spca2014 marianne vanwanrooij collaboration_and_enterprise_content_management

Collaboration andEnterprise Content ManagementSharePoint Online Marianne van Wanrooij

@Mariannerd

About me

� Marianne van Wanrooij� SharePoint Solution Architect at Connected Solutions

� Event organizer at Dutch Information Worker User Group (DIWUG)

� Editor of the DIWUG SharePoint Magazine

� Organizer SharePoint Saturday Holland

� SharePoint MVP (5 years)

� But also…� Mom to Jitse (3) and Meghan (1)

� Current project� ProRail: Migration SharePoint 2007 to

SharePoint Online(via Motion10)

Agenda

� You have decided that SharePoint Online is the platform for your organisation to support Collaboration and Enterprise Content Management.

� What are the next steps? How do you successfully design a workplace for your users?

� In this session Marianne will share her experience implementing SharePoint Online at an enterprise organisation. She will take you through the process of designing, planning, facilitating the implementation stage and ensuring end-user adoption.

� Level 200

In short….

How to create anInformation architecture for SharePoint

What is Information Architecture?

�1. Content

It starts with..

But it grows….

… and grows…out of control

Why is it difficult?

Boundaries?� 500.000 SiteCollections

� 2.000 SubSites

� Storage: You can buy what you need….

� https://support.office.com/en-us/article/SharePoint-Online-software-boundaries-and-limits-8f34ff47-b749-408b-abc0-b605e1f6d498

What is Information Architecture?

�1. ContentVolume, formats, metadata, structure, organization

What is Information Architecture?

�1. Content

�2. Users

Why is it difficult?

Users

What is Information Architecture?

�1. Content

�2. UsersWho are they, what are their information seeking behaviors and needs.

What is Information Architecture?

�1. Content

�2. Users

�3. Context

Why is it difficult?

What is Information Architecture?

�1. Content

�2. Users

�3. ContextBusiness model, business value, politics, culture, resources and resource constraints

What is Information Architecture?

Users Content

Context

IA

Tip & tricksPit fall

� Starting with a SharePoint demo

What would you like SharePoint to

do?Well, what can it

do?

Tons! Let me show you

What do I need that for?

Well, it depends… what do you want

it for?Well, it LOOKS

cool – sure: I want it.

Why is it difficult?

Collaboration - Teamsites- Work Management- External Sharing

Search

Content Management - Content management- Records management- eDiscovery, ACM,

Compliance

Business Intelligence- Excel services- PowerPivot- PowerView

Business Solutions- Access services- Visio Services- Form based application- Workflow- Business Connectivity Services

Apps- App Catalog- Market place

Designing �How do you get your information

Get info from users…

�Analyzing current documents

�Surveys

�Workshops

�Card sorting

Open card sorting

Sorted!

Gerbil

Is it?????

Options…it’s not always what you expect…

Ford

Gerbil

And now for something completely different

Ford

Gerbil

Designing �IA decisions

just a few….

Document & content management

• Site Collections vs Sub sites

• One list or multiple lists

• Single library or multiple libraries

• Require check out or don’t

• Content types

• Folders or meta data

• Taxonomies

• Folders or document sets

• Sites vs Pages

• Workflow

• Rules and policies & Drop Off Library

just a few….

Enterprise content management

• Content Type Hub

• Case Management - eDiscovery

• Auditing & Monitoring

• Search

• Archiving

Designing �Tools

Visio

• Design of Business Workflow

Visio• Meta data model

Mind manager

�Taxonomy

Survey tools� SharePoint ☺

� Survey monkey

Planning implementationconsiderations

�Site Provisioning

�Migration Strategy

�Governance management

User adoption

�Training (videos)

�FAQ (Blog/Wiki)

�Support

�Ask

Ask for feedback

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

Intranet Design or Improvement Contests

Want More? Give Users a Bookmark Feature and Analyze User Bookmarks

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

Blog New Features/Changes and Encourage Comments

Provide Feedback Button & Custom List

How about a site review process where you encourage feedback?

Questions?Contact

@mariannerd

marianne@diwug.nl

Resources

� Practical tools and techniques for the SharePoint BA & IARichard Harbridge & Ruven Gotz

� Card sorting - Donna Spencerhttp://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0

Governanceand IA?

Home Page

Functional Areas

Department Site –“Public”

Department Team Site –“Private”

Project/Initiative Team Sites

Personal Sites– My Sites

“PUBLIC” SITES: Open to all employees

TEAM SITES: Generally open to team members

Tightly controlled, formal governance

Looser control, less formal governance

Some control, some formal governance

“PRIVATE” SITES: Open to business group members

Animated Slide Provider: Susan Hanley