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SharePoint Information Architecture
 

SharePoint Information Architecture

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Credera is a proud sponsor of SharePoint Fest Denver 2012....

Credera is a proud sponsor of SharePoint Fest Denver 2012.

One of the featured speakers is Jesus Salazar, a Principal with Credera and member of Microsoft’s SharePoint Development Advisory Council, who will present on Information Architecture: From Small Businesses to Global Enterprises.

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  • Before we start designing, its critical to understand the business goal we’re pursuing. Understanding how the tactic delivered by our work fits into the larger strategy ensures that we’re designing the appropriate solution.Who will be using the final design? What characteristics do they share, what makes them different, and separates them from everyone else? Understanding these differences helps us create a tailored design.Content is what the audience will want to know and do while using the site or application. It’s the message in its most basic form. Design is both the visual style and organization of the content. It’s the non-verbal cues that help the audience navigate and relate the content to their own experience and background. Design is literally “look & feel.”The above four layers are technology agnostic. They describe the communication problem & solution from a functional and personal perspective. The Technology layer describes the technical (or Technology) means for delivering the solution.
  • The following is a diagram showing the most basic document management scenario and an advanced scenario.Your organization will likely fall somewhere in between the top and bottom of this diagramSmall organizations tend to simply use one document center or even maybe just document libraries as a central repositoryMedium tend to require tagging and use of content typesBut use them only on key documentsTagging and term stores sometimes are not required or are used in a limited fashionEnterprise organizations need a lot more managementTerm store and active management of thatConstant search optimizationHighly faceted search

SharePoint Information Architecture SharePoint Information Architecture Presentation Transcript

  • Credera is a full-service management and Dallas Office Houston Office Austin Office Denver Office 15303 Dallas Parkway 800 Town & Country Blvd 9020 N Capital of Texas Hwy 5445 DTC Parkwaytechnology consulting firm. Our clients range Suite 300 Suite 300 Suite 345 Suite 1040from Fortune 1,000 companies to emerging Addison, TX 75001 Houston, TX 77024 Austin, TX 78759 Greenwood Village, CO 80111industry leaders. We provide expert, objectiveadvice to help solve complex business and 972.692.0010 Phone 713.496.0711 Phone 512.327.1112 Phone 303.623.1344 Phonetechnology challenges. 972.692.0019 Fax 713.401.9650 Fax 512.233.0844 Fax 303.484.4577 Fax
  • Information ArchitectureFrom small business to global enterprisesDallas, TXMay 17, 2012
  • Welcome & Introduction …Jesus Salazar is a Principal with Credera’s Microsoft Solutions Practice and helda seat on the Office 14 Developer Advisory Council Jesus J Salazar, Principal with Credera • 12 years of experience with Microsoft-based technologies • Experience delivering IT solutions to medium and large businesses • Strong focus on SharePoint since 2003 • Microsoft Certified Professional • Member of the Office 14 Developer Advisory Council where he helped shape the features and architecture of the next generation of Microsoft Office and SharePoint Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 3
  • Agenda …Thank you for coming – we hope you find our discussion insightful and walkaway with a couple of things your organization has not yet thought of• Definition of Information Architecture• Importance of Information Architecture• Information Architecture Methodology• Information Architecture Elements• Document Management Scenarios (Small Business – Enterprise)• Conclusion Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 4
  • Definition of Information Architecture Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 5
  • Definition of Information Architecture …Information Architecture makes finding and using information easier Information Architecture is the art and science of organizing and labeling websites, intranets, online communities, and documents to support findability and usability. … Effective information architecture will assist users in understanding and interacting with a solution, and can mean the difference between users quickly embracing a new technology, or becoming frustrated and disengaged. Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 6
  • Definition of Information Architecture …Simply put, IA is putting in place the organization required to connect people tothe content they need Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 7
  • Importance of Information Architecture Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 8
  • Importance of Information Architecture …Information is getting more and more vast, managing this information is gettingmore and more difficult Information is Managing It is Growing Getting Harder • Information is doubling every 2.5 • 40% of portal initiatives fail to years (Gartner) garner adequate adoption to • Organizations maintain 30 times achieve ROI (Gartner) more data than they did in 1999 • 10% to 15% of portal initiatives (Gartner) are scrapped altogether (Gartner) • Average person spends 10 • It is very common for users to say hours/week looking for content is either “stagnant” or “out information (IDC) of control” Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 9
  • Importance of Information Architecture … User Adoption …Without the technology and architecture to make your site usable and contentwithin it easy to find, user adoption will never be achieved Keys to User Adoption Usability Findability •Intuitive to navigate •Makes my job easier • I don’t need to know exactly what User •Doesn’t require significant training I’m looking for • Get what I need Adoption most of the time Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 10
  • Importance of Information Architecture … Benefits …User adoption of Enterprise 2.0 features result in downstream productivity andcollaboration enhancements which culminate to an “Overall Better Company” 3rd Order Benefits Increased Profitability 2nd Order Benefits High quality Worker work results efficiency Direct Benefits User Adoption Human ingenuity More efficient Operations Collaborative problem solving Higher Open Knowledge Emergent Customer Improved Social Networking Management Collaboration Satisfaction processes Superior Employee decisions Retention Search Team sites Social features Tagging ECM Enterprise 2.0 May 17, 2012 11
  • Information Architecture Methodology Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 12
  • Information Architecture Methodology …A sound IA methodology should ensure you are focusing on what users aretrying to accomplish rather than where information should be placed IA Methodology •Why are we doing this project? Purpose •It’s critical to understand the business goal we’re pursuing •Ensure you are helping the organization to achieve its larger goals •Who are we communicating with? Audience •Who are the users? What makes them different? What makes them the same? •Think in terms of these “Personas” rather than one solid mass of users •What does each audience need to achieve the goal? Content •What information do people need to consume or share to meet their goals? •For a public facing site, content might be represented as required functionality •What style, navigation, and other formatting will help the audience? Form •Form is both style and organization of the content or “Look and Feel” •It’s the non-verbal communication that helps the audience navigate •How will we deliver the content? Technology •Only after the other layers are understood, do we then use the technology layer •Describes the technical (or other media) means for delivering the solution Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 13
  • Information Architecture Elements Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 14
  • Information Architecture Elements…Navigation, site hierarchy, content types, managed metadata, and search are allcritical elements in defining a sound information architecture Primary Areas of Information Architecture • Navigation - outward presentation of your site taxonomy and will be the first item judged when users view the portal Navigation • Site Hierarchy - Site hierarchy is the layout of your sites and libraries Site Search Hierarchy • Content Types - Content types are a collection of metadata that are Information Architecture common for that specific type of data • Managed Metadata - allows for easy tagging and categorization of data as well as the sharing of content types to Managed Content all of your sites Metadata Types • Search - the ability to find information irrespective of its exact location May 17, 2012
  • Information Architecture Elements … Navigation …Navigation allows users to intuitively move around your portal Primary Areas of Information Architecture • Navigation - outward presentation of your site taxonomy and will be the first item judged when users view the portal Navigation – Abstraction of your site hierarchy, use wisely! Site Search – More about “what” to put in Hierarchy navigation rather than “where” to put Information navigation Architecture – Global navigation doesn’t necessarily mean one site map that everyone uses Managed Content Metadata Types May 17, 2012
  • Information Architecture Elements … Navigation …By using techniques that drive convergence on ideas an organization canefficiently determine how to structure its navigation• Users have become comfortable with horizontal main site navigation with contextual links on the left side of the page• A common practice to help plan your navigation is a card sorting exercise with your users Example of Card Sorting Exercise Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 17
  • Information Architecture Elements … Navigation …Site Hierarchy and scalability will have a direct impact on how you implementnavigation for your organization• Navigation complexity is normally dependent on the size of the organization• Larger organizations require multiple site collections and content databases• This adds complexity to the navigation design since navigation is not inherited by new site collections• Some Examples: – Single Office Organization – Allows for easy navigational inheritance where the root site and sub-sites share the same navigation. This means the top navigation bar is utilized on each site in the site collection. – Multi-Office Organization – For multiple offices it is best to create multiple site collections with separate content databases. Root site navigation is not carried through to other site collections. – Large Multi-Country Organization – Multiple site map files deployed through a feature. Makes it easy to modify each region’s navigation by changing the corresponding site map file. Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 18
  • Information Architecture Elements … Site Hierarchy …Site Hierarchy is how actual sites, libraries, lists, etc. are partitioned and nested– this aspect of IA has many technical architectural dependencies Primary Areas of Information Architecture • Site Hierarchy - Site hierarchy is the layout of your sites and libraries Navigation – Physical separation and partitioning of content – Has many performance, navigation, and federation impacts Site Search Hierarchy – Can have significant impacts on security maintenance, scalability, Information Architecture and globally deployed features Managed Content Metadata Types May 17, 2012
  • Information Architecture Elements … Site Hierarchy …Content has varying usage patterns and governance requirements – it is oftenlogical to separate where there are strong differences among content• Site hierarchy is the layout of your sites and libraries – this is different from navigation, but impacts it directly• Keep in mind that the audience and usage of sites can also dictate hierarchy and navigation – Publishing Sites – Typically meant to share “finished” information ready for public consumption – Collaboration sites – Typically meant to create “finished” content or ad hoc collaboration Type of Site Type Contributors Consumers Audience Growth Pattern Content Publishing Fewer Many Broader Low Web Content Collaboration Many Fewer-Many Specific Audience High Documents Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 20
  • Information Architecture Elements … Site Hierarchy …The purpose of a site can fundamentally change how people “think” aboutcontent and how it is organized• Publishing sites are typically organized by “Type of Content”, “Function”, or “Utility” Publishing Site Career, Pay, Services and Compliance Manager News Center and Benefits Support and Policies Center• Collaboration sites are generally organized by Departments, Teams, Geographies, Projects, etc. Collaboration Site Human Information Sales and Accounting Operations Resources Technology Marketing Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 21
  • Information Architecture Elements … Site Hierarchy …When your security requirements overlay your site hierarchy intuitively, that is agood sign you are on the right track• Security is a good indicator of whether or not your site hierarchy and structure are aligning with your business Collaboration Site All Employees Human Information Sales and Accounting Operations Resources Technology Marketing Accounting HR Department IT Department Sales and Marketing Operations Department Benefits AP Legend: Benefits Group AP Group Site Workmans Expenses Security Group Comp WC Group Expenses Group Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 22
  • Information Architecture Elements … Site Hierarchy …When you see many “one off” security requirements and broken inheritance, youmay need to re-assess your site hierarchy and make sure it is optimal• Security is a good indicator of whether or not your site hierarchy and structure are aligning with your business Collaboration Site All Employees Human Information Sales and Accounting Operations Resources Technology Marketing Accounting HR Department IT Department Sales and Marketing Operations Department Sales and Marketing Benefits AP Legend: Benefits Expenses AP Group Group Site Workmans Expenses Security Group Comp Benefits Expenses WC Group Group Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 23
  • Information Architecture Elements … Site Hierarchy …Performance can be significantly impacted by Site Hierarchy - Multiple sitecollections will typically be required so make sure you plan accordingly• Sometimes the ideal IA does not SharePoint Sizing Guidelines coincide with performance best Limit Size practices Content Database Size 200 GB• Pros and Cons must be weighed to ensure an optimal solution is established Content Database 60 Million Records• The most significant impact is the relationship between site collections and content databases Subsites 2,000 per site• Performance dictates that multiple Content databases are used, Sites per Site Collection 250,000 therefore, multiple site collections File Size 2 GB are likely Web Parts per Page 25 Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 24
  • Information Architecture Elements … Content Types …Content Types have numerous integration points into the SharePoint UI andallow users to quickly find content Primary Areas of Information Architecture • Content Types - Content types are a collection of metadata that are common for that specific type of data Navigation – Atomic definition of a single piece of content – Content Types contain metadata Site definitions and policies enforcing Search Hierarchy appropriate tagging Information Architecture – Many UI elements that take advantage of Content Types – Not just allows for classification of content but for workflows, policies, etc. Managed Content Metadata Types May 17, 2012
  • Information Architecture Elements … Content Types …Search and Navigation both leverage content types and can effectively “guide” auser to their content• Content types are a classification Content Types for Search and Navigation and collection of metadata that are common for that specific type of content• Content types give users the ability to globally organize data in a way that is meaningful to your business• Design content types around common corporate documents such as invoices, contacts, and contracts• Assigning content types also facilitates finding items using search and metadata navigation Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 26
  • Information Architecture Elements … Content Types …For a sound IA, all content types, usage patterns, and statistics must becaptured and document to allow commonalities and differences to emerge Content Type Inventory - Example Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 27
  • Information Architecture Elements … Managed Metadata …Managed Metatdata is what allows all users of your portal to “speak the samelanguage” when describing content Primary Areas of Information Architecture • Managed Metadata - allows for easy tagging and categorization of data as well as the sharing of content types to Navigation all of your sites – These are the descriptors of a piece of content Site – Make the “name” and “location” of a Search Hierarchy piece of content less relevant Information Architecture – Managed Metadata is typically global to optimize sharing and enforce standardization but you should always keep relevancy in mind Managed Content Types – Data Integrations can help with Metadata managing lookups (e.g. customers, business units, products, etc.) May 17, 2012
  • Information Architecture Elements … Managed Metadata …Managed metatdata is a feature that allows for the classification and tagging ofcontent within SharePoint through a variety of ways• The managed metadata features in SharePoint 2010 are made up of 3 key elements: – Shared Content Types: Define the type of content by title, description, and relevant meta data Shared – Term Stores: “The Dictionary” for your organization and Content Types vocabulary you use to describe things Term Keywords – Keywords: “The Slang Stores Dictionary” for your organization to foster organic classification of content Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 29
  • Information Architecture Elements … Managed Metadata …Managed Metatdata is a feature that allows for the classification and tagging ofcontent within SharePoint through a variety of ways Term Stores are well More Structure Customers defined and appropriate when trying to drive Products Region standardization and consistency Keywords or Folksonomies are the 1-off terms Less Structure “catch all” and add Buzz words agility and convergence on Synonyms “vocabulary” before Acronyms terms have been formally standardized Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 30
  • Information Architecture Elements … Managed Metadata …Managed Metatdata is a feature that allows for the classification and tagging ofcontent within SharePoint through a variety of ways• So where is a good place to get started? – Use various decision convergence techniques (e.g. card sorting, dot voting, etc.) – When defining Content Types, ask the “Librarian” question – Review existing environment for “clues”  Look for lookup columns  Site column templates  Repeating Choice Columns  BDC Connections Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 31
  • Information Architecture Elements… Managed Metadata …Search is the “catch all” and where people go when they can’t navigate tocontent Primary Areas of Information Architecture • Search - the ability to find information irrespective of its exact location Navigation – Becoming more and more important and is being used more and more within organizations – Effective search is a moving target Site and requires governance and Search Hierarchy monitoring Information Architecture – By the time a user is using search, you can assume they have already tried or at least thought about where to find information and failed Managed Content Types – Searching should be thought of Metadata more in terms of “guiding” rather than “searching” May 17, 2012
  • Information Architecture Elements … Search …Search is the most underutilized and ungoverned aspects of SharePoint and yethave the most opportunity to drive productivity International Data Corporation (IDC) indicates that an effective enterprise search strategy can save an employee an average of 53% of their time searching for information IDC also indicates that the average employee spends roughly 10 hours/week searching for information There are three primary elements that ensure Search is optimized: – Content Types – Integrated in Search UI – Managed Metadata – Integrated in Search UI – Search Analytics and Best Bets – Concrete action, govern your search! Gartner states that Content Analytics are redefining how Enterprise Search is used, most good tools (including SharePoint) allow you to optimize search based on what you are seeing Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 33
  • Information Architecture Elements … Search …By addressing content types and managed metadata, SharePoint search willincorporate these elements into its native UI Metadata Driven SearchFaceted search forcontent types andmanaged metadata Preloading of metadata for more context Social features help users to self organize to help find relevant “derivative” information TechFest 2012 - Information Architecture Credera - SharePoint May 17, 2012 34
  • Information Architecture Elements … Search …The key to effective search is to actively monitor search behaviors and resultsand adjust search periodically to ensure users are finding what they need SharePoint Search Usage Reports Name Type Description Displays the number of search queries performed during the specified date range. Number of Queries Trend Use this report to identify search query volume trends and to determine times of high and low search activity. Displays the most popular search queries performed during the specified date Top Queries Rank range. Use this report to understand what types of information visitors are seeking. Displays search queries that returned no search results or results that received Failed Queries Rank zero or low click-through rates. Use this report to identify search queries that might create user dissatisfaction and to improve the discoverability of content. Displays search queries that returned no search results. Use this report to identify No Result Queries Rank search queries that might create user dissatisfaction and to improve the discoverability of content. Recommends URLs that are the most likely results for particular search queries, based on analysis of usage patterns. The site administrators can accept or reject Best Bet Suggestion List these suggestions. If they accept, the corresponding query-URL pair is added to the search keywords list. Displays how Best Bet suggestions are doing over time. For every Best Bet query Best Bet Usage List issued, the report shows the percentage of clicks on the Best Bet URL compared to other URLs. Displays the actions that were performed by the site administrator on the Best Bet Best Bet Action History List Suggestion Report Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 35
  • Document Management Scenarios Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 36
  • Document Management Scenarios …Enterprise organizations typically leverage Term Stores and other advancedfeatures but you must find the right mix of tools for your organization Small organizations typically benefit from just having a centralized document repository Medium-sized organizations leverage Content Types for Company Size further organization Enterprise organizations typically require FAST Search and leverage tagging for most aspects of navigation 37
  • Conclusion Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 38
  • Conclusion …By ensuring all of the key elements of IA are well thought out and planned, youcan ensure positive ROI by maximizing user adoption and efficiency Ensure you have considered all aspects of SharePoint IA – Navigation – Site Hierarchy – Content Types – Managed Metadata – Search By doing this, you will ensure the usability and findability of your site(s) with: – Maximize user adoption – Improve collaboration and streamline processes – Improve profitability and result in a better overall company Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 39
  • About Credera …Our clients hire us to own their toughest problems; they retain us because wekeep our promises Management & Technology Consulting Firm Microsoft Solutions Offerings • MS Gold Certified Partner • Custom Application Development • Member of Microsoft’s SharePoint • Enterprise Portal Design & Implementation Development Advisory Council (DAC) • eCommerce • IW Competency (Microsoft’s Corporate • SOA & Business Process Integration SharePoint Certification) • Customer Relationship Management (CRM) • Certified provider of SharePoint Deployment Planning • Business Intelligence & Data Warehouse • Established 1999 • Offices in Dallas, Houston, Austin, Denver Client Sampling How We Serve Our Clients • We provide expert, objective advice to help solve complex business and technology challenges • Our clients hire us to own their toughest problems; they retain us because we keep our promises • Services: Management Consulting, Technology Solutions, Mobile Solutions, Business Intelligence Credera - SharePoint TechFest 2012 - Information Architecture May 17, 2012 40
  • Thank you for attending!Please complete the evaluations. Contact Information: Jesus J Salazar - jsalazar@credera.com www.credera.com Follow us on @Credera Blog: http://blogs.credera.com Careers: http://careers.credera.com
  • Credera is a full-service management and Dallas Office Houston Office Austin Office Denver Office 15303 Dallas Parkway 800 Town & Country Blvd 9020 N Capital of Texas Hwy 5445 DTC Parkwaytechnology consulting firm. Our clients range Suite 300 Suite 300 Suite 345 Suite 1040from Fortune 1,000 companies to emerging Addison, TX 75001 Houston, TX 77024 Austin, TX 78759 Greenwood Village, CO 80111industry leaders. We provide expert, objectiveadvice to help solve complex business and 972.692.0010 Phone 713.496.0711 Phone 512.327.1112 Phone 303.623.1344 Phonetechnology challenges. 972.692.0019 Fax 713.401.9650 Fax 512.233.0844 Fax 303.484.4577 Fax