SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect

SPTechConThe SharePoint Technology Conference




Practical Tools and Techniques for the SharePoint Information Architect

#SPTechCon @rharbridge @ruveng

Facilitated By: Richard Harbridge and Ruven Gotz





Who am I?

I





Ruven Gotz

Toronto

@ruveng

spinsiders.com/ruveng

[email protected]





The Goal isSuccess





SharePoint is

huge





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

17


Ruven Gotz

I don't understand the wording on this slide





Take Away: Knowledge You Can Use

18






Our Goal Today…

From Here To Here





What We Will Cover Today:

1. What Is SharePoint?2. Understanding SharePoint Governance3. Requirements Definition and Mapping4. Visualizing and Communicating SharePoint Concepts5. Making Information Architecture Decisions6. Case Study Approach (Implementing SharePoint IA)7. Information Architecture Tips and Tricks





What We Won’t Cover (In Depth) Today:

1. Records Management (and Information Policies)2. Search Architecture and Considerations3. Planning For Multiple Languages4. Column Decisions (Choice Column vs Managed

Metadata Column vs Lookup Column etc…)5. Audience Targeting






1.What Is SharePoint?2. Understanding SharePoint Governance3. Requirements Definition and Mapping4. Visualizing and Communicating SharePoint Concepts5. Making Information Architecture Decisions6. Case Study Approach (Implementing SharePoint IA)7. Information Architecture Tips and Tricks





What is SharePoint?





What is SharePoint?

Why does your organization use SharePoint?

Step 1: Please Fill Out The Fields…

Step 2: Give This Sheet To Someone Close By

Step 3: We Will Collect Your Responses

Meet Joe

Hi!

At Joe’s Company…

Decision Makers don’t have Enough Information

The CFO needs to Reduce Costs

IT Services Struggles to Keep Up

People Are Having Trouble Finding What They Need

And

So Joe has an Idea!

Since…

Awesome! Not as awesome.

And Everyone in Joe’s Company uses Microsoft Office…

SharePoint is the Perfect Fit!

What is SharePoint?

to IT Services?What is SharePoint

#SPSMI @RHarbridge

The Main Point of Implementing SharePoint: SharePoint eventually allows Business Users to

develop and implement business solutions that use technology without IT’s direct involvement.

SharePoint and IT

Enable Solutions

#SPSMI @RHarbridge

When I Say “SharePoint Integration” You Probably Think Of This...

Secondary (But Important) Points: SharePoint’s integration with technologies you

already use and it’s extendibility are invaluable.

SharePoint and IT

#SPSMI @RHarbridge

The Reality: IT struggles with supporting another technology.

SharePoint and IT

Information

Search

Collaboration

ManagementControl

Process

InformationInformationInformationInformation

IT Information Overload

Information

Search

Collaboration

Management

Control

ProcessForms Services

Business Intelligence

Personalization

Records Management

Information

Search

Collaboration

ManagementControl

Process

IT Platform Benefits

to the Business?What is SharePoint

SharePoint f-Lawsf-Law 1: The more comprehensive the definition of governance is, the less it will be understood by all

f-Law 2: There is no point in asking users who don’t know what they want, to say what they want

f-Law 3: The probability of project success is inversely proportional to the time taken to come up with a measurable KPI

f-Law 4: Most stated governance objectives are platitudes – they say nothing but hide behind words

f-Law 5: Confidence is the feeling that you have until you understand the problem

http://www.cleverworkarounds.com/vid/Paul%20keynote/Player.html (1 hour talk)

http://www.cleverworkarounds.com/vid/Paul%20keynote/Player.html

http://www.cleverworkarounds.com/vid/Paul%20keynote/Player.html

f-Law 4: Most stated governance objectives are platitudes – they say nothing but hide behind words - If you cannot reasonably disagree with an objective, or measure it, then it is a platitudePlatitudes:• “Collaboration will be encouraged”• “A best-practice collaboration platform”• “To provide the best collaborative experience for our users”

Non-platitudes:• “We are proving that we can grow the organisation while

reducing email volumes and centralising document storage”• “By building communities of practice, we prove that we can

reduce information overload and allow our users to find the right expertise”

Back On Track

to the Business?What is SharePoint

Prioritize and Plan

Centralize Knowledge and Resources

Enhance Collaboration

Automate and Improve Business Processes

Enhance Governance Model

Reduce Redundancy and Improve Efficiency


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%

Map Solutions to Objectives






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.

SharePoint Solutions (Evolution)

*Super Simplified

Business Intelligence

Driven

Business Process Driven

Collaboration Driven

Information Driven

Communication Collaboration Workflow/ Auditing

Reporting

Dashboards

Map the needs of the organization to the right

technology…

Perform in depth product comparisons and evaluations

Like this one…

Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive

SharePoint is not a Silver Bullet…

SharePoint is not a Silver Bullet at NothingButSharePoint.com

https://www.nothingbutsharepoint.com/sites/eusp/Pages/SharePoint-is-not-a-Silver-Bullet.aspx

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

2007

2010

Online

On Site

It’s Big Ecosystem

It’s not just a feature to feature comparison

People

Process

Technology

So Joe does all that good research and…

SharePoint is a part of his overall Enterprise Technology Plan





The Outcome

Within an overall enterprise technology plan SharePoint and it’s solutions meet

specific business needs.





What to watch out for…“Technology provides no benefits of its own; it is the application of technology to business opportunities that produces

ROI.” – Robert McDowell






1. What Is SharePoint?

2.Understanding SharePoint Governance3. Requirements Definition and Mapping4. Visualizing and Communicating SharePoint Concepts5. Making Information Architecture Decisions6. Case Study Approach (Implementing SharePoint IA)7. Information Architecture Tips and Tricks





Why Do I Need Effective Governance?

There are big risks that are almost always realized when you

don’t have it!

SharePoint Sprawl

“First I added three floors but then the house looked ungainly, like a mushroom," he said. "So I added another and it still didn't look right so I kept going…”

He was only intending to build a two-story house - larger than those of his neighbors to reflect his position as the city's richest man.

Risk: Un-Managed Sites and Content were not periodically reviewed for accuracy and relevance.

Quality Deterioration

Risk: Did not ensure that content quality is maintained for the life of the portal.

http://www.imdb.com/media/rm1367186432/tt0114781

Risk: Did not consistently provide a high quality user experience.

Frustration Failure

Priority ParalysisProject Priority

Fileshare Migration 1Partner Extranet 1Executives Kitten Picture Rotator 1Legacy Application Integration 1Governance Planning 1Put Out Server Room Fires 1

Risk: Did not establish clear decision making authority/ownership and escalation procedures so that conflicts and/or policy violations are resolved in a timely manner.

Ineffective Use of Time/Resources

Risk: Did not ensure that the portal strategy is aligned with business objectives so that it continuously delivers business value.

It’s not just about insuring against or mitigating those risks!

Without effective governanceorganization, performance, and

capability are significantly reduced.

What does that mean?

Without Governance

Executing Governance

With Governance





The Outcome

You can now communicate why Governance is important/required.





What to watch out for…It’s not insurance.

It makes your SharePoint investments more successful.





Building The Governance Teams

How do we start?

Recommended Governance TeamsThere are typically 5 teams for SharePoint Governance:

Business Strategy TeamSolutions/Technical Strategy TeamTactical Teams:

Tactical Operations Team

Tactical Development Team

Tactical Support Team

The Strategy Teams

Governance Teams


Tactical Operations Team Tactical Development Team Tactical Support Team

Business

IT

Decentralized

Centralized

Business Strategy TeamSample Representative Interests

Executive Sponsor

Knowledge Management

Information/Technology Services

Finance

Sales and Marketing

Human Resources

Legal and Compliance

Operations

People Development and Training

Administration

Role: Provide strategic insight, direction and prioritization for the portal.

Define, Prioritize and Plan

Governance Teams



Solution (Technical) Strategy TeamRole: Provide technical insight, direction and prioritization for the portal. Sample Representative Interests

Application Development

Infrastructure

Enterprise Architecture

Security


CommunicationsTip: If a business direction requires new integration or effort with other technologies then a technical representative for that technology will be necessary.

Map Solutions to ObjectivesCentralize Knowledge and Resources






Migrate File Shares

Create Dashboards



Branding


* Objectives should be more specific – Example purposes only.

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…

Defining Clear Objectives and Priorities High Level Solutions Definition and OwnershipHigh Level Platform ClassificationCommunication Planning and ManagementResource/Capability ManagementExpectation Management

Strategic Responsibilities

Information Architecture and Governance Areas

Above The Line versus Below The Line

Permanent central portal- Few authors/Many readers

DepartmentalPortlets

Projects & Workspaces

My Sites

Communication Portal• Central navigation • Central taxonomy• Divisional stakeholders• Enterprise search

Personal

Collaboration•Local taxonomies•Local search

Departmental portlets• Departments• Resources• Business Processes- Few authors/Many readers

Semi Structured Team sites- Multiple authors

Blogs, bios, Social

CentralPortal

Incr

easi

ng S

tric

tnes

s of

Gov

erna

nce

The Tactical Teams

Governance Teams



The Tactical Operations TeamRole: Provide operational (IT-related) support and maintenance for the system infrastructure

Sample Representative Interests

Infrastructure

Active Directors

Networking

Servers and Environments

Quality Assurance

Security

Databases

They manage the more routine maintenance of the system by performing nightly backups, performance monitoring and analysis, and keeping the environment current with security releases and upgrades.

Objectives/Priorities Disaster Recovery Plan Storage and Quota Policies Monitoring Plans Maintenance Plans Service Level Agreements Security Policies Deployment Process, Policies, and Schedule

Operations Responsibilities

Governance Teams



The Tactical Development TeamRole: Customize/configure, personalize, and leverage SharePoint to achieve business objectives.

Sample Representative Interests

SharePoint Designer

Visual Studio

Source Control

Quality Assurance

Webparts

TemplatesThis team is a loosely-knit community who's membership ranges from highly skilled programmers to technically savvy end users in charge of personalizing departmental team sites.

Objectives/Priorities Branding Guide SharePoint Designer Policy Workflow Policy Development Standards (Including OOTB vs Custom) Development Environment Policy Testing Requirements Deployment Process, Policies, and Schedule

Development Responsibilities

SharePoint Standards Online

http://www.spstandards.com/

Deployment Process/Policies

Extremely Important! Ensure you have clear schedules and ownership.

Governance Teams



The Tactical Support TeamRole: Provide support of the SharePoint applications and platform. Sample Representative Interests

Support and HelpDesk


Knowledge Management

Taxonomy and Ontology

Navigation and Organization

CoachingCreates and manages a support system with effective training and proper channels of question or issue escalation and resolution. This team should also include influential users and leaders.

Objectives/Priorities Site Classification and Platform Classification Site Provisioning Process/Questionnaire User Expectations Agreement Roles and Responsibilities Support Agreement(s) Training and Communication Plans MySite Policies (Pictures)…

Support Responsibilities

User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management

Support Responsibilities

SharePoint Standards Online

http://www.spstandards.com/

Multiple Tiers for Escalation

Tactical Support Team

Help Desk

Site Administrators

End Users

Learning Libraries/Online/Help

(You can’t know everything)

Measure SupportLearn and use data to be proactive.

Sample Support Flow

Consultants, MS and Vendors

Tier 5

Tier 4

Tier 3

Tier 2

Tier 1 End Users

Site Owner

Site Collection Administrator

Help Desk

Security Environment

Third Party Support

SharePoint Administrator

SharePoint Developer

SharePoint Architect

Consultative Support

Governance TipIf possible have one member in all of the Governance teams or some members across multiple teams!





The Outcome

Everyone Achieves a Shared Understanding of SharePoint Related

Processes.





What to watch out for…Not just documents, policies, and

procedures. It is an active and ongoing process.





Governance Resources

IS

Use them.

Governance Checklist

TechNet, Community and More..

are

Use them.

FRAMEWORKS

No Single “Approach”

Projects

Tasks

Communities

Practices

ITIL Framework

COBIT Framework

SharePoint Deployment and Governance using COBIT 4.1

Chennault & Strain

http://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177

http://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177

Microsoft Operations Framework (MOF)

SharePoint Maturity ModelSadalit van Buren

http://sharepointmaturity.com

http://sharepointmaturity.com/





The Outcome

There is a ton of material out there to support you.





What to watch out for…External best practices, policies,

standards, and ideas may or may not be the right fit.





1. Understand The Need For Governance2. Build Your Governance Teams3. Understand How SharePoint Is/Should Be Used4. Develop/Practice Guidance and Policies5. Return to Step 2 and Repeat Steps 2 through 46. You Have Perfect Governance

Steps to Effective Governance…

You Can Never Truly Achieve Perfect Governance.

So long as you are performing the steps you are achieving Effective Governance.






1. What Is SharePoint?2. Understanding SharePoint Governance

3.Requirements Definition and Mapping4. Visualizing and Communicating SharePoint Concepts5. Making Information Architecture Decisions6. Case Study Approach (Implementing SharePoint IA)7. Information Architecture Tips and Tricks





Requirements Definition and Mapping

What makes something a requirement?

We can do that for $10

We can do that for $1 Million

We require a jumbo solution to get to our destination

Sometimes, you do need this

It’s the destination that matters: The outcome

Kitchen sink projects

Your project will change over time

Unexpected things happen

More than half of “required” features never get used

Result of a kitchen sink project

Shift gears

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

Sites

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





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.





What We Will Cover Today:1. What Is SharePoint?2. Understanding SharePoint Governance3. Requirements Definition and Mapping

4.Visualizing and Communicating SharePoint Concepts

5. Making Information Architecture Decisions6. Case Study Approach (Implementing SharePoint IA)7. Information Architecture Tips and Tricks





Understanding Metadata(and how to explain it to others)

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

Class

Animal Kingdom


Mammals


Squirrels Mice


Real Hamsters

Short-tailed dwarf

hamsters

Djungarian dwarf

hampsters

Roborovski Hamster

Long-tailed dwarf

hamsters

Voles Gerbils



Taxonomy

Order

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

Genus

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

Large

Urban

Not Associated University

Rural

Medium Small

Clinics Mobile

Sales Web Design Newsletter Social

Taxonomy

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

Shared Drive Zoo X:

Production Sales & Marketing

Marketing

Major Hospitals Commercial Industrial Government Healthcare

Labs Hospitals

Private Public

Large

Urban

Not Associated University

Rural

Medium Small

Clinics Mobile Colleges

Big Small

Sales Web Design Newsletter Social

Moving this mess to SharePoint makes it worse

SharePoint Sux

The #1 rule of SharePoint?

Never use folders

Except when it makes sense

ever

Folders for Security

Permissions assigned per folder

Folders in SP2010 – They’re back!

• Combine metadata and folders• Best of both worlds

A SharePoint Taxonomy (Navigation)

Customer Type• Lab• Hospital• Clinic• Mobile

Sector• Private• Public

Size• Large• Medium• Small

Location• Urban• Rural

University• Yes• No

A SharePoint Taxonomy (Metadata)

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.





Practical Applications of Mind Mapping

Same Page

Abstract

Concrete

Mind Mapping Demonstration

IBIS mapping demonstration

http://www.cognexus.org/

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

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

What are the types of card sort?

Open & Closed

Open card sorting process

Ford

Ferrari

Rolls RoyceHonda

Snake

Gerbil

Mouse

Dog

Cat

Results

Ford

Ferrari

Rolls RoyceHonda

Snake

Gerbil

Mouse

Dog

Cat

PetsCars

But not always what you expect

Ford Ferrari

Rolls Royce

Honda

SnakeGerbil

Mouse

Dog

Cat

ScaryCute Domestic European

Japanese

But not always what you expect

FordFerrari

Rolls RoyceHonda

Snake

Gerbil

Mouse

Dog

Cat

LuxuryAnimals Regular

Analysis

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



Back On Track

Navigation workshops

Navigational Map

Document inventory workshops

The Inventory Worksheet

Ruven Gotz

This needs to be expanded

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; hone your meeting

facilitation skills to retain control and obtain value





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

Wireframing Tip!

Don’t Forget Consistency

Each Page Design Should Be Consistent

Consistency Across User Environments

Modify Provisioned Site (or Templates) Based on Need

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





Time Challengesin SharePoint Projects

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.

Opportunistic driven learning

Image from Paul Culmsee

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’.





What We Will Cover Today:1. What Is SharePoint?2. Understanding SharePoint Governance3. Requirements Definition and Mapping4. Visualizing and Communicating SharePoint Concepts

5.Making Information Architecture Decisions6. Case Study Approach (Implementing SharePoint IA)7. Information Architecture Tips and Tricks





MakingInformation Architecture

Decisions

The Importance of Making Good Information Architecture Decisions

SharePoint Containment Hierarchy

Documents, Items and Pages

Folders and Document Sets

Libraries and Lists

Sites

Site Collections

Databases

Web Applications

Servers

Farm

What we care about from an information architecture perspective.

SharePoint Containment Hierarchy

Metadata

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

Folders and Document Sets

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

SitesTeam Sites, Publishing Sites, Meeting Workspaces, etc.

Site Collections

Site Collection or Site (Subsite)?

OR

Site Collection

When To Use A Site Collection


Site Collection 1 Site Collection 2

Webparts &Aggregation

Webparts &Aggregation

Masterpages &Page Layouts

Masterpages &Page Layouts

Search Across Site Collection Boundaries

Navigation Navigation


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

Recommended Approach

Bob Mixon on SharePoint 2007 Site Collections

http://bob-mixon.blogspot.com/2009/07/sharepoint-2007-site-collections-and.html



Richard Harbridge

Map to Governance Pyramid

SharePoint Permissions

AD Groups or SharePoint Groups?

OR

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

http://www.microsoft.com/downloads/en/details.aspx?FamilyID=8176a682-45e9-4d28-b161-5aac4056ed53

“Item Level” Permissions



Web Level Permissions



Targeted Code


New in SharePoint 2010 SPRoleAssignmentCollection.AddToCurrentScopeOnly


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?

OR

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

One Library or Multiple Libraries?

OR

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).

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?

OR

The #1 rule of SharePoint?

Never use folders

Except when it makes sense

ever

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)

http://bit.ly/ruveng-mmts

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?

OR

Folders vs. Document Sets

Document Sets vs Folders

http://sharepoint.microsoft.com/Blogs/GetThePoint/Lists/Posts/Post.aspx?ID=462



Document Sets





Folders and Default Values


Document Library

Document

Folder

Document

Document

Folder Folder Document

Document Set

Document

Folder

Folder

Document Set

Document

Document





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.





What We Will Cover Today:1. What Is SharePoint?2. Understanding SharePoint Governance3. Requirements Definition and Mapping4. Visualizing and Communicating SharePoint Concepts5. Making Information Architecture Decisions

6.Case Study Approach (Implementing SharePoint IA)

7. Information Architecture Tips and Tricks





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

Enable Solutions

Define and Prioritize Objectives

Initial Discovery Workshop

Map Solutions to ObjectivesCentralize Knowledge and Resources






Migrate File Shares

Create Dashboards



Branding


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

Roadmap

Information Architecture and Governance Areas

Above The Line versus Below The Line

Permanent central portal- Few authors/Many readers

DepartmentalPortlets

Projects & Workspaces

My Sites

Communication Portal• Central navigation • Central taxonomy• Divisional stakeholders• Enterprise search

Personal

Collaboration•Local taxonomies•Local search

Departmental portlets• Departments• Resources• Business Processes- Few authors/Many readers

Semi Structured Team sites- Multiple authors

Blogs, bios, Social

CentralPortal

Incr

easi

ng S

tric

tnes

s of

Gov

erna

nce

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

http://kjellsj.blogspot.com/2010/08/classification-and-structuring-of.html

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

Setup Your Governance Teams

Implement the steps• Find the stakeholders• Establish steering committee• Determine the goals of the project (no platitudes!)• “Requirements” Gathering Workshops• Roadmap and Timelines• Defining personas (who is our audience or

audiences)• Card sorts• Navigation workshops• Wireframing workshops• Business process workshops • Document and Taxonomy workshops

Govern

an

ce





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.





1. What Is SharePoint?2. Understanding SharePoint Governance3. Requirements Definition and Mapping4. Visualizing and Communicating SharePoint Concepts5. Making Information Architecture Decisions6. Case Study Approach (Implementing SharePoint IA)7. Information Architecture Tips and Tricks

1. Platform For Solutions That Achieve Business Objectives2. Effective Teams, Patterns, And Practices Are Critical3. Requirements Need To Be Carefully Considered4. Shared Understanding And Shared Commitment Are Key5. Every Decision Is More Effective With More Information6. Practice And Experience Really Help7. There Is So Much Out There You Can Use To Help

Practical SharePoint IA Review…





What We Will Cover Today:1. What Is SharePoint?2. Understanding SharePoint Governance3. Requirements Definition and Mapping4. Visualizing and Communicating SharePoint Concepts5. Making Information Architecture Decisions6. Case Study Approach (Implementing SharePoint IA)

7.Information Architecture Tips and Tricks





Information Architecture Tips and Tricks

Make it easier to work with


Powerful Columns You Probably Didn’t Know About

https://www.nothingbutsharepoint.com/sites/eusp/Pages/Powerful-Columns-You-Probably-Didn%E2%80%99t-Know-About.aspx


Why Leveraging SharePoint Blog Features for News is a Great Idea

https://www.nothingbutsharepoint.com/sites/eusp/Pages/Why-Leveraging-SharePoint-Blog-Features-for-Intranet-News-is-a-Great-Idea.aspx

IBIS Dialog Mapping

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

http://www.rharbridge.com/?p=426

Always Give Ranged Estimates


Ranged Estimates Help Communicate Confidence and Set Expectations

2-8 Hours!


Are You Confident In That Range?


2-8




ORWithin RangeActual Result

OVERCONFIDENT





LESS CONFIDENT





90% Confident


Give 90% Confident Ranged Estimates


2-8 Hours!

Within Range

=






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.





Full Name

Email Address

Role(s) IT Pro Developer End User Architect Biz Analyst

Helps us understand where your experience with SharePoint has been and what roles were contained in our workshop audience.

Allow Us To Keep In Touch And Send You SharePoint Information Architecture Resources

Would you recommend this workshop to a colleague or friend?





What did you like best or what did you find useful?

What was missing or what would you have liked to see?





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: [email protected] & [email protected]

Resources: http://www.PracticalIntranet.com

http://www.rharbridge.com/

mailto:[email protected]

mailto:[email protected]

http://www.practicalintranet.com/

SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect

Technology

Transcript of SPTechCon - Practical Tools and Techniques for the SharePoint Information Architect