Information Architecture for SharePoint

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Presented by Andrew Wright and Johanna Dietrich on January 24, 2012.

Presented by Andrew Wright and Johanna Dietrich on January 24, 2012.

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  • 1. InformationArchitecture forSharePointJohanna Dietrich & Andrew J Wright#ia4sp
  • 2. Why are you here?
  • 3. Because…You use SharePoint •  … and you’ve had problems in the pastYou hear things like: •  “I know it’s there but I can’t find it” •  “The intranet doesn’t work” •  “I don’t get it” – new employee
  • 4. You want to makeyour SharePoint site better.
  • 5. Information architecture n. The combination of organization, labeling, search, and navigation systems within web sites and intranets.* Excerpt from Information Architecture for the World Wide Web by Peter Morville & Louis Rosenfeld
  • 6. SharePoint is a powerful* tool ü  Sites ü  Communities ü  Content ü  Search * when you have a plan Plan ü  Insights ü  Composites
  • 7. The Plan•  Context and users•  Content analysis•  Labeling and navigation•  Content attributes•  Search•  Evaluation
  • 8. Context Information Architecture Users Content
  • 9. Users•  Develop a list of audiences/users•  Identify the tasks and/or information needs of each group
  • 10. User research methods http://nform.com/cards
  • 11. ContextDefine your context by answeringthese questions: •  What is the purpose of your site? •  Be specific •  What expectations exist for your site?
  • 12. Broader Context•  Resourcing (budget, hardware, software, people, expertise)•  Timelines•  Technology
  • 13. Content•  Content review •  Inventory •  Analysis•  Content ownership•  Content planning•  Content migration
  • 14. Content Review Content Content Inventory AnalysisCan beAutomatedMust beManualDetails •  a list of all •  the current state of current the content content •  whether content can be leveraged, deleted or archived •  content gaps
  • 15. A completed content analysis will allow you to:•  evaluate the volume and quality of existing content•  identify : •  content owners •  the structures in which the content resides •  types of content •  file types •  content duplication, and •  content gaps
  • 16. Content Owners•  Identify•  Confirm•  Engage them early
  • 17. MigrationOptions for planning content migration Manual Hybrid Automated
  • 18. Migration Considerations•  Volume of content •  By type •  By location on current site•  Site structure similarity•  Types of resources available
  • 19. Migration Considerations •  State of content •  Types of resources available (technical vs. business/content owners)
  • 20. Organizing Content•  There is no single “right” way•  Understand the user’s perspective•  Laying the groundwork for navigation
  • 21. http://www.flickr.com/photos/sewpixie/2408704780/
  • 22. Navigation TypesStructural Associative * Adapted from Fiorito and Dalton’s model, after James Kalbach
  • 23. Global Navigation•  Easy access to top level categories•  Takes the form of SharePoint sites•  Backbone of your IA
  • 24. http://www.ibm.com/ibm/green/data_center.html
  • 25. Local Navigation•  Browse more specific categories•  Sites, pages, document libraries*, lists*, discussions*, …•  Only show what’s relevant
  • 26. Associative Navigation•  Teleport between topic areas•  Push related content
  • 27. http://www.bbc.co.uk/news/science-environment-16657122
  • 28. “My Links”•  We all play “favourites”•  Provide personalized shortcuts
  • 29. Labels•  Headings, link text, and navigation•  Speak the language of the end-users•  Validate and Evaluate
  • 30. <title>Metadata</title>•  Data about data.•  Taxonomy or Folksonomy?•  Managed Metadata ( a.k.a. controlled vocabularies )
  • 31. Ya, but what’s metadata good for?
  • 32. It’s good for…•  Defining meaningful Content Types•  Effective document storage and document retrieval•  Associative navigation
  • 33. Search•  Search is only as good as the information it has to work with (Garbage IN = Garbage OUT)
  • 34. What is…Garbage* Not Garbage •  Expired content •  Meaningful, healthy content •  Poorly named pages and sites •  Clear, concise page titles •  Overuse of “Create site” button •  A sitemap that users understand •  Absence of metadata •  Consistent metadata application •  Inconsistent metadata •  Managed metadata terms (a.k.a. Tagging free-for-all) * Not necessarily “garbage,” just not very good for SharePoint search
  • 35. Scopes = Structure + Content Types Refiners = Metadata Results = Content Metadata + Structure + Content = a great SP search experience
  • 36. Context Investigated Context Users Researched UsersContent Inventoried/Analyzed Content Evaluate Planned Migration Organized Content Created Navigation Defined Metadata Defined Content Types
  • 37. Takeaways•  Plan to plan.•  Don’t assume anything•  SharePoint doesn’t manage itself.•  Follow the process.
  • 38. SharePoint is a powerful* tool * when you have a plan Plan
  • 39. Thank you.Andrew J Wright andrew.wright@nform.com | @andrewjwrightJohanna Dietrich johanna.dietrich@nform.com