Designing and applying information architecture for SharePoint and ...
48
Transcript of Designing and applying information architecture for SharePoint and ...
SPC229 - Designing and Applying Information Architecture for SharePoint and Office 365Agnes MolnarSharePoint Server MVP
SPC229
Israel Vega, JrSharePoint
Architect
AgendaWe will share design tips, tricks, challenges, gotchas and workarounds that cover:All on premiseAll on premise with an eye on the cloudAll in the cloudHybrid
Specific focus on what is possible OOTB or with little configuration
Information ArchitectureThe art and science of organizing and labeling the CONTENT(documents, web sites, blog posts, database entries, etc.) to support findability and usability
Measuring the Importance of IACost of findingCost of not findingCost of developmentValue of learning
How much does not locating relevant information in a timely fashion information cost?
No GovernanceBad Naming:Document1.docxJoeLibraryList1
No structureUploading everything to “Shared Documents”
Creating/Uploading content in the wrong placeMarketingCampaign2013.pptx in the Campaign2012 folderCustomer1.docx on the Customer2 site
With GovernanceNaming convention:Content Type: Marketing Campaign TemplateTerm: Europe / United Kingdom / London
Use StructureContent Type HierarchySite ColumnsManaged Metadata hierarchy
Keep your structure “clean”
Common IA Design Starting Points
User Interface
User ScenariosTechnology
CostCapabilitie
s Limitations
RandomlyBusiness
Needs IT restriction
s
Governance Plan
Actually the Same
Politics
Willingness to train
SharePoint IA Components
Document ID
Subsites/webs Site Policies lists and
libraries
Fields and columns Yammer Document
Policies Social Tags Content types
Enterprise Keywords User profiles Audiences
Document Sets
Web applications Workflows Sites Site Templates Governance
Content Organizer
RulesSecurity
Recommended Minimum ComponentsMetadataContent, search, implied, structured, developer, workflowField types
Site StructureIn SP 2010 these were equalIn SP 2013 these can be different for publishing sites
Navigational structuresHierarchy, random, functional, topics, groups, format, locationGrouping structures hierarchy for hierarchy sakeConsider reorgs and alignments
Navigation ComponentsGlobal NavigationLocal NavigationBreadcrumbs
Site TypesSite classificationSite Templates
Visual LayoutsMaster PagesPage LayoutsWeb Parts
Example Site Architecture (Master Pages)
Home
Products
Product
News
Content
Services
Content
HR
Content
IT
Content
Search
MP 1
MP 2
MP 3
Product Sites
MP 4
Don’t know where to start?According to http://www.nngroup.com/articles/intranet-information-architecture-ia/ Jacob NielsenCompany, human resources, news are common among most intranets
Example Site Architecture (Layouts)
Home
Products
Product
News
Content
Services
Content
HR
Content
IT
Content
SearchLayout 1
Layout 2
Layout 3
Layout 4
Layout 5
Example Content Types
Legal Document
Item/Document
Company Document
SalesDocument
FinanceDocument
Never Modify!!
Content Disposition
Core Metadata
Navigation Concepts In SP 2013LogicalGlobal Navigation – Top level places to goSecondary Navigation - PeersCurrent - Where I amRecent – Where I have beenBreadcrumb – Navigation path to here
PhysicalStructuralManagedSuite barQuick linksBreadcrumb *RibbonCustom
Page TypesHome
Summary of Summaries
Summaries
DetailContent rollups of
information or rollups of rollups
Detailed content page
Most likely not edited, just summarized from
content below
Example Home Page Wireframe Overlay
Page picture
News Rollup
Top Navigation Search
Content Type: HomePageLayout: HomePage
Required Content Fields:
Author
Required Administrative Fields:
TitlePage Title
Required Developer Fields:
Example Content Page Wireframe Overlay
Content Type: ContentPageLayout: ContentPage
Required Content Fields:
TitleSub TitleBy LineBody Content
Required Administrative Fields:
Page TitleLast Modified
Required Developer Fields:
Page Thumbnail
Title Page Information
Top Navigation
Page Image
Sub title
Body Content
Search
Example Product Page Wireframe Overlay
Content Type: ProductPageLayout: ProductPage
Required Content Fields:
TitleSub TitleProduct Name (MMS)Product Contact EmailProduct IntroBody Content
Required Administrative Fields:
Page TitleLast Modified
Required Developer Fields:
Page ThumbnailProduct Id
Title
Summary Content
Page Information
Department Image
Top Navigation Search
Page ImageSub Title
Product IntroProduct
Info
FAQ list
Site TypesSite Templates *Determine basic behaviorProvide basic starting pointCan be customized
ExamplesTeam SitesPublishing SitesBlog
Cloud only
Crawled Properties
Mapped Properties
Search Properties Design Example
Project Number
Client Name
Project Financial ID
Project Number
External Content
CustomerNoProjectNo
Unstructured Content
Project NBRClientNumberClientName
List dataProject IDClientID
Client Name
Content TypeProject IDCustomer
Quick Survey - Who are you?Brand new to SharePointPrevious versionIntegrating with something elseMigrating to the cloudAlready in the cloudHalf in the cloud
Our Recommended IA Process1. What are you trying to do?2. Why are you trying to do it?3. How will you know you did it right?4. How will you know you did it wrong?
1. WHAT ARE YOU TRYING TO DO?
… plan a SharePoint implementation Do workshops Do ask the users Do get input from IT Do plan and design Do have a vision beyond the initial rollout
Don’t try to design it all -it will be wrong the first time
Don’t build it first, then plan it
Don’t customize day 1
Don’t start without knowing what product can do“Know your enemy and know yourself” … - Sun
Tzu
… start a migration
Inventory current stateGet your existing taxonomyCount the things - documents, document types, document sizes, content categoriesContent clean up, OwnersSecurity
Understand how do things get managed (now and future state)Groups, peopleLegal, content disposition
Understand what is working, what is not
…plan for the first timeSeriously evaluate the cloud firstFigure out why it won’t work and how you could make it workKnow where will SharePoint play in your organizationBased on that, organize around those use casesSystems of record for content and data
You don’t have to model everything
… organize sites
Information that relates to everyone
Information that relates to me
Information I need to knowInformation I may
want to understand Things that I work on
… standardize information lifecycleUnderstand scaleThink governance firstKnow your limitsMUST - This word, or the terms "REQUIRED" or "SHALL"MUST NOT - This phrase, or the phrase "SHALL NOT"SHOULD - This word, or the adjective "RECOMMENDED"SHOULD NOT - This phrase, or the phrase "NOT RECOMMENDED"
Know what can be enforced and howPolicyTechnologyNot enforced
…author in many places, consume in oneFeature: Cross Site PublishingCatalog pagesPublishing site collectionsFriendly URLsTerm driven pagesSearch
ScenariosMultilingualSeparate authoring containersInternet SitesContent catalogs
BenefitsSeparate content from presentationAuthor autonomyPortal is dynamic and aliveAvailable in the cloud (for specific plans)
ChallengesTakes effort in designContent type and metadata separationSearch driven paradigm
2. WHY ARE YOU TRYING TO DO IT?
Typical Reasons for SharePoint Deployment TechnicalStorageCost
AdoptionEase of deploymentSocial
MigrationFile sharesExisting SharePoint
FunctionalSearchOrganization
Migrating to the Cloud?On Premise to the Cloud – Potential challengesManaged PathsMultiple web applicationsHost Header Site CollectionsCustom Site definitionsHeavy customizationsLarge content sources
Making Search Better
Content
Ranking
Crawling & Indexing
Display Results
SharePoint
Optimizing
AdminsUsers
I’m not ready to go completely to the cloud
Hybrid Integration-What Goes “Cloud”Workload SeparationWorkload Sun-setting (Old stays, New goes)Provisioning and use based business impactBased on user access needs/licensingBranding Separation/IntegrationMay lead to confusion
Search Driven ApplicationsLOB/Cloud App Integration
Hybrid Site Structure Planning
Projects
Legal Finance
Office 365Intranet SocialMySites MySites
Sales
Finance
SalesHR HR
Hybrid Demo Site Structure Design
Legal Finance
Office 365Intranet SocialMySites MySites
SalesHR
ProjectsProjects
SalesHR
Hybrid Taxonomy Example
Not the same
Inside Taxonomy
Cloud Taxonomy
Hybrid Search VerticalsOn Premise Search Vertical O365 Search Vertical
3. HOW WILL YOU KNOW YOU DID IT RIGHT?
Measure, Measure, MeasureYou can’t improve what can’t measureKnow what success looks likeYou will get it wrong
Implement
Govern
Measure
Improve
4. HOW WILL YOU KNOW YOU DID IT WRONG?
Related ContentCode Title
SPC 207 Best practices for Information Architecture and Enterprise Search
SPC 217 Making SharePoint Collaboration Rock by Increasing Discoverability
SPC 226 Content Types, Managed Metadata, and You
SPC 229 Designing and applying information architecture for SharePoint and Office 365
SPC 247 Successful team collaboration with Yammer & SharePoint
SPC 300 A strategic and pragmatic conversation on governance
SPC 329Migrate your data and documents efficiently to SharePoint Online and SkyDrive Pro
SPC 346SharePoint for large scale records management - hundreds of millions of documents and beyond!
SPC 357 Developing an intranet on Office 365
MySPC Sponsored by
connect. reimagine. transform.
Evaluate sessionson MySPC using yourlaptop or mobile device:myspc.sharepointconference.com
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
