sharepoint saturday toronto - practical sharepoint ia - july 20 2013
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My talk for SharePoint Saturday TorontoTRANSCRIPT
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Ruven Gotz
Practical SharePoint Information Architecture
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Thanks to our sponsors!
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Join our local users groups
Toronto SharePoint Users Grouphttp://www.meetup.com/TorontoSPUG/
Toronto SharePoint Business Users Grouphttp://www.meetup.com/TSPBUG/
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© 2012 Ruven Gotz
SharePoint can be dangerous to your career!
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© 2012 Ruven Gotz
Expectations are set very high
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Reality: The waters can be rougher than expected…
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…but the results can make it worthwhile
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© 2012 Ruven Gotz
What is an Information Architect?
http://www.flickr.com/photos/racingmix/274777460/
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© 2012 Ruven Gotz
What is a Business Analyst?
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© 2012 Ruven Gotz
In the SharePoint world, it’s a bit of a hybrid
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© 2012 Ruven Gotz
Dealing with humans in tough circumstances
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© 2012 Ruven Gotz
Soft skills
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You have got to get everyone onto the same page
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© 2012 Ruven Gotz
The key to shared commitment is Shared Understanding
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© 2012 Ruven Gotz
Visual tools are a great way to get to shared understanding
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© 2012 Ruven Gotz
We will cover visual tools that assist with SharePoint
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© 2012 Ruven Gotz
Let’s start with Mind Mapping
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© 2012 Ruven Gotz
Building a simple mind map
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© 2012 Ruven Gotz
Using a mind map for navigation
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© 2012 Ruven Gotz
Using a mind map for prioritization
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© 2012 Ruven Gotz
Discovery workshops
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© 2012 Ruven Gotz
Using a mind map for taxonomy
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What is Metadata?
The BIG Question
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Data about data
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What is Metadata?
I think I get it
Oh! Now I see(Mostly)
What is Metadata?
I think I get it
The BIG Question
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Meta for?
What is
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Metaphor
Let’s use a
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What does a cow say?
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What does a chicken say?
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What does a duck say?
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The sounds these animals make are attributes that distinguish them
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Example from Yoav Lurie
• Prince• Pop/Rock• 1984
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Adapted from the “pea soup” story by Serge Tremblay
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What is our Base Metaphorfor files?
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What if we saw this?
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Better…
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Solve with folders
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Hire an intern
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What is metadata?
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This is metadata!
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Not this!
or this…
What is Taxonomy?
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Carl Linnaeus (1751)
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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
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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
Superclass
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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
Class
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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
Order
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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
Suborder
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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
Family
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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
Subfamily
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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
Genus
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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
Species
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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
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As we’ve already seen: This always works out great
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Findability vs. Putability: a basic asymmetry
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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
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Moving this mess to SharePoint makes it worse
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SharePoint Sux
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The #1 rule of SharePoint?
Never use folders
Except when it makes sense
ever
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Folders for Security
Permissions assigned per folder
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A SharePoint Taxonomy (Navigation)
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Customer Type• Lab• Hospital• Clinic• Mobile
Sector• Private• Public
Size• Large• Medium• Small
Location• Urban• Rural
University• Yes• No
A SharePoint Taxonomy (Metadata)
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Adding Metadata (when uploading)
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A SharePoint Simulation
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Document Type Inventory Worksheet
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© 2012 Ruven Gotz
What is metadata?
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What is Taxonomy?
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What are content types?
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Name _________Emp. # _________Date _________
Dates Requested:From __________To: __________
Manager ________Approved Y/N
Name _________Emp. # _________Date _________
Dates Requested:From __________To: __________
Manager ________Approved Y/N
Name _________Emp. # _________Date _________
Drug Used:Name __________Cost: $ _________
Manager ________Approved Y/N
Name _________Emp. # _________Date _________
Drug Used:Name __________Cost: $ _________
Manager ________Approved Y/N
Vacation Request
Drug Reimbursement
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Both Content Types in One Library
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Content Types for:
Workflow,
Policy,Security
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Back to the Inventory Worksheet
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© 2012 Ruven Gotz
Build Mind Map (based on inventory worksheet)
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Dealing with Wicked Problems
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© 2012 Ruven Gotz
Dialogue Mapping
Facilitation & Mapping
Shared Display
Notation (IBIS)
Dialogue Mapping
http://cognexus.org/
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© 2012 Ruven Gotz
A very simple example IBIS map
![Page 85: SharePoint Saturday Toronto - Practical SharePoint IA - July 20 2013](https://reader033.vdocuments.us/reader033/viewer/2022061105/54432aefb1af9f2d0a8b4811/html5/thumbnails/85.jpg)
© 2012 Ruven Gotz
Real example
![Page 86: SharePoint Saturday Toronto - Practical SharePoint IA - July 20 2013](https://reader033.vdocuments.us/reader033/viewer/2022061105/54432aefb1af9f2d0a8b4811/html5/thumbnails/86.jpg)
© 2012 Ruven Gotz
Wireframing with Balsamiq
![Page 87: SharePoint Saturday Toronto - Practical SharePoint IA - July 20 2013](https://reader033.vdocuments.us/reader033/viewer/2022061105/54432aefb1af9f2d0a8b4811/html5/thumbnails/87.jpg)
© 2012 Ruven Gotz
Process mapping
![Page 88: SharePoint Saturday Toronto - Practical SharePoint IA - July 20 2013](https://reader033.vdocuments.us/reader033/viewer/2022061105/54432aefb1af9f2d0a8b4811/html5/thumbnails/88.jpg)
© 2012 Ruven Gotz
This stuff is hard
![Page 89: SharePoint Saturday Toronto - Practical SharePoint IA - July 20 2013](https://reader033.vdocuments.us/reader033/viewer/2022061105/54432aefb1af9f2d0a8b4811/html5/thumbnails/89.jpg)
© 2012 Ruven Gotz
Social complexity makes every problem ‘wicked’
![Page 90: SharePoint Saturday Toronto - Practical SharePoint IA - July 20 2013](https://reader033.vdocuments.us/reader033/viewer/2022061105/54432aefb1af9f2d0a8b4811/html5/thumbnails/90.jpg)
© 2012 Ruven Gotz
Getting to shared understanding is crucial
![Page 91: SharePoint Saturday Toronto - Practical SharePoint IA - July 20 2013](https://reader033.vdocuments.us/reader033/viewer/2022061105/54432aefb1af9f2d0a8b4811/html5/thumbnails/91.jpg)
Visual tools with shared displays can help
![Page 92: SharePoint Saturday Toronto - Practical SharePoint IA - July 20 2013](https://reader033.vdocuments.us/reader033/viewer/2022061105/54432aefb1af9f2d0a8b4811/html5/thumbnails/92.jpg)
Slideshare.org/ruvengRuven Gotz
@ruveng
spinsiders.com/ruveng
Tools Mentioned:- Mindjet MindManager- Balsamiq Mockups- BizAgi Entry Level- Microsoft Visio
![Page 93: SharePoint Saturday Toronto - Practical SharePoint IA - July 20 2013](https://reader033.vdocuments.us/reader033/viewer/2022061105/54432aefb1af9f2d0a8b4811/html5/thumbnails/93.jpg)
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