sptechcon - practical tools and techniques for the sharepoint information architect
TRANSCRIPT
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
Practical Tools and Techniques for the SharePoint Information Architect
#SPTechCon @rharbridge @ruveng
Facilitated By: Richard Harbridge and Ruven Gotz
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
Who am I?
I
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
Ruven Gotz
Toronto
@ruveng
spinsiders.com/ruveng
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
The Goal isSuccess
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SharePoint is
huge
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
With many Moving parts
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
The people stuff is complex
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
How do we buildthe best solution?
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
How do we define the
problem?
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
We are here toshare some ideas
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
… and give you some tools
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
Still not easy
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
Proven success
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
Take Away: Confidence
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
Take Away: Improved Communication
17
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
Take Away: Knowledge You Can Use
18
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
Our Goal Today…
From Here To Here
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
What is SharePoint?
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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)
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 Knowledge and Resources
Centralize - 2 Centralize – 1 Centralize – 2 Centralize – 0
Enhance Collaboration Improve BP - 2 Governance – 2 Redundancy – 2
Automate and Improve Business Processes
Governance – 1 Redundancy – 1
Enhance Governance Model
Redundancy – 1
Reduce Redundancy and Improve Efficiency
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
Centralize Knowledge and Resources
Enhance Collaboration
Automate and Improve Business Processes
Enhance Governance Model
Reduce Redundancy and Improve Efficiency
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
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
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
The Outcome
Within an overall enterprise technology plan SharePoint and it’s solutions meet
specific business needs.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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.
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
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
The Outcome
You can now communicate why Governance is important/required.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
What to watch out for…It’s not insurance.
It makes your SharePoint investments more successful.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
Business Strategy TeamSolutions/Technical Strategy TeamTactical 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
Business Strategy TeamSolutions/Technical Strategy TeamTactical Teams:
Tactical Operations Team Tactical Development Team Tactical Support Team
Solution (Technical) Strategy TeamRole: Provide technical insight, direction and prioritization for the portal. Sample Representative Interests
Application Development
Infrastructure
Enterprise Architecture
Security
People Development and Training
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
Enhance Collaboration
Automate and Improve Business Processes
Enhance Governance Model
Reduce Redundancy and Improve Efficiency
Adjust Site Structure and Taxonomy
Migrate File Shares
Create Dashboards
Implement Workflow Solutions
Configure Search Services
Branding
Direct Relationship Indirect Relationship
* 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
Business Strategy TeamSolutions/Technical Strategy TeamTactical Teams:
Tactical Operations Team Tactical Development Team Tactical Support Team
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
Business Strategy TeamSolutions/Technical Strategy TeamTactical Teams:
Tactical Operations Team Tactical Development Team Tactical Support Team
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
Deployment Process/Policies
Extremely Important! Ensure you have clear schedules and ownership.
Governance Teams
Business Strategy TeamSolutions/Technical Strategy TeamTactical Teams:
Tactical Operations Team Tactical Development Team Tactical Support Team
The Tactical Support TeamRole: Provide support of the SharePoint applications and platform. Sample Representative Interests
Support and HelpDesk
People Development and Training
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
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!
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
The Outcome
Everyone Achieves a Shared Understanding of SharePoint Related
Processes.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
What to watch out for…Not just documents, policies, and
procedures. It is an active and ongoing process.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
Microsoft Operations Framework (MOF)
SharePoint Maturity ModelSadalit van Buren
http://sharepointmaturity.com
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
The Outcome
There is a ton of material out there to support you.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
What to watch out for…External best practices, policies,
standards, and ideas may or may not be the right fit.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
What We Will Cover Today:
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
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
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
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
The Outcome
Using workshops, facilitation and by engaging the business you will define,
prioritize, and phase SharePoint requirements.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
What to watch out for…Without clear requirements,
prioritization and the right expectations being set SharePoint projects won’t
scale well.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
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
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
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
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
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
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
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
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
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: __________
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
Both Content Types in One Library
Content Types for:
Workflow,
Policy,Security
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
The Outcome
Shared Understanding of Metadata’s Importance and Usage to Improve
‘Findability’ and Information Utility.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
What to watch out for…People Must Understand The Value Of
Metadata, Or They Will Reject The Idea.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
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
Build the Taxonomy
Build Mind Map (based on inventory worksheet)
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
The Outcome
Using visual tools provides shared understanding, which is a crucial driver
of shared commitment to a goal.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
What to watch out for…Workshops become much more interactive; hone your meeting
facilitation skills to retain control and obtain value
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
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.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
The OutcomeUsing an Iterative Approach keep learning impact in mind, use Visio
Timelines to foster shared understanding and commitment.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
What to watch out for…Expectation is the timeline killer. If
everyone has the same expectations then the timeline is never ‘off’.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
Site Collection
When To Use A Site Collection
When To Use A Site Collection
When To Use A Site Collection
When To Use A Site Collection
When To Use A Site Collection
When To Use A 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
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
Recommended Approach
Bob Mixon on SharePoint 2007 Site Collections
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
“Item Level” Permissions
Best Practi ces For Using Fine-Grained Permissions Whitepaper
Web Level Permissions
Best Practi ces For Using Fine-Grained Permissions Whitepaper
Targeted Code
Best Practi ces For Using Fine-Grained Permissions Whitepaper
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?
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?
OR
Folders vs. Document Sets
Document Sets vs Folders
Document Sets
Document Sets vs Folders
Folders and Default Values
Folders vs. Document Sets
Document Sets vs Folders
Folders vs. Document Sets
Document Sets vs Folders
Folders vs. Document Sets
Document Sets vs Folders
Folders vs. Document Sets
Document Sets vs Folders
Folders vs. Document Sets
Document Sets vs Folders
Folders vs. Document Sets
Document Library
Document
Folder
Document
Document
Folder Folder Document
Document Set
Document
Folder
Folder
Document Set
Document
Document
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
The Outcome
You need to understand all of the SharePoint objects, their limitations, and
their benefits to make effective decisions.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
What to watch out for…There is always a trade off and all information architecture decisions should be constantly re-evaluated.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
Enhance Collaboration
Automate and Improve Business Processes
Enhance Governance Model
Reduce Redundancy and Improve Efficiency
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
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
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
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
The Outcome
A well planned information architecture approach will lead to better results.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
What to watch out for…Iterative improvements are necessary and should leverage a model like the
one we just walked through.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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…
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
Information Architecture Tips and Tricks
Make it easier to work with
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
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
Always Give Ranged Estimates
Two Simple Tricks For Making Better Estimates
Ranged Estimates Help Communicate Confidence and Set Expectations
2-8 Hours!
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
2-8
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
ORWithin RangeActual Result
OVERCONFIDENT
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
ORWithin RangeActual Result
LESS CONFIDENT
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
ORWithin RangeActual Result
90% Confident
Give 90% Confident Ranged Estimates
Two Simple Tricks For Making Better Estimates
2-8 Hours!
Within Range
=
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
The Outcome
There are many ways that we can improve usability of SharePoint and as a
result improve our Information Architecture.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
What to watch out for…Tips and Tricks are not enough to
ensure successful Information Architecture.
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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?
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
What did you like best or what did you find useful?
What was missing or what would you have liked to see?
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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