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Practical Tools and Techniques for the SharePoint Information Architect #SPSummit @RHarbridge @RuvenG Facilitated By: Richard Harbridge and Ruven

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Page 1: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Practical Tools and Techniques for the SharePoint Information Architect

#SPSummit @RHarbridge @RuvenG

Facilitated By: Richard Harbridge and Ruven Gotz

Page 2: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Who am I?

I

Page 3: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

SPTechConThe SharePoint Technology Conference

SPTechConThe SharePoint Technology Conference

Page 4: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
Page 5: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Ruven Gotz

Toronto

@ruveng

spinsiders.com/ruveng

[email protected]

Page 6: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
Page 7: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

The Goal isSuccess

Page 8: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

SharePoint is

huge

Page 9: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

With many Moving parts

Page 10: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

The people stuff is complex

Page 11: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

How do we buildthe best solution?

Page 12: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

How do we define the

problem?

Page 13: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

We are here toshare some ideas

Page 14: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

… and give you some tools

Page 15: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Still not easy

Page 16: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Proven success

Page 17: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Take Away: Confidence

Page 18: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

20

Take Away: Improved Communication

Ruven Gotz
I don't understand the wording on this slide
Page 19: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

21

Take Away: Knowledge You Can Use

Page 20: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Our Goal Today…

From Here To Here

Page 21: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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

Page 22: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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

Page 23: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Why is SharePoint IA so difficult?

Page 24: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

It started out simple

Page 25: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Then it grew

Page 26: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Then it got TOTALLY out of control!!

Page 27: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

What is the best approach to use when working with SharePoint?

Page 28: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

ITERATIVE APPROACH

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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.

Page 30: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

How people think it works…

Image from Paul Culmsee

Page 31: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

How it really works…

Image from Paul Culmsee

Page 32: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

#SPSMI @RHarbridge

SharePoint is not a Silver Bullet…

SharePoint is not a Silver Bullet at NothingButSharePoint.com

Page 33: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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…

Page 34: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Foundation

Standard

Enterprise

SharePoint has Multiple Options

2007

2010

Online

On Site

Page 35: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

It’s Big Ecosystem

Page 36: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Why Prioritized Objectives Matter

Page 37: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Prioritize and Plan

Page 38: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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%

Page 39: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

HR Onboarding Solutions

• Onboarding Workflow• Onboarding Electronic Forms• Integration with HRIS• New Employee Site

Page 40: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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.

Page 41: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

SharePoint Solutions (Evolution)

*Super Simplified

Business Intelligence

Driven

Business Process Driven

Collaboration Driven

Information Driven

Communication Collaboration Workflow/ Auditing

Reporting

Dashboards

Page 42: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

The Outcome

Effective prioritized objectives are foundational for avoiding prioritization

paralysis or understanding capacity.

Page 43: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

What to watch out for…Watch out for the ‘platitude’ trap and

make certain you manage expectations accordingly.

Page 44: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Requirements Definition and Mapping

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What makes something a requirement?

Page 46: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

We can do that for $10

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We can do that for $1 Million

Page 48: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

SharePoint chicken & egg problem

Page 49: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
Page 50: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

DON’T demo SharePoint

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Initial discovery workshop

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SharePoint Workshop

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Agenda

• About the Project , Our Team & Goals• SharePoint Overview • Department and Role• Document Collaboration• Document Storage and Search• Compliance, Records Management & Off-line• Questions

Page 54: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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)

Page 55: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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

Page 56: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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

Page 57: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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?

Page 58: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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?

Page 59: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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.

Page 60: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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.

Page 61: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Questions

Page 62: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

OK to demo SharePoint

Page 63: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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.

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#SPSummit @RHarbridge @RuvenG

Simple Scenarios Are Your Best Friend

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Page 67: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

#SPSummit @RHarbridge @RuvenG

Page 68: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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.

Page 69: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

The Outcome

Using workshops, facilitation and by engaging the business you will define,

prioritize, and phase SharePoint requirements.

Page 70: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

What to watch out for…Without clear requirements,

prioritization and the right expectations being set SharePoint projects won’t

scale well.

Page 71: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Visualizing and Communicating IA Concepts

Page 72: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

What is Metadata?

The BIG Question

Page 73: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Data about data

Page 74: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

What is Metadata?

I think I get it

Oh! Now I see(Mostly)

What is Metadata?

I think I get it

The BIG Question

Page 75: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Meta for?

What’s a

Page 76: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Metaphor

Let’s use a

Page 77: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

What does a cow say?

Page 78: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

What does a chicken say?

Page 79: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

What does a duck say?

Page 80: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

The sounds these animals make are attributes that distinguish them

Page 81: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Example from Yoav Lurie

• Prince• Pop/Rock• 1984

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Page 83: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Adapted from the “pea soup” story by Serge Tremblay

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Page 86: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

What is our Base Metaphorfor files?

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Page 88: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

What if we saw this?

Page 89: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Better…

Page 90: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Solve with folders

Page 91: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Hire an intern

Page 92: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
Page 93: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

What is metadata?

Page 94: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

This is metadata!

Page 95: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Not this!

or this…

What is Taxonomy?

Page 96: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
Page 97: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

#SPSummit @RHarbridge @RuvenG

Carl Linnaeus (1751)

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#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

Page 99: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

#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

Page 100: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

#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

Page 101: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

#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

Page 102: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

#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

Page 103: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

#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

Page 104: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

#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

Page 105: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

#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

Page 106: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

#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

Page 107: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

#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

Page 108: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

#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!

Page 109: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

#SPSummit @RHarbridge @RuvenG

Arrangement and Context

Wholesale Warehouse

Department Store

Taskonomy?

Page 110: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

#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

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#SPSummit @RHarbridge @RuvenG

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

This is a common result…

Page 112: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

#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?

Page 113: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

#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

Page 114: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

#SPSummit @RHarbridge @RuvenG

Moving this mess to SharePoint makes it worse

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#SPSummit @RHarbridge @RuvenG

SharePoint Sux

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The #1 rule of SharePoint?

Never use folders

Except when it makes sense

ever

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Folders for Security

Permissions assigned per folder

Page 118: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Folders in SP2010 – They’re back!

• Combine metadata and folders• Best of both worlds

Page 119: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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!

Page 120: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Customer Type• Lab• Hospital• Clinic• Mobile

Sector• Private• Public

Size• Large• Medium• Small

Location• Urban• Rural

University• Yes• No

Metadata

I like it!

Page 121: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Adding Metadata (when uploading)

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A SharePoint Simulation

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#SPSummit @RHarbridge @RuvenG

What is metadata?

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#SPSummit @RHarbridge @RuvenG

What is Taxonomy?

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What are content types?

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Name _________Emp. # _________Date _________

Dates Requested:From __________To: __________

Manager ________Approved Y/N

Name _________Emp. # _________Date _________

Dates Requested:From __________To: __________

Manager ________Approved Y/N

Name _________Emp. # _________Date _________

Drug Used:Name __________Cost: $ _________

Manager ________Approved Y/N

Name _________Emp. # _________Date _________

Drug Used:Name __________Cost: $ _________

Manager ________Approved Y/N

Vacation Request

Drug Reimbursement

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Both Content Types in One Library

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Content Types for:

Workflow,

Policy,Security

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The Outcome

Shared Understanding of Metadata’s Importance and Usage to Improve

‘Findability’ and Information Utility.

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What to watch out for…People Must Understand The Value Of

Metadata, Or They Will Reject The Idea.

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Tools For TheInformation Architect

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Same Page

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Abstract

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Concrete

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Mind Mapping Demonstration

Page 136: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Navigation workshops

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Navigational Map

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Navigation Systems• Global navigation• Local navigation• Breadcrumbs/Up One Level Control• Contextual navigation• Supplemental navigation– Sitemap

– A-Z Index

– Guides

Page 139: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

What is Card Sorting?

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“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

Page 141: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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?

Page 142: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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.

Page 143: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Open card sorting process

Ford

Ferrari

Rolls RoyceHonda

Snake

Gerbil

Mouse

Dog

Cat

Page 144: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Results

Ford

Ferrari

Rolls RoyceHonda

Snake

Gerbil

Mouse

Dog

Cat

PetsCars

Page 145: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

But not always what you expect

Ford Ferrari

Rolls Royce

Honda

SnakeGerbil

Mouse

Dog

Cat

ScaryCute Domestic European

Japanese

Page 146: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

But not always what you expect

FordFerrari

Rolls RoyceHonda

Snake

Gerbil

Mouse

Dog

Cat

LuxuryAnimals Regular

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Advantages of Card Sorting• Simple• Cheap• Quick to execute• Established• Involves users• Provides a good foundation

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Disadvantages of Sorting• Does not consider users’ tasks• Results may vary • Analysis can be time consuming• May capture “surface” characteristics only

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Document inventory workshops

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#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?

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#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.

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The Inventory Worksheet

Ruven Gotz
This needs to be expanded
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Build the Taxonomy

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Build Mind Map (based on inventory worksheet)

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The Outcome

Using visual tools provides shared understanding, which is a crucial driver

of shared commitment to a goal.

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What to watch out for…Workshops become much more

interactive; more people are actively involved which leads to greater shared

commitment and understanding.

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Wireframing, andProcess Mapping

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Wireframing Workshops

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Balsamiq

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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

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Balsamiq DEMO

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Business Process Workshops

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Visio 2010 Demo

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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

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Roadmap

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MakingInformation Architecture

Decisions

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The Importance of Making Good Information Architecture Decisions

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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

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Recommended Approach

Richard Harbridge
Map to Governance Pyramid
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#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?

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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.

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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

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Site Collection or Site (Subsite)?

OR

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Site Collection

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Site Collection

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When To Use A Site Collection

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When To Use A Site Collection

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When To Use A Site Collection

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When To Use A Site Collection

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When To Use A Site Collection

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When To Use A Site Collection

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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

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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

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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

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One List or Multiple Lists?

OR

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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).

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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).

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Advanced Uses Of Lists

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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

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One Library or Multiple Libraries?

OR

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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).

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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).

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Require Check Out or Don’t?

OR

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How do we do it?

• Library tab• Library settings

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Require Check Out?

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Require Check Out?

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Require Check Out?

Not Enabled By Default

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Require Check Out?

When enabled bulk uploading or explorer view additions are checked out by default. Pro?

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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.

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Require Check Out?

You cannot edit multiple documents in datasheet view.

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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.

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Require Check Out?

Workflows and code must check the file out before being able to update it/it’s metadata.

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Require Check Out?

When required check out is enabled ‘storing files to local drafts’ is an enabled option.

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Require Check Out?

Co-Authoring is disabled on libraries where check out is required.

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• 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?

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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.

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• 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?

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List and Content Type Tip!

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Default Content Types and Metadata Values

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Navigating with Metadata Tip!

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Navigating with Metadata, not Folders

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Set up with Library Settings

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Configure Setttings

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Filters the list

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Document Routing Tip!

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Content Organizer and Routing

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Configure the router

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Configure settings

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Create Rules

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Create/Modify Rules

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Use the Drop-off Library

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Add a document

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Enter Metadata

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Detour: 2010 Metadata

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Back to Drop-off library

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Your document was moved

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Rules don’t apply…

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… it doesn’t get moved

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Folder or Metadata?

OR

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The #1 rule of SharePoint?

Never use folders

Except when it makes sense

ever

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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

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What’s the alternative?

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What’s the alternative?

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Metadata = No more folders

• Filtering• Views

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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?

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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

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Folders for easy permissions

• Create folder• Set permissions• Create view

without folders• Easy for users

(they only see what they are supposed to)

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Folders and Default Values

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The Sales document library

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Drill down into Military folder

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Drill down into Air-to-Ground

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Add a new document here

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Note: Some metadata prefilled

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How did we do that?

• Library tab• Library settings

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Column default value settings

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Select a folder and set defaults

• Note folder inheritance

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Set the default value

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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)

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Term Store Management

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Adding Terms

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Turn off “Available for Tagging”

• Add sub elements: Proposal, Quote, Invoice• Leave “Available for Tagging checked”

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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)

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CSV file for Import to Term Store

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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

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Folder or Document Set?

OR

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Folders and Default Values

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Folders vs. Document Sets

Document Library

Document

Folder

Document

Document

Folder Folder Document

Document Set

Document

Folder

Folder

Document Set

Document

Document

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The Outcome

You need to understand all of the SharePoint objects, their limitations, and

their benefits to make effective decisions.

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What to watch out for…There is always a trade off and all information architecture decisions should be constantly re-evaluated.

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Putting it all Together(a case study approach)

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Introducing multiMEGA Industries

The world’s leading supplier of Missiles, Produce and Soap

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They Want A SharePoint Intranet!

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Find and Involve Stakeholders

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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

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Define and Prioritize Objectives

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Initial Discovery Workshop

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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.

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Roadmap

Page 285: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Navigation Workshops

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Document Inventory Workshops

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Build Mind Map (based on inventory worksheet)

Page 288: SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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

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Business Process Workshops

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Structured Approach for Navigation

Original Concept – 5 Steps to Structure SharePoint Sites

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Wireframing Workshops

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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

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Identify Key Pages

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Mockup Key Pages

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#SPSummit @RHarbridge @RuvenG

Improve Usability

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The Outcome

A well planned information architecture approach will lead to better results.

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What to watch out for…Iterative improvements are necessary and should leverage a model like the

one we just walked through.

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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

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Information Architecture Tips and Tricks

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Make it easier to work with

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Make it easier to work with

Powerful Columns You Probably Didn’t Know About

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Make it easier to work with

Why Leveraging SharePoint Blog Features for News is a Great Idea

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Time Challengesin SharePoint Projects

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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

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Always Give Ranged Estimates

Two Simple Tricks For Making Better Estimates

Ranged Estimates Help Communicate Confidence and Set Expectations

2-8 Hours!

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Are You Confident In That Range?

Two Simple Tricks For Making Better Estimates

2-8

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Are You Confident In That Range?

Two Simple Tricks For Making Better Estimates

ORWithin RangeActual Result

OVERCONFIDENT

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Are You Confident In That Range?

Two Simple Tricks For Making Better Estimates

ORWithin RangeActual Result

LESS CONFIDENT

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Are You Confident In That Range?

Two Simple Tricks For Making Better Estimates

ORWithin RangeActual Result

90% Confident

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Give 90% Confident Ranged Estimates

Two Simple Tricks For Making Better Estimates

2-8 Hours!

Within Range

=

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Visualizing Timelines

An easy way to create shared understanding of the impact estimates make on projects.

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Visualizing Existing Timelines

A great way to take existing project timelines and set stakeholder expectations or communicate impact of changes.

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The OutcomeUsing an Iterative Approach keep learning impact in mind, use Visio

Timelines to foster shared understanding and commitment.

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What to watch out for…Expectation is the timeline killer. If

everyone has the same expectations then the timeline is never ‘off’.

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IBIS Dialog Mapping

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Productivity Hub

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IUseSharePointDownload and install the ‘lunch’ and learn module - an interesting idea.

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SharePoint Permissions

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AD Groups or SharePoint Groups?

OR

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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

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Item Level Permissions

Best Practi ces For Using Fine-Grained Permissions Whitepaper

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“Item Level” Permissions

Best Practi ces For Using Fine-Grained Permissions Whitepaper

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Web Level Permissions

Best Practi ces For Using Fine-Grained Permissions Whitepaper

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Targeted Code

Best Practi ces For Using Fine-Grained Permissions Whitepaper

New in SharePoint 2010 SPRoleAssignmentCollection.AddToCurrentScopeOnly

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The Outcome

There are many ways that we can improve usability of SharePoint and as a

result improve our Information Architecture.

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What to watch out for…Tips and Tricks are not enough to

ensure successful Information Architecture.

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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]

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