SharePoint Fest Denver - Practical Tools and Techniques for the SharePoint Business Analyst and Information Architect

Practical Tools and Techniquesfor the SharePointBusiness Analyst &Information Architect Facilitated By: Richard Harbridge #SPFest @RHarbridge#SPFest @RHarbridge

Who am I? Boston Washington#SPFest @RHarbridge

SPTechCon The SharePoint Technology Conference#SPFest @RHarbridge

Special Mention… @ruveng spinsiders.com/ruveng ruveng@navantis.comRuven Gotz#SPFest @RHarbridge

What We Will (Try To) Cover Today: 1. Why is SharePoint IA so difficult? 2. Visualizing and Communicating SharePoint Concepts 3. Information Architecture Tips and Tricks This deck is already up on slideshare – and even larger decks can be found online at http://www.PracticalIntranet.com#SPFest @RHarbridge

Why is SharePoint BA/IA so difficult?#SPFest @RHarbridge

SharePoint is huge…#SPFest @RHarbridge

The people stuff is complex…#SPFest @RHarbridge

It started out simple#SPFest @RHarbridge

Then it grew#SPFest @RHarbridge

Then it got TOTALLY out of control!!#SPFest @RHarbridge

Decision Makers Cant Seem To Agree… We need a records Not as much as a kitten management solution! picture rotator!#SPFest @RHarbridge

The CFO Watches Costs IncreaseActually that Easy! Just needrequires a third to customizeparty product.. one thing… That requires enterprise CALs…#SPFest @RHarbridge

IT Services Can’t Support The Flood Of New Requests#SPFest @RHarbridge

Shared Understanding Of Objectives#SPFest @RHarbridge

The Destination Matters Abundance Of Helpful Data 4 What If We Haven’t 1. Area Map 2. Our Direction 3 Identified Our 3. Our Route 4. Points Of Interest 1 Destination/Goal? 2 5 5. Our Route Risks 6. Upcoming Action 7. Distance/Time To Goal 8. Estimated Duration 6 7 8 9 9. Current Speed/Limit 10. Current Road 10Concept Courtesy of Andrew Jolly#SPFest @RHarbridge

Identifying Our Objectives#SPFest @RHarbridge

Abstract Objectives (Platitudes) These are not good objectives!#SPFest @RHarbridge

In Canada we learn this right after hockey appreciation in grade school.#SPFest @RHarbridge

#SPFest @RHarbridge

We would like to automate and improve our ‘paper based’ ‘legal’ ‘contract mngmt’’ ‘contract rview’ processes. Specifically we would like to ‘imprv request#SPFest @RHarbridge rspnse time’ by…

Legal Contract Solutions • Contract Review Workflow • Request Contract Review Form • Integration with ClientDB • Client Contracts Site#SPFest @RHarbridge

Prioritizing Objectives Requires Understanding Value And Difficulty#SPFest @RHarbridge

The Simplest Prioritization Formula Ever… Estimated Value Estimated Difficulty#SPFest @RHarbridge

Prioritization Example  I have a difficult solution. It’s an 8 in difficulty (out of 10).  I have an easy solution. It’s a 2 in difficulty (out of 10).  The expected value of the difficult solution is 4 (out of 10).  The expected value of the easy solution is 6 (out of 10). Estimated Value Estimated Difficulty#SPFest @RHarbridge

Prioritize and Plan S.M.A.R.T. Objectives#SPFest @RHarbridge

The Right Approach To Achieving Objectives#SPFest @RHarbridge

What is the best approach to use when working with SharePoint?#SPFest @RHarbridge

ITERATIVE APPROACH#SPFest @RHarbridge

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.#SPFest @RHarbridge

How people think it works…#SPFest @RHarbridge Image from Paul Culmsee

How it really works…#SPFest @RHarbridge Image from Paul Culmsee

SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at NothingButSharePoint.com#SPFest @RHarbridge

SharePoint will be…  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 not be…  Our (external) web content management platform.  Our primary document management platform.  Our contact management platform.  …#SPFest @RHarbridge

SharePoint has Multiple Options 2010 Foundation 2007 Standard Online Enterprise On Site#SPFest @RHarbridge

It’s Big Ecosystem#SPFest @RHarbridge

Implemented Legal ImplementedSolution! Contracts SharePoint! Have we achieved our objective?#SPFest @RHarbridge

A Lesson Courtesy Of The Mars Rover Primary among the missions scientific goals is to search for and characterize a wide range of rocks and soils that hold clues to past water activity on Mars.#SPFest @RHarbridge

Have We Achieved Our Goal?Concept Courtesy of Andrew Jolly#SPFest @RHarbridge

Launch Minded People Think… Don’t blow up! Pre Launch Launch#SPFest @RHarbridge

Post Launch People Think… Have weWhat are our succeeded in Don’t blow up! gainingobjectives? adoption? Pre Launch Flight Landing Launch What feedback Have we achieved are we getting? our objectives? How will we achieve them? How should we adjust our#SPFest @RHarbridge trajectory?

Back to our friend the Mars Rover…#SPFest @RHarbridge

Have We Achieved Our Goal? Achieved Primary ObjectiveConcept Courtesy of Andrew Jolly#SPFest @RHarbridge

How Important Was Launch? Launch How many people understood how much was involved in planning for launch? Post Launch How many people understood how much was involved after launch?Concept Courtesy of Andrew Jolly#SPFest @RHarbridge

Requirements Definition and Mapping#SPFest @RHarbridge

What makes something a requirement?#SPFest @RHarbridge

We can do that for $10#SPFest @RHarbridge

We can do that for $1 Million#SPFest @RHarbridge

The Power Of Zero $$ Change Orders#SPFest @RHarbridge

SharePoint chicken & egg problem#SPFest @RHarbridge

DON’T demo SharePoint#SPFest @RHarbridge

Understand Their Workload & Identify Challenges#SPFest @RHarbridge

#SPFest @RHarbridge

OK to demo SharePoint#SPFest @RHarbridge

Simple Scenarios Are Your Best Friend#SPFest @RHarbridge

#SPFest @RHarbridge

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.#SPFest @RHarbridge

How do you scale this? Send a questionnaire/survey before/after… 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.#SPFest @RHarbridge

Visualizing and Communicating IA Concepts#SPFest @RHarbridge

#SPFest @RHarbridge

Adapted from the “pea soup” story by Serge Tremblay#SPFest @RHarbridge

#SPFest @RHarbridge

What is our Base Metaphorfor files?#SPFest @RHarbridge

What if we saw this?#SPFest @RHarbridge

Better…#SPFest @RHarbridge

Solve with folders #SPFest @RHarbridge

Hire an intern#SPFest @RHarbridge

#SPFest @RHarbridge

This is metadata!#SPFest @RHarbridge

The #1 rule of SharePoint? Except when it makes sense Never use ever folders#SPFest @RHarbridge

Folders for Security Permissions assigned per folder#SPFest @RHarbridge

MetadataCustomer Type Sector Size Location University• Lab • Private • Large • Urban • Yes• Hospital • Public • Medium • Rural • No• Clinic • Small• Mobile#SPFest @RHarbridge

Adding Metadata (when uploading)#SPFest @RHarbridge

A SharePoint Simulation#SPFest @RHarbridge

What are content types?#SPFest @RHarbridge

Drug Vacation Request Reimbursement Name _________ Name _________ Emp. # _________ Emp. # _________ Date _________ Date _________ Dates Requested: Drug Used: From __________ Name __________ To: __________ Cost: $ _________ Manager ________ Manager ________ Approved Y/N Approved Y/N#SPFest @RHarbridge

Both Content Types in One Library#SPFest @RHarbridge

Content Types Workflo Policy,Securityfor: w,#SPFest @RHarbridge

Tools For The Information Architect#SPFest @RHarbridge

Mind Mapping Demonstration#SPFest @RHarbridge

Navigation workshops#SPFest @RHarbridge

Navigational Map#SPFest @RHarbridge

Navigation Systems • Global navigation • Local navigation • Breadcrumbs/Up One Level Control • Contextual navigation • Supplemental navigation – Sitemap – A-Z Index – Guides#SPFest @RHarbridge

IBIS mapping demonstration#SPFest @RHarbridge http://www.cognexus.org/

What is Card Sorting?#SPFest @RHarbridge

“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#SPFest @RHarbridge

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?#SPFest @RHarbridge

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.#SPFest @RHarbridge

Open card sorting process Gerbil#SPFest @RHarbridge

Results Gerbil#SPFest @RHarbridge

But not always what you expect Ford Gerbil#SPFest @RHarbridge

Analysis http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_ spreadsheet_template#SPFest @RHarbridge

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

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

Document inventory workshops#SPFest @RHarbridge

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?#SPFest @RHarbridge

#SPFest @RHarbridge

Use Survey Tools!Compiling results from 20 to 50participants using excelsheets/hand outs can be painful.If you expect many responsesuse a survey tool instead.#SPFest @RHarbridge

The Inventory Worksheet#SPFest @RHarbridge

Build Mind Map (based on inventory worksheet)#SPFest @RHarbridge

Wireframing, and Process Mapping#SPFest @RHarbridge

Wireframing Workshops#SPFest @RHarbridge

Balsamiq#SPFest @RHarbridge

Common Intranet ComponentsComponent Name Purpose Component Name PurposeMessage from the President/Owner/Founder Informative Email This Page SharingNews and Announcements Informative Print This Page SharingBlog Updates Informative Search Tips InformativeWiki Updates Informative New Job Openings/Postings InformativeSystem Status Informative Quick Start to Services NavigationUpcoming Events/Calendar Informative How do I/Training/Learning Materials InformativeNew Hires/Arrivals Informative Advertisements InformativeEmployee Anniversaries/Milestones/Years of Service Informative New Messages/Notes InformativeRecent Departures/Retirements Informative Availability Dashboard InformativeVideos Informative Upcoming Calls/Web Meetings InformativePhotos Informative Recent Questions and Recent Answers InformativePodcasts Informative Community Spotlight/Highlight InformativeStock Quotes Informative Site/Department/Team Spotlight/Highlight InformativeStock Chart? Informative Inspiring Quote InformativeWeather Informative Highlighted/Urgent/Past Due Tasks InformativeWorld Clocks/Office Time Informative Most Viewed Content InformativeEmployee Spotlight Informative Most Recently Contributed Content InformativeContacts Informative Recently Added Projects InformativeRecent Discussions Informative Survey FeedbackQuick Links/Shortcuts/ Navigation Bookmarked Content InformativeSite Map Navigation Top Searches InformativeTag Cloud Navigation Discounts (Organizational for Retail) InformativeSearch Box (Employee Search, Intranet Search, Etc) Navigation Sales Goals InformativePolls Feedback Visitors/People Out Of Office InformativeProvide Feedback Feedback Phone List Informative#SPFest @RHarbridge

Balsamiq DEMO#SPFest @RHarbridge

Business Process Workshops#SPFest @RHarbridge

Visio 2010 Demo#SPFest @RHarbridge

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#SPFest @RHarbridge

Roadmap#SPFest @RHarbridge

How Do You Ensure Success?Shared Understanding and Value Lead To Shared Commitment…Questions? Ideas? Feedback? Contact me: Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: Richard@RHarbridge.comSlides & SharePoint Resource Kit Available At:http://Learning.AllinConsulting.com/ILTA#SPFest @RHarbridge

Making Information Architecture Decisions#SPFest @RHarbridge

The Importance of Making Good Information Architecture Decisions#SPFest @RHarbridge

Governance and IA? Home Page“PUBLIC” SITES: Open Tightlyto all employees controlled, Functional Areas formal governance Department Site – “Public”“PRIVATE” SITES: Open Some control, someto business group Department Team Site – “Private” formal governancemembers Looser control, Project/Initiative Team SitesTEAM SITES: Generally open less formalto team members governance Personal Sites– My Sites#SPFest @RHarbridge Animated Slide Provider: Susan Hanley

Recommended Approach#SPFest @RHarbridge

Incorporate Feedback PlanningCouldn’t Find What You Were Looking For?Let Us Know (On Search Pages) Intranet Design or Improvement Contests 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.) Provide Feedback Button & Custom List Want More? Give Users a Bookmark Blog New Features/Changes Feature and Analyze User Bookmarks and Encourage Comments How about a site review process#SPFest @RHarbridge where you encourage feedback?

SharePoint Containment Hierarchy Farm Servers What we care about from an information architecture Web Applications perspective. Databases Site Collections Sites Libraries and Lists Folders and Document Sets#SPFest @RHarbridge Documents, Items and Pages

SharePoint Containment Hierarchy Site Collections Sites Team Sites, Publishing Sites, Meeting Workspaces, etc. Lists Doc Libraries, Pages, Calendars, Discussions, Surveys, etc. Folders and Document Sets Item Documents, Events, Pages, Custom Item, Image, etc.#SPFest @RHarbridge Metadata

Site Collection or Site (Subsite)? OR#SPFest @RHarbridge

Site Collection#SPFest @RHarbridge

When To Use A Site Collection#SPFest @RHarbridge

When To Use A Site Collection Site Collection 1 Site Collection 2 Webparts & Webparts & Aggregation Aggregation Masterpages & Masterpages & Page Layouts Page Layouts Navigation Navigation Search Across Site Collection Boundaries#SPFest @RHarbridge

When To Use A Site Collection Site Collection 1 Site Collection 2 Group A Group Y Group B Group Z Group C Collection Admin Y Collection Admin A Collection Admin Z Collection Admin B#SPFest @RHarbridge

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#SPFest @RHarbridge

One List or Multiple Lists? OR#SPFest @RHarbridge

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).#SPFest @RHarbridge

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).#SPFest @RHarbridge

Advanced Uses Of Lists#SPFest @RHarbridge

Calendar or Calendar View? Capabilities Calendar list Calendar view Supports direct creation and editing of calendar Yes No entries. Supports calendar overlays and group calendars. Yes Doesnt apply Supports future dates without requiring creation Yes No of a stub. Can view future dates once stubs are created in Doesnt apply Yes the library or list. List or library updates affect the calendar. No Yes Calendar updates affect the list or library. Yes Not typically Simplest option if you already have a list that Yes includes a date option. http://sharepoint.microsoft.com/Blogs/GetThePoint/Lists/Posts/Post.aspx?ID=554#SPFest @RHarbridge

One Library or Multiple Libraries? OR#SPFest @RHarbridge

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).#SPFest @RHarbridge

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).#SPFest @RHarbridge

What Can You Do With A Document?New/Upload Collaborate Manage Edit Document/Folder Metadata Edit Document New Document (Title, Name, etc) Check Out/Check In/Discard Check Manage Document Permissions Out Upload Document E-mail a Link Delete Document/Folder Upload Multiple Documents Re-Order Documents/Folders View Version History (Explorer View/Move Documents/Copy Documents) New Folder Alert/Notify Me Download a Copy#SPFest @RHarbridge

Require Check Out or Don’t? OR#SPFest @RHarbridge

How do we do it? • Library tab • Library settings#SPFest @RHarbridge

Require Check Out?#SPFest @RHarbridge

Require Check Out? Not Enabled By Default#SPFest @RHarbridge

Require Check Out? When enabled bulk uploading or explorer view additions are checked out by default. Pro?#SPFest @RHarbridge

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.#SPFest @RHarbridge

Require Check Out? You cannot edit multiple documents in datasheet view.#SPFest @RHarbridge

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.#SPFest @RHarbridge

Require Check Out? Workflows and code must check the file out before being able to update it/it’s metadata.#SPFest @RHarbridge

Require Check Out? When required check out is enabled ‘storing files to local drafts’ is an enabled option.#SPFest @RHarbridge

Require Check Out? Co-Authoring is disabled on libraries where check out is required.#SPFest @RHarbridge

Don’t Require Check Out? • 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 dont notify user.#SPFest @RHarbridge

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.#SPFest @RHarbridge

Don’t Require Check Out? • 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.#SPFest @RHarbridge

List and Content Type Tip!#SPFest @RHarbridge

Default Content Types and Metadata Values#SPFest @RHarbridge

Navigating with Metadata Tip!#SPFest @RHarbridge

Navigating with Metadata, not Folders#SPFest @RHarbridge

Set up with Library Settings#SPFest @RHarbridge

Configure Setttings#SPFest @RHarbridge

Filters the list#SPFest @RHarbridge

Document Routing Tip!#SPFest @RHarbridge

Content Organizer and Routing#SPFest @RHarbridge

Configure the router#SPFest @RHarbridge

#SPFest @RHarbridge

Configure settings#SPFest @RHarbridge

Create Rules#SPFest @RHarbridge

Create/Modify Rules#SPFest @RHarbridge

#SPFest @RHarbridge

Use the Drop-off Library#SPFest @RHarbridge

Add a document#SPFest @RHarbridge

Enter Metadata#SPFest @RHarbridge

Detour: 2010 Metadata#SPFest @RHarbridge

#SPFest @RHarbridge

Back to Drop-off library#SPFest @RHarbridge

Your document was moved#SPFest @RHarbridge

Rules don’t apply…#SPFest @RHarbridge

… it doesn’t get moved#SPFest @RHarbridge

Folder or Metadata? OR#SPFest @RHarbridge

The #1 rule of SharePoint? Except when it makes sense Never use ever folders#SPFest @RHarbridge

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#SPFest @RHarbridge

What’s the alternative?#SPFest @RHarbridge

Metadata = No more folders • Filtering • Views#SPFest @RHarbridge

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#SPFest @RHarbridge

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#SPFest @RHarbridge

Folders for easy permissions • Create folder • Set permissions • Create view without folders • Easy for users (they only see what they are supposed to)#SPFest @RHarbridge

Folders and Default Values#SPFest @RHarbridge

#SPFest @RHarbridge

The Sales document library#SPFest @RHarbridge

Drill down into Military folder#SPFest @RHarbridge

Drill down into Air-to-Ground#SPFest @RHarbridge

Add a new document here#SPFest @RHarbridge

Note: Some metadata prefilled#SPFest @RHarbridge

How did we do that? • Library tab • Library settings#SPFest @RHarbridge

Column default value settings#SPFest @RHarbridge

Select a folder and set defaults • Note folder inheritance#SPFest @RHarbridge

Set the default value#SPFest @RHarbridge

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)#SPFest @RHarbridge

Term Store Management#SPFest @RHarbridge

Adding Terms#SPFest @RHarbridge

Turn off “Available for Tagging” • Add sub elements: Proposal, Quote, Invoice • Leave “Available for Tagging checked”#SPFest @RHarbridge

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)#SPFest @RHarbridge

#SPFest @RHarbridge

CSV file for Import to Term Store#SPFest @RHarbridge

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#SPFest @RHarbridge

Folder or Document Set? OR#SPFest @RHarbridge

Folders vs. Document Sets#SPFest @RHarbridge Document Sets vs Folders

Document Sets#SPFest @RHarbridge Document Sets vs Folders

Folders and Default Values#SPFest @RHarbridge

Folders vs. Document Sets#SPFest @RHarbridge Document Sets vs Folders

Folders vs. Document Sets Document Document Document FolderDocument Folder Library Folder Document Folder Document Document Set Folder Document Document Set Document#SPFest @RHarbridge

Sites vs Pages? • See this great whitepaper by Susan Hanley and Scott Jamison http://www.microsoft.com/download/en/det ails.aspx?id=12500#SPFest @RHarbridge

Information Architecture Tips and Tricks#SPFest @RHarbridge

Make it easier to work with#SPFest @RHarbridge

Make it easier to work with Powerful Columns You Probably Didn’t Know About#SPFest @RHarbridge

Make it easier to work with Why Leveraging SharePoint Blog Features for News is a Great Idea#SPFest @RHarbridge

Choice vs Lookup Column • Susan Hanley – At it again! http://cloud.snappages.com/b8898dc2c08e13 7d03449de65b9e82e108c15658/Choice_v_Lo okup_Column_Tradeoffs.pdf#SPFest @RHarbridge

Time Challenges in SharePoint Projects#SPFest @RHarbridge

#SPFest @RHarbridge

Giving Estimates At least 2 hours… 4 hours maybe?Forgotten/Not Shared 16? Way too much.Have Our Now That We 8 Tops. Magic Number I better pick something in between… 6 Hours! How Long Will X Take You? Never Give a Single Number#SPFest @RHarbridge Two Simple Tricks For Making Better Estimates

Always Give Ranged Estimates 2-8 Hours! Ranged Estimates Help Communicate Confidence and Set Expectations#SPFest @RHarbridge Two Simple Tricks For Making Better Estimates

Are You Confident In That Range? 2-8#SPFest @RHarbridge Two Simple Tricks For Making Better Estimates

Are You Confident In That Range? Actual Result Within Range OR OVERCONFIDENT#SPFest @RHarbridge Two Simple Tricks For Making Better Estimates

Are You Confident In That Range? Actual Result Within Range OR LESS CONFIDENT#SPFest @RHarbridge Two Simple Tricks For Making Better Estimates

Are You Confident In That Range? Actual Result Within Range OR 90% Confident#SPFest @RHarbridge Two Simple Tricks For Making Better Estimates

Give 90% Confident Ranged Estimates Within Range = 2-8 Hours!#SPFest @RHarbridge Two Simple Tricks For Making Better Estimates

Visualizing Timelines An easy way to create shared understanding of the impact estimates make on projects.#SPFest @RHarbridge

Visualizing Existing Timelines A great way to take existing project timelines and set stakeholder expectations or communicate impact of changes.#SPFest @RHarbridge

IBIS Dialog Mapping#SPFest @RHarbridge

Productivity Hub#SPFest @RHarbridge

IUseSharePoint Download and install the ‘lunch’ and learn module - an interesting idea.#SPFest @RHarbridge

SharePoint Permissions#SPFest @RHarbridge

AD Groups or SharePoint Groups? OR#SPFest @RHarbridge

SharePoint Groups vs AD Groups Advantages Disadvantages SharePoint • Not reliant on AD (if your AD is • Only used in SharePoint a mess) • Managed by (potentially) Group • Distributed ownership and untrained users management options • One more place to manage • Managed by users security (independent of AD) • Can be managed by the • Cannot contain another SharePoint Object Model SharePoint group as a member. • Members of these groups are visible to users in SharePoint. Active • Managed by domain • Difficult to determine administrators permissions assigned to Directory • Available in many systems people Group • Centralized management and • Requires lots of planning easier removal • Members of these groups are not visible in SharePoint. • User can only be a member of 1024 AD groups (recursively).#SPFest @RHarbridge

Item Level Permissions#SPFest @RHarbridge

“Item Level” Permissions#SPFest @RHarbridge

Web Level Permissions#SPFest @RHarbridge

Targeted Code New in SharePoint 2010 SPRoleAssignmentCollection.AddToCurrentScopeOnly#SPFest @RHarbridge

Do you have a Taxonomy Strategy?#SPFest @RHarbridge

Do you have a Support Strategy? SharePoint Standards#SPFest @RHarbridge Online

Do you have a Staffing Strategy? Building A SharePoint#SPFest @RHarbridge Team

How Do You Ensure Success?Shared Understanding and Value Lead To Shared Commitment…Questions? Ideas? Feedback? Contact me: Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: Richard@RHarbridge.comSlides & SharePoint Resource Kit Available At:http://Learning.AllinConsulting.com/ILTA#SPFest @RHarbridge

SharePoint Fest Denver - Practical Tools and Techniques for the SharePoint Business Analyst and Information Architect

by Richard Harbridge on Jun 25, 2012

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SharePoint Fest Denver - Practical Tools and Techniques for the SharePoint Business Analyst and Information Architect Presentation Transcript