How to - analysis and design of web publishing solutions with SharePoint

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Web content management is a significant solution area within SharePoint 2010 for both Internet and Intranet sites and it needs specific skills and approaches to make these solutions successful. Rather than how to build and configure, this session is about the design questions to ask, common solution approaches, suggestions on documentation, and some thoughts on designing for user adoption.

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  • A family of technologies and products
  • “Content is King” – If you don’t have good quality content then no technology or design is going to compensate.Invest in writing for the web training for content contributors.User experience is the queen, because good content that people can’t easily discover, access, and consume helps no one.And what should be guiding and counselling designs and decisions for content and user experience – The business goals.
  • The irony of this pictures is they illustrate what we don’t want our users to have on our sites:Long arduous journeys, fights and battles at every step, just to create or find a piece of content.To design a successful solution you need to design for the specific types of content, being created and managed by specific users, and being consumed by specific audiences.Is it New pages being created by a dedicated communications team with content writing, design and HTML skills?Or is it News page being created by anyone across the enterprise potentially with very limited skills?Is this News being read by a broad audience on a public facing internet site?Or is it News being read by a specialist audience on an intranet?Is there three News items a day or 30?Is there a need for moderation or approval?
  • In order of priority our biggest concern is the Content and UX for our end users who need to find and consume the content.But we can’t forget about our business users who need to create, edit, and manage the content in the pages and sites.Who we can forget is the SharePoint administrators who are managing site administration activities and more complicated tasks. Generally speaking these people will using SharePoint administration screens and we don’t need to or want to waste time and money changing those.
  • When delegating and distributing content management on an intranet or website a framework is needed that allows an organisation to balance Education, Monitoring, and Restriction.
  • If you need to support Monkeys then you will need to focus on Monitoring and Restriction.If you need to support lots of Monkeys then lock that baby down, restrict, restrict, restrict!If you have distributed publishing across an organisation for any content on an intranet then you need to restrict what they can do so they can’t get it wrong. If you put an open and flexible template out there for anyone to use, regardless of what policy you might write about it, then there is only one end result…
  • Are our organisations full of “teenageboys with fast cars”?As our technical ability to create, share, capture, borrow, disseminate, delete, tag, steal, send and possibly find information continues to increase are we actually improving our capability to truly manage information?
  • With personas and the EMR balancing act in place to provide boundaries we can embark on the activity of designing and defining content types.
  • <PotentialSharePoint list to group demo />
  • Peter Jackson and Fran Walsh knew their goal and knew their breadth of audience. That is why Arwen is such a significant character in the movies, despite essentially being part of the appendices in the books.
  • With Content Types,personas and the EMR balancing act in place to provide boundaries we can embark on the fun activity of designing how the content is going to be presented and how our users are going to interact with it.
  • Column PurposesColumns may have a single purpose or more likely be used for a number of different purposes. The purpose of a Column should be defined and captured in supporting code comments and any supporting documentation. For example the purpose of a Body Content Column on a News Article Content Type is most likely needed for containing the body of the news article and also providing a record of what the body of the news article was at a given time.For example the date and time an item is created useful for finding items within a date range and also as a record of when the item was created.
  • Column PurposesColumns may have a single purpose or more likely be used for a number of different purposes. The purpose of a Column should be defined and captured in supporting code comments and any supporting documentation. For example the purpose of a Body Content Column on a News Article Content Type is most likely needed for containing the body of the news article and also providing a record of what the body of the news article was at a given time.For example the date and time an item is created useful for finding items within a date range and also as a record of when the item was created.
  • A family of technologies and products
  • Before my time but so I’ve been told Typewriting was more than just using a typewriter. It was about the creation and processing of information. In triplicate – A copy for the manager, a coy for the client, and a copy for the records.
  • How to - analysis and design of web publishing solutions with SharePoint

    1. 1. Web Publishing Solutions<br />How to – analysis and design<br />
    2. 2. Title: How to - analysis and design of web publishing solutions<br />Blurb: Web content management is a significant solution area within SharePoint 2010 for both Internet and Intranet sites and it needs specific skills and approaches to make these solutions successful. Rather than how to build and configure, this session is about the design questions to ask, common solution approaches, suggestions on documentation, and some thoughts on designing for user adoption.<br />
    3. 3. Mark Orange<br />Wellington, NZ<br />Pukerua Bay<br />
    4. 4. Business Strategy<br />Mark Orange<br />SharePoint Consultant<br />Enterprise Strategy<br />Information Architecture<br />Design and Configuration<br />Development<br />Infrastructure<br />
    5. 5. Web Publishing<br />Publishingis the feature set within SharePoint for implementingWeb Content Management solutions.<br />Web Content Management solutions allow Business Users to create and manage content in web pages.<br />
    6. 6. Brief Microsoft WCM History<br />Microsoft to Acquire NCompassLabs<br />REDMOND, April 30, 2001Microsoft Corp. today announced that it has reached an agreement to acquire NCompassLabs Inc., the developer of NCompassResolution.<br />
    7. 7.
    8. 8. Business Case<br />Content Analysis<br />Content Management Plan<br />Platform Architecture<br />UX Design<br />Solution Design<br />User Adoption Plan<br />Release Management Plan<br />Solution Build<br />Content Load <br />Go Live<br />
    9. 9. System Testing<br />Migration<br />Solution Architecture<br />Content Processes<br />New Content<br />Principles + Problems<br />User Testing<br />Training<br />Presentation Layer<br />Consumer Journeys<br />Existing Content<br />Vision + Goals<br />Go Live > Business as Usual<br />Business Case<br />Content Analysis<br />UX Design<br />Solution Design<br />Solution Build<br />Content Load <br />
    10. 10. The session plan from here…<br />The Team – Skills and Roles<br />Meet the King + Queen of WCM<br />Content Analysis > User Experience Design<br />UX into SP: Deconstruction<br />Solution Specification<br />User: Testing > Training > Adoption<br />
    11. 11. Meet the team: 3 to 30 people <br />Business Owner/Sponsor<br />Project Management<br />Content Owners/Editors<br />SharePoint Administration<br />SharePoint Architect / Platform Governance<br />Solution Analysis/Design<br />User Experience Design<br />SharePoint Development<br />SharePoint/Product Testing<br />SharePoint/Product Training<br />It’s the skills not the roles that matter! <br />
    12. 12. The King and Queen<br />Business Goals<br />Content<br />User Experience<br />*Lord of the Rings movie images © New Line Productions Ltd.<br />
    13. 13. The King and Queen<br />Get to know your people<br />*Lord of the Rings movie images © New Line Productions Ltd.<br />
    14. 14. The King and Queen<br />Content and User Experience<br />Content Consumers<br />Content Contributors<br />SharePoint Administrators<br />
    15. 15. Monitor<br />Restrict<br />The Balancing Act<br />Educate<br />EM R<br />
    16. 16.
    17. 17.
    18. 18. Know your people?<br />Then document it!<br />
    19. 19. Document Personas<br />Content Consumers<br />Content Contributors<br />SharePoint Administrators<br />Define personas that represent the breadth of your audiences.<br />Prioritise them and define why.<br />Describe their unique attributes to inform the design decision process.<br />Define personas that represent the breadth of your contributors.<br />Describe if they have experience with writing content, HTML, images.<br />Describe what tasks they will do; author, edit, approve.<br />Do you have one or more dedicated admins.<br />Describe the role and responsibilities they will or wont have in relation to content.<br />Define if they are the escalation point for complex formatting.<br />Personas are a critical tool to make design decisions with logic and reason, rather than assumptions and opinions.<br />*Lord of the Rings movie images © New Line Productions Ltd.<br />
    20. 20. Do all that important Information Architecture stuff!<br />Analysing the content<br />Audit existing content and web pages<br />Confirm and identify issues and gaps<br />Determine new content required<br />Categorise and group<br />Blah blahblah…<br />Goal = Content Types<br />The fundamental building blocks for managing information and data within SharePoint<br />
    21. 21. Know your content?<br />Then test it!<br />
    22. 22. Test content scenarios<br />How many pages should we test?<br />How many types should we have?<br />News Article<br />Product Profile<br />Policy<br />*Lord of the Rings movie images © New Line Productions Ltd.<br />
    23. 23. User Experience<br />
    24. 24. Prioritise content for the homepage<br />Determine user journeys to the content<br />Identify relationships between content<br />Develop navigation approaches<br />Design how pages are summarised<br />Blah blahblah…<br />Goal = Interaction Prototypes<br />Paper based tool that focuses on layout and interaction before colours, images and fonts.<br />Do all that important creative human centred design stuff!<br />User Experience<br />
    25. 25. *Wireframes by <br />Interactive Wireframes<br />
    26. 26. Business Case<br />Content Analysis<br />Content Management Plan<br />Platform Architecture<br />UX Design<br />Solution Design<br />Collaborate + iterate<br />Prototype + prove<br />User Adoption Plan<br />Release Management Plan<br />Solution Build<br />Content Load <br />Go Live<br />
    27. 27. I<br />METADATA<br />
    28. 28. The Columns in a Content Type define the different content elements and metadata needed to manage that type of information.<br />Columns need a purpose!<br />Content Type Columns<br />
    29. 29. Column Purposes <br />ContentInformation to be displayed to end users.<br />Metadata RecordInformation captured at a specific point in time that records an important immutable value.<br />Metadata FindabilityInformation to allow the discovery, sorting, filtering, and grouping of items.<br />Metadata ActivityInformation to support an activity, process or function. <br />
    30. 30. Column Purposes <br />ContentInformation to be displayed to end users.<br />Metadata RecordInformation captured at a specific point in time that records an important immutable value.<br />Metadata FindabilityInformation to allow the discovery, sorting, filtering, and grouping of items.<br />Metadata ActivityInformation to support an activity, process or function. <br />
    31. 31. Intranet Banner<br />LeftNav<br />Latest News<br /><ul><li>Conference starts with a bang
    32. 32. Steve Smith is my hero
    33. 33. Check out the guy in row three
    34. 34. You shouldn’t be reading these
    35. 35. You should be listening to Mark</li></ul>Alerts/Notifications<br />Promotional Panel<br />About your division<br /><ul><li>Keynote hits the spot
    36. 36. Turn your phones to silent
    37. 37. You shouldn’t be reading these
    38. 38. You should be listening</li></ul>About your region<br /><ul><li>Wasn’t CJ great!
    39. 39. You shouldn’t be reading these
    40. 40. You should be listening
    41. 41. New Zealand wins rugby world cup</li></ul>News Pages Library<br />
    42. 42. Know your columns?<br />Then document it!<br />
    43. 43.
    44. 44. Meanwhile in colouring-in land…<br />First as static image + sign-off.<br />Second as working HTML.<br />
    45. 45. Meanwhile in colouring-in land…<br />Test and sign-off interactive HTML<br />Especially if you need compliance!<br />
    46. 46. A beautiful dynamic design has been crafted, how can we maintain fidelity yet make it easy for our content contributors?<br />Just break it down, then TRANFSORM it!<br />
    47. 47. Compliance + Complexity<br />Simplify + Restrict<br />
    48. 48. Intranet Banner<br />LeftNav<br />Optional full control rich HTML <br />
    49. 49. Intranet Banner<br />LeftNav<br />Optional full control rich HTML <br />
    50. 50. Intranet Banner<br />LeftNav<br />Required Heading: Plain text<br />Required Date: Date picker<br />Required Summary: Plain text<br />Required Body: Plain text<br />Required Category:Radio Buttons<br />Required Region: Dropdown<br />
    51. 51. Intranet Banner<br />LeftNav<br />Required Heading: Plain text<br />Required Date: Date picker<br />Required Summary: Plain text<br />Required Body: Plain text<br />Required Category:Radio Buttons<br />Required Region: Dropdown<br />
    52. 52.
    53. 53. Web Publishing Solutions<br />Know your audience – end users + editors<br />Know your content and user experiences (UX)<br />UX design on paper first, then sign off HTML<br />Deconstruct design to support editor adoption<br />Balance Act: Educate, Monitor, Restrict<br />Complex design = breakdown and transform<br />Restrict available sites and page layouts<br />Provide concise guide text in editing mode<br />On-going training and support strategy<br />
    54. 54. Thanks!<br />mark@knowledgecue.com<br />www.knowledgecue.com/Blog<br />
    55. 55. Terms of Use<br />This presentation remains the property of Mark Orange and Knowledge Cue Ltd. <br />Permission to use this presentation is granted, provided that: (1) the below copyright notice appears in all copies and that both the copyright notice and this permissions notice are kept in the document, (2) use of the presentation is for informational and non-commercial or personal use only, and (3) no modifications of the presentation are made. Accredited educational institutions may use and reproduce this presentation for distribution in the classroom. Distribution outside the classroom requires express written permission. <br />Lord of the Rings movie images remain © New Line Productions Ltd.<br />SharePoint and all related trademarks remain © Microsoft Ltd.<br />Partners capability programme solution was designed and developed by www.KnowledgeCue.com with a non-disclosed customer. Partners capability programme user interface was designed by www.DNA.co.nz. The Serrano type font was designed by www.klim.co.nz under direction from DNA.<br />Apologies to anyone I have unintentionally misquoted, misrepresented or failed to acknowledge.This presentation is presented in a community context and spirit with no financial fee received.<br />This presentation remains the property of Mark Orange .© Mark Orange 2011. One Orange 2011. Knowledge Cue 2011.<br />

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