Processes• Training Sign Up and Management• Event Planning• Change Request Management• Timecard/Time Tracking• Product Planning• Help Desk Ticket Management• Compliance Support• Contacts Management• Inventory Tracking• Lending Tracking• Sales Lead Pipeline

Business Process Workshops

Structured Approach for Navigation

Original Concept – 5 Steps to Structure SharePoint Sites

Wireframing Workshops

Common Intranet ComponentsComponent Name PurposeMessage from the President/Owner/Founder InformativeNews and Announcements InformativeBlog Updates InformativeWiki Updates InformativeSystem Status InformativeUpcoming Events/Calendar InformativeNew Hires/Arrivals InformativeEmployee Anniversaries/Milestones/Years of Service InformativeRecent Departures/Retirements InformativeVideos InformativePhotos InformativePodcasts InformativeStock Quotes InformativeStock Chart? InformativeWeather InformativeWorld Clocks/Office Time InformativeEmployee Spotlight InformativeContacts InformativeRecent Discussions InformativeQuick Links/Shortcuts/ NavigationSite Map NavigationTag Cloud NavigationSearch Box (Employee Search, Intranet Search, Etc) NavigationPolls FeedbackProvide Feedback Feedback

Component Name PurposeEmail This Page SharingPrint This Page SharingSearch Tips InformativeNew Job Openings/Postings InformativeQuick Start to Services NavigationHow do I/Training/Learning Materials InformativeAdvertisements InformativeNew Messages/Notes InformativeAvailability Dashboard InformativeUpcoming Calls/Web Meetings InformativeRecent Questions and Recent Answers InformativeCommunity Spotlight/Highlight InformativeSite/Department/Team Spotlight/Highlight InformativeInspiring Quote InformativeHighlighted/Urgent/Past Due Tasks InformativeMost Viewed Content InformativeMost Recently Contributed Content InformativeRecently Added Projects InformativeSurvey FeedbackBookmarked Content InformativeTop Searches InformativeDiscounts (Organizational for Retail) InformativeSales Goals InformativeVisitors/People Out Of Office InformativePhone List Informative

Identify Key Pages

Mockup Key Pages

Improve Usability

The Outcome

A well planned information architecture approach will lead to better results.

What to watch out for…Iterative improvements are necessary and should leverage a model like the

one we just walked through.

Thank You Organizers, Sponsors and You for Making this Possible.

Questions? Ideas? Feedback? Contact us:

Twitter: @RuvenG & @RHarbridge

Blogs: spinsiders.com/RuvenG & RHarbridge.com

Email us: RuvenG@Navantis.com & Richard@RHarbridge.com

Resources: http://www.PracticalIntranet.com

Information Architecture Tips and Tricks

Make it easier to work with

Powerful Columns You Probably Didn’t Know About

Make it easier to work with

Why Leveraging SharePoint Blog Features for News is a Great Idea

Choice vs Lookup Column

• Susan Hanley – At it again! http://cloud.snappages.com/b8898dc2c08e137d03449de65b9e82e108c15658/Choice_v_Lookup_Column_Tradeoffs.pdf

Time Challengesin SharePoint Projects

Giving Estimates

Two Simple Tricks For Making Better Estimates

Never Give a Single Number

6 Hours!

At least 2 hours… 4 hours maybe?

How Long Will X Take You?

16? Way too much. 8 Tops.I better pick something in between…

Forgotten/Not Shared Now That We Have Our Magic Number

Always Give Ranged Estimates

Ranged Estimates Help Communicate Confidence and Set Expectations

2-8 Hours!

Are You Confident In That Range?

ORWithin RangeActual Result

OVERCONFIDENT

LESS CONFIDENT

90% Confident

Give 90% Confident Ranged Estimates

2-8 Hours!

Within Range

Visualizing Timelines

An easy way to create shared understanding of the impact estimates make on projects.

Visualizing Existing Timelines

A great way to take existing project timelines and set stakeholder expectations or communicate impact of changes.

The OutcomeUsing an Iterative Approach keep learning impact in mind, use Visio

Timelines to foster shared understanding and commitment.

What to watch out for…Expectation is the timeline killer. If

everyone has the same expectations then the timeline is never ‘off’.

IBIS Dialog Mapping

Productivity Hub

IUseSharePointDownload and install the ‘lunch’ and learn module - an interesting idea.

SharePoint Permissions

AD Groups or SharePoint Groups?

Advantages DisadvantagesSharePoint Group

• Not reliant on AD (if your AD is a mess)

• Distributed ownership and management options

• Managed by users• Can be managed by the

SharePoint Object Model• Members of these groups are

visible to users in SharePoint.

• Only used in SharePoint• Managed by (potentially)

untrained users• One more place to manage

security (independent of AD)• Cannot contain another

SharePoint group as a member.

Active Directory Group

• Managed by domain administrators

• Available in many systems• Centralized management and

easier removal

• Difficult to determine permissions assigned to people

• Requires lots of planning• Members of these groups are

not visible in SharePoint.• User can only be a member of

1024 AD groups (recursively).

SharePoint Groups vs AD Groups

Item Level Permissions

Best Practi ces For Using Fine-Grained Permissions Whitepaper

“Item Level” Permissions

Web Level Permissions

Targeted Code

New in SharePoint 2010 SPRoleAssignmentCollection.AddToCurrentScopeOnly

The Outcome

There are many ways that we can improve usability of SharePoint and as a

result improve our Information Architecture.

What to watch out for…Tips and Tricks are not enough to

ensure successful Information Architecture.

Thank You Organizers, Sponsors and You for Making this Possible.

Questions? Ideas? Feedback? Contact us:

Twitter: @RuvenG & @RHarbridge

Blogs: spinsiders.com/RuvenG & RHarbridge.com

Email us: RuvenG@Navantis.com & Richard@RHarbridge.com

Resources: http://www.PracticalIntranet.com

SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Technology

Transcript of SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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