sharepoint summit toronto - practical information architecture tools and techniques
TRANSCRIPT
Practical Tools and Techniques for the SharePoint Information Architect
#SPSummit @RHarbridge @RuvenG
Facilitated By: Richard Harbridge and Ruven Gotz
Who am I?
I
SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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
20
Take Away: Improved Communication
21
Take Away: Knowledge You Can Use
Our Goal Today…
From Here To Here
What We Will Cover Today:
1. Why is SharePoint IA so difficult?2. Visualizing and Communicating SharePoint Concepts3. Making Information Architecture Decisions4. Case Study Approach (Implementing SharePoint IA)5. Information Architecture Tips and Tricks
What We Won’t Cover (In Depth) Today:
1. Governance (not enough time today… )2. Records Management (and Information Policies)3. Search Architecture and Considerations4. Planning For Multiple Languages5. Column Decisions (Choice Column vs Managed
Metadata Column vs Lookup Column etc…)6. Audience Targeting
Why is SharePoint IA so difficult?
It started out simple
Then it grew
Then it got TOTALLY out of control!!
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.
How people think it works…
Image from Paul Culmsee
How it really works…
Image from Paul Culmsee
#SPSMI @RHarbridge
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
Why Prioritized Objectives Matter
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%
HR Onboarding Solutions
• Onboarding Workflow• Onboarding Electronic Forms• Integration with HRIS• New Employee Site
Map Solutions to Objectives
HR Employee Files HR Onboarding Absence
Management
Centralize Knowledge and
ResourcesHR Self Service
Adjust Site Structure and Taxonomy
Onboarding Workflow
Onboarding Electronic Forms
Integration With HRIS
New Employee Site
Document Capture Automation
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
The Outcome
Effective prioritized objectives are foundational for avoiding prioritization
paralysis or understanding capacity.
What to watch out for…Watch out for the ‘platitude’ trap and
make certain you manage expectations accordingly.
Requirements Definition and Mapping
What makes something a requirement?
We can do that for $10
We can do that for $1 Million
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
How do you scale this?
Send a questionnaire/survey before the meeting…
You have three primary goals:• Get people excited enough to respond in the
survey/questionnaire.• Evangelize a better way of doing things.• Better understand people’s needs/pain points.
#SPSummit @RHarbridge @RuvenG
Simple Scenarios Are Your Best Friend
#SPSummit @RHarbridge @RuvenG
When To Demo SharePoint When you need help scoping requirements and
managing expectations. When you need help building awareness. When validating requirements and solution approaches. When you want to get people excited!
When Not To Demo SharePoint When you haven’t identified any of the audiences needs. When you aren’t familiar with the tool/feature set being
demonstrated.
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.
Visualizing and Communicating IA Concepts
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?
#SPSummit @RHarbridge @RuvenG
Carl Linnaeus (1751)
#SPSummit @RHarbridge @RuvenG
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
#SPSummit @RHarbridge @RuvenG
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
#SPSummit @RHarbridge @RuvenG
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
#SPSummit @RHarbridge @RuvenG
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
#SPSummit @RHarbridge @RuvenG
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
#SPSummit @RHarbridge @RuvenG
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
#SPSummit @RHarbridge @RuvenG
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
#SPSummit @RHarbridge @RuvenG
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
#SPSummit @RHarbridge @RuvenG
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
#SPSummit @RHarbridge @RuvenG
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
#SPSummit @RHarbridge @RuvenG
Linnaeus vs BuffonEverything can be organized based on a standard!
Nay! Each person can organize things based on their own
context!Arrangement is key! Arrangement and categorization provides universal
context!Context is key!
Everything can be organized by
multiple facets!
#SPSummit @RHarbridge @RuvenG
Arrangement and Context
Wholesale Warehouse
Department Store
Taskonomy?
#SPSummit @RHarbridge @RuvenG
Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Fish Amphibians Reptiles Birds Class
Superclass
Order
Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Fish Amphibians Reptiles Birds
What if I want to find an
animal by if it lives in water? Or by whether
it flies?
Perfect!
Arrangement Challenges
#SPSummit @RHarbridge @RuvenG
As we’ve already seen: This always works out great
This is a common result…
#SPSummit @RHarbridge @RuvenG
X Drive Challenges
X:
Production Sales & Marketing
Marketing
Commercial Industrial Government Healthcare
Sales Web Design Newsletter Social
Perfect!
What if I want to find a marketing
document by region and not industry?
Could this be solved by using metadata so that the document could be found by both region and industry?
#SPSummit @RHarbridge @RuvenG
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
#SPSummit @RHarbridge @RuvenG
Moving this mess to SharePoint makes it worse
#SPSummit @RHarbridge @RuvenG
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
If only there was a way content could
be organized so content could be found/viewed in multiple ways…
I like it!
Customer Type• Lab• Hospital• Clinic• Mobile
Sector• Private• Public
Size• Large• Medium• Small
Location• Urban• Rural
University• Yes• No
Metadata
I like it!
Adding Metadata (when uploading)
A SharePoint Simulation
#SPSummit @RHarbridge @RuvenG
What is metadata?
#SPSummit @RHarbridge @RuvenG
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
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.
Tools For TheInformation Architect
Same Page
Abstract
Concrete
Mind Mapping Demonstration
Navigation workshops
Navigational Map
Navigation Systems• Global navigation• Local navigation• Breadcrumbs/Up One Level Control• Contextual navigation• Supplemental navigation– Sitemap
– A-Z Index
– Guides
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
Why use Card Sorting?• Card sorting can help you identify trends– Do the users want to see the information grouped
by subject, process, business group, or information type?
– How similar are the needs of the different user groups?
– How many potential main categories are there?• What should those groups be called?
Types of Card Sorting• Open Card Sorting– Participants are given cards showing site content
with no pre-established groupings.
• Closed Card Sorting– Participants are given cards showing site content
with an established initial set of primary groups.
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
Advantages of Card Sorting• Simple• Cheap• Quick to execute• Established• Involves users• Provides a good foundation
Disadvantages of Sorting• Does not consider users’ tasks• Results may vary • Analysis can be time consuming• May capture “surface” characteristics only
Document inventory workshops
#SPSummit @RHarbridge @RuvenG
Analyze Existing Content• What type of content is it?
• How is the content organized today?
• What is the purpose of the content?
• Who is the author of the content?
• What format is the content in?
• Who uses the content?
• Where is the content currently located?
#SPSummit @RHarbridge @RuvenG
Use Survey Tools!
Compiling results from 20 to 50 participants using excel sheets/hand outs can be painful.
If you expect many responses use a survey tool instead.
The Inventory Worksheet
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; more people are actively involved which leads to greater shared
commitment and understanding.
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
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
MakingInformation Architecture
Decisions
The Importance of Making Good Information Architecture Decisions
Governance and 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
Recommended Approach
#SPSummit @RHarbridge @RuvenG
Incorporate Feedback PlanningCouldn’t Find What You Were Looking For? Let Us Know (On Search Pages)
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.)
Intranet Design or Improvement Contests
Want More? Give Users a Bookmark Feature and Analyze User BookmarksBlog New Features/Changes
and Encourage Comments
Provide Feedback Button & Custom List
How about a site review process where you encourage feedback?
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
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
Calendar or Calendar View? Capabilities Calendar list Calendar view Supports direct creation and editing of calendar entries. Yes No
Supports calendar overlays and group calendars. Yes Doesn't apply Supports future dates without requiring creation of a stub. Yes No
Can view future dates once 'stubs' are created in the library or list. Doesn't apply Yes
List or library updates affect the calendar. No YesCalendar updates affect the list or library. Yes Not typically Simplest option if you already have a list that includes a date option. Yes
http://sharepoint.microsoft.com/Blogs/GetThePoint/Lists/Posts/Post.aspx?ID=554
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).
Require Check Out or Don’t?
OR
How do we do it?
• Library tab• Library settings
Require Check Out?
Require Check Out?
Require Check Out?
Not Enabled By Default
Require Check Out?
When enabled bulk uploading or explorer view additions are checked out by default. Pro?
Require Check Out?
Work Around: Navigate to Manage Content and Structure and then to the library. Select all of the documents and choose Check In from the action menu.
Require Check Out?
You cannot edit multiple documents in datasheet view.
Require Check Out?
Work Around: By turning the require check out option off we can make edits in the data sheet view temporarily and then re-active require check out.
Require Check Out?
Workflows and code must check the file out before being able to update it/it’s metadata.
Require Check Out?
When required check out is enabled ‘storing files to local drafts’ is an enabled option.
Require Check Out?
Co-Authoring is disabled on libraries where check out is required.
• Office 2007 and Office 2010 let’s the user know it is being used by someone else.
• This eventually times out. (15 mins on XP – 60 mins on Vista/Win7)
• Other formats don't notify user.
Don’t Require Check Out?
Require Check Out?• You do not need to co-author documents.• You do not need to bulk update metadata.• There is typically a high number of people
updating the documents in this library.• Updates are made frequently to the same
documents by different people.
• You do need to co-author documents.• You do need to bulk update metadata.• There are few people updating documents
in this library.• Updates are not made frequently to the
same documents by different people.
Don’t Require Check Out?
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
Sites vs Pages?
• See this great whitepaper by Susan Hanley and Scott Jamison
http://www.microsoft.com/download/en/details.aspx?id=12500
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.
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
Context
UsersContent
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
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
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
#SPSummit @RHarbridge @RuvenG
Improve Usability
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.
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
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
Choice vs Lookup Column
• Susan Hanley – At it again! http://cloud.snappages.com/b8898dc2c08e137d03449de65b9e82e108c15658/Choice_v_Lookup_Column_Tradeoffs.pdf
Time Challengesin SharePoint Projects
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
=
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’.
IBIS Dialog Mapping
Productivity Hub
IUseSharePointDownload and install the ‘lunch’ and learn module - an interesting idea.
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
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.
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