SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

Practical Tools and Techniquesfor the SharePointInformation Architect Facilitated By: Richard Harbridge and Ruven Gotz #SPSummit @RHarbridge @RuvenG

Who am I?

SPTechConThe SharePointTechnology Conference

@ruveng spinsiders.com/ruveng Toronto ruveng@navantis.comRuven Gotz

The Goal is Success

SharePoint is huge

With manyMoving parts

The people stuffis complex

How do we buildthe best solution?

How do wedefine the problem?

We are here toshare some ideas

… and give you some tools

Still not easy

Proven success

Take Away: Confidence

Take Away: Improved Communication 20

Take Away: Knowledge You Can Use 21

Our Goal Today… From Here To Here

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

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

Why is SharePoint IA so difficult?

It started out simple

Then it grew

Then it got TOTALLY out of control!!

What is the best approach to usewhen working with SharePoint?

ITERATIVEAPPROACH

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.

How people think it works… Image from Paul Culmsee

How it really works… Image from Paul Culmsee

SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at NothingButSharePoint.com#SPSMI @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. …

SharePoint has Multiple Options 2010 Foundation 2007 Standard Online Enterprise On Site

It’s Big Ecosystem

Why PrioritizedObjectives Matter

Prioritize and Plan

Ensure Clear Priorities Centralize Automate and Enhance Reduce Enhance Knowledge and Improve Business Governance Redundancy and Collaboration Resources Processes Model Improve EfficiencyCentralizeKnowledge and Centralize - 2 Centralize – 1 Centralize – 2 Centralize – 0ResourcesEnhanceCollaboration Improve BP - 2 Governance – 2 Redundancy – 2Automate andImprove Business Objective Weight Importance Governance – 1 Redundancy – 1Processes Centralize 5 35.71%EnhanceGovernance Collaboration 0 0% Redundancy – 1Model Improve BP 2 14.29%Reduce Governance 3 21.43%Redundancy and Redundancy 4 28.57%Improve Efficiency

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

Map Solutions to Objectives  Direct Relationship  Indirect Relationship Centralize HR Employee Absence HR Onboarding Knowledge and HR Self Service Files Management ResourcesAdjust SiteStructure and    TaxonomyOnboardingWorkflow  OnboardingElectronic Forms   Integration WithHRIS     New EmployeeSite     Document CaptureAutomation    * Objectives/solutions should be more specific – Example purposes only.

SharePoint Solutions (Evolution) BusinessInformation Collaboration Business Intelligence Driven Driven Process Driven Driven Reporting Workflow/Communication Collaboration Auditing Dashboards*Super Simplified

The Outcome Effective prioritized objectives arefoundational for avoiding prioritization paralysis or understanding capacity.

What to watch out for…Watch out for the ‘platitude’ trap andmake certain you manage expectations accordingly.

RequirementsDefinition and Mapping

What makes something a requirement?

We can do that for $10

We can do that for$1 Million

SharePoint chicken & egg problem

DON’T demoSharePoint

Initial discoveryworkshop

SharePoint Workshop

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

About the Project, Our Team & GoalsAbout 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 AnalystWorkshop Goals – Set expectations – Gather your input – Keep it to an hour (+ optional half-hour for further questions)

SharePoint 2007 OverviewServer-based Microsoft Documents/tasks/calendars, blogs, wikis, e-mail integration, projectOffice Excel® Business Collaboration management “lite,” Outlookspreadsheets and datavisualization, Report Intelligence integration, offline documents/listsCenter, business Virtual Teams/Global Teamsintelligence WebParts, KPIs/Dashboards Platform ServicesOOB workflows, Business Workspaces, Mgmt, Enterprise PortalWF integration, Process Security, Storage, Portal template, Site Topology, Site Model Directory, Myrich and Web forms– and Sites, socialbased front-ends, LOBactions, pluggable Forms networking, privacySSO control Enterprise Integrated document Content Search management, records Management Enterprise scalability, contextual management, and Web content relevance, rich search for people management with policies and and business data workflow

SharePoint 2010 Overview Ribbon UIBusiness Connectivity Services SharePoint WorkspaceInfoPath Form Services SharePoint MobileExternal Lists Office Client and Office Web App IntegrationWorkflow Standards SupportSharePoint Designer Intranet, Extranet, Team CollaborationVisual StudioAPI EnhancementsREST/ATOM/RSS Tagging, Tag Cloud, RatingsBuilding complex solutions Social Bookmarkingon top of SharePoint Blogs and Wikis My SitesPerformancePoint Services Activity FeedsExcel Services Profiles and ExpertiseChart Web Part Org BrowserVisio ServicesWeb AnalyticsSQL Server IntegrationPowerPivotBusiness Intelligence Enterprise Content Types Metadata and Navigation Social Relevance Document Sets Phonetic Search Multi-stage Disposition Navigation Audio and Video Content Types FAST Integration Remote Blob Storage Enhanced Pipeline List Enhancements Search Organizing Information

Department and RolePlease 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?

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?

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.

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.

Questions

OK to demoSharePoint

How do you scale this?Send a questionnaire/survey before themeeting…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.

Simple Scenarios Are Your Best Friend#SPSummit @RHarbridge @RuvenG

#SPSummit @RHarbridge @RuvenG

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.

The Outcome Using workshops, facilitation and byengaging the business you will define, prioritize, and phase SharePoint requirements.

What to watch out for… Without clear requirements,prioritization and the right expectations being set SharePoint projects won’t scale well.

Visualizing and Communicating IA Concepts

The BIGQuestion What is Metadata?

Data about data

The BIGQuestion What is Metadata? I think I get it What is INow I see think Oh! I (Mostly)it get Metadata?

What’s a

Let’s use a

What does a cow say?

What does a chicken say?

What does a ducksay?

The sounds these animals make areattributes that distinguish them

• Prince • Pop/Rock • 1984Example from Yoav Lurie

Adapted from the “peasoup” story by SergeTremblay

What is our Base Metaphorfor files?

What if we saw this?

Better…

Solve with folders

Hire an intern

What is metadata?

This is metadata!

What is Taxonomy? Not this! or this…

Carl Linnaeus(1751)#SPSummit @RHarbridge @RuvenG

Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters#SPSummit @RHarbridge @RuvenG

Taxonomy Animal Kingdom Invertebrates Vertebrates Superclass Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters#SPSummit @RHarbridge @RuvenG

Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Class Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters#SPSummit @RHarbridge @RuvenG

Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Order Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters#SPSummit @RHarbridge @RuvenG

Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Suborder Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters#SPSummit @RHarbridge @RuvenG

Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Family Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters#SPSummit @RHarbridge @RuvenG

Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Subfamily Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters#SPSummit @RHarbridge @RuvenG

Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf Genus hamsters hamsters Djungarian Roborovski dwarf Hamster hampsters#SPSummit @RHarbridge @RuvenG

Taxonomy Animal Kingdom Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Voles Gerbils Hamsters Short-tailed Long-tailed dwarf dwarf hamsters hamsters Djungarian Roborovski dwarf Species Hamster hampsters#SPSummit @RHarbridge @RuvenG

Shared Drive ZooTaxonomy X: Sales & Production Marketing Marketing Sales Web Design Newsletter Social Commercial Industrial Government Healthcare Labs Hospitals Clinics Mobile Private Public Large Medium Small Urban Rural Not University Associated#SPSummit @RHarbridge @RuvenG

Linnaeus vs Buffon Everything 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!#SPSummit @RHarbridge @RuvenG

Arrangement and Context Taskonomy? Department Store Wholesale Warehouse#SPSummit @RHarbridge @RuvenG

Arrangement Challenges Perfect! Animal Kingdom Invertebrates Vertebrates Supercla Class Mammals Fish Amphibians Reptiles Birds What if I want Predators Primates Whales Rodents Order to find an animal by if it lives in water? Or by whether it flies?#SPSummit @RHarbridge @RuvenG

As we’ve already seen:This always works out great This is a common result…#SPSummit @RHarbridge @RuvenG

X Drive Challenges Perfect! X: Could this be solved by using metadata so that the Production Sales & Marketing document could be found by Marketing Sales Web Design Newsletter Social both region and industry? Commercial Industrial Government Healthcare What if I want to find a marketing document by region and not industry?#SPSummit @RHarbridge @RuvenG

Shared Drive Zoo X: Sales & Production Marketing Marketing Sales Web Design Newsletter Social Major Commercial Industrial Government Healthcare Hospitals Labs Hospitals Clinics Mobile Colleges Private Public Big Small Large Medium Small Urban Rural Not University Associated#SPSummit @RHarbridge @RuvenG

Moving this mess to SharePointmakes it worse#SPSummit @RHarbridge @RuvenG

SharePoint Sux#SPSummit @RHarbridge @RuvenG

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

Folders for Security Permissions assigned per folder

Folders in SP2010 – They’re back! • Combine metadata and folders • Best of both worlds

A SharePoint Taxonomy If only there was a I like it! way content could be organized so content could be found/viewed in multiple ways…

MetadataCustomer Type Sector Size Location University• Lab • Private • Large • Urban • Yes• Hospital • Public • Medium • Rural • No• Clinic • Small• Mobile I like it!

Adding Metadata (when uploading)

A SharePoint Simulation

What is metadata?#SPSummit @RHarbridge @RuvenG

What is Taxonomy?#SPSummit @RHarbridge @RuvenG

What are content types?

Drug Vacation Request ReimbursementName _________ Name _________Emp. # _________ Emp. # _________Date _________ Date _________Dates Requested: Drug Used:From __________ Name __________To: __________ Cost: $ _________Manager ________ Manager ________Approved Y/N Approved Y/N

Both Content Types in One Library

Content Types Workflo Policy,Securityfor: w,

The OutcomeShared Understanding of Metadata’s Importance and Usage to Improve‘Findability’ and Information Utility.

What to watch out for…People Must Understand The Value OfMetadata, Or They Will Reject The Idea.

Tools For TheInformation Architect

Same Page

Abstract

Concrete

Mind Mapping Demonstration

Navigationworkshops

Navigational Map

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

What is Card Sorting?

“Card sorting is a great, reliable, inexpensive method for finding patterns in how users would expect to find content or functionality.” - Donna Spencerhttp://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0

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?

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.

Open card sorting process Gerbil

Results Gerbil

But not always what you expect FordGerbil

But not always what you expect Ford Gerbil

Analysishttp://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_spreadsheet_template

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

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

Document inventory workshops

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?#SPSummit @RHarbridge @RuvenG

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.#SPSummit @RHarbridge @RuvenG

The Inventory Worksheet

Build the Taxonomy

Build Mind Map (based on inventory worksheet)

The Outcome Using visual tools provides sharedunderstanding, which is a crucial driver of shared commitment to a goal.

What to watch out for… Workshops become much more interactive; more people are activelyinvolved which leads to greater shared commitment and understanding.

Wireframing, andProcess Mapping

Wireframing Workshops

Balsamiq

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

Balsamiq DEMO

Business Process Workshops

Visio 2010 Demo

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

Roadmap

MakingInformation Architecture Decisions

TheImportanceof MakingGoodInformationArchitectureDecisions

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 Project/Initiative Team SitesTEAM SITES: Generally open control, lessto team members formal Personal Sites– My Sites governance Animated Slide Provider: Susan Hanley

Recommended Approach

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#SPSummit @RHarbridge you encourage feedback? where @RuvenG

SharePoint Containment Hierarchy Farm ServersWhat we care about from aninformation architecture Web Applicationsperspective. Databases Site Collections Sites Libraries and Lists Folders and Document Sets 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. Metadata

Site Collection or Site (Subsite)? OR

Site Collection

When To Use A Site Collection

When To Use A Site CollectionSite Collection 1 Site Collection 2 Webparts & Webparts & Aggregation Aggregation Masterpages & Masterpages & Page Layouts Page Layouts Navigation Navigation Search Across Site Collection Boundaries

When To Use A Site CollectionSite 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

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

One List or Multiple Lists? OR

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

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).

Advanced Uses Of Lists

Calendar or Calendar View?Capabilities Calendar list Calendar viewSupports direct creation and editing of calendar Yes No entries.Supports calendar overlays and group calendars. Yes Doesnt applySupports 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 typicallySimplest 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

One Library or Multiple Libraries? OR

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).

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).

Require Check Out or Don’t? OR

How do we do it?• Library tab• Library settings

Require Check Out?

Require Check Out? Not Enabled By Default

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

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.

Require Check Out? You cannot edit multiple documents in datasheet view.

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.

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

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

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

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.

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.

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.

List and Content Type Tip!

Default Content Types and Metadata Values

Navigating with Metadata Tip!

Navigating with Metadata, not Folders

Set up with Library Settings

Configure Setttings

Filters the list

Document Routing Tip!

Content Organizer and Routing

Configure the router

Configure settings

Create Rules

Create/Modify Rules

Use the Drop-off Library

Add a document

Enter Metadata

Detour: 2010 Metadata

Back to Drop-off library

Your document was moved

Rules don’t apply…

… it doesn’t get moved

Folder or Metadata? OR

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

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

What’s the alternative?

Metadata = No more folders• Filtering• Views

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

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

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

Folders and Default Values

The Sales document library

Drill down into Military folder

Drill down into Air-to-Ground

Add a new document here

Note: Some metadata prefilled

How did we do that?• Library tab• Library settings

Column default value settings

Select a folder and set defaults• Note folder inheritance

Set the default value

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)

Term Store Management

Adding Terms

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

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)

CSV file for Import to Term Store

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

Folder or Document Set? OR

Folders vs. Document Sets Document Sets vs Folders

Document Sets Document Sets vs Folders

Folders and Default Values

Folders vs. Document Sets 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

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

The Outcome You need to understand all of theSharePoint objects, their limitations, and their benefits to make effective decisions.

What to watch out for… There is always a trade off and allinformation architecture decisionsshould be constantly re-evaluated.

Putting it all Together(a case study approach)

Introducing multiMEGA IndustriesThe world’s leading supplier of Missiles, Produce and Soap

They Want A SharePoint Intranet!

Find and Involve Stakeholders

Educate Stakeholders Context Site CollectionsContent Users 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. Metadata

Define and Prioritize Objectives

Initial DiscoveryWorkshop

Map Solutions to Objectives  Direct Relationship  Indirect Relationship Centralize Automate and Enhance Reduce Enhance Knowledge and Improve Business Governance Redundancy and Collaboration Resources Processes Model Improve EfficiencyAdjust SiteStructure and     TaxonomyMigrate FileShares    Create Dashboards     ImplementWorkflow    SolutionsConfigure SearchServices     Branding     * Objectives/solutions should be more specific – Example purposes only.

Roadmap

NavigationWorkshops

Document Inventory Workshops

Build Mind Map (based on inventory worksheet)

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

Business Process Workshops

Structured Approach for Navigation Original Concept – 5 Steps to Structure SharePoint Sites

Wireframing Workshops

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

Identify Key Pages

Mockup Key Pages

Improve Usability#SPSummit @RHarbridge @RuvenG

The OutcomeA well planned information architecture approach will lead to better results.

What to watch out for…Iterative improvements are necessary and should leverage a model like the one we just walked through.

Thank YouOrganizers, Sponsors and You for Making this Possible.Questions? Ideas? Feedback? Contact us: Twitter: @RuvenG & @RHarbridge Blogs: spinsiders.com/RuvenG & RHarbridge.com Email us: RuvenG@Navantis.com & Richard@RHarbridge.com Resources: http://www.PracticalIntranet.com

Information Architecture Tips and Tricks

Make it easier to work with

Make it easier to work withPowerful Columns You Probably Didn’t Know About

Make it easier to work withWhy Leveraging SharePoint Blog Features for News is a Great Idea

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

Time Challengesin SharePoint Projects

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 Two Simple Tricks For Making Better Estimates

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

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

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

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

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

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

Visualizing TimelinesAn easy way to create sharedunderstanding of the impactestimates make on projects.

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

The Outcome Using an Iterative Approach keeplearning impact in mind, use Visio Timelines to foster shared understanding and commitment.

What to watch out for… Expectation is the timeline killer. Ifeveryone has the same expectations then the timeline is never ‘off’.

IBIS Dialog Mapping

Productivity Hub

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

SharePoint Permissions

AD Groups or SharePoint Groups? OR

SharePoint Groups vs AD Groups Advantages DisadvantagesSharePoint • 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 toDirectory • Available in many systems peopleGroup • 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).

Item LevelPermissions

“Item Level”Permissions

Web LevelPermissions

Targeted CodeNew in SharePoint 2010SPRoleAssignmentCollection.AddToCurrentScopeOnly

The Outcome There are many ways that we canimprove usability of SharePoint and as a result improve our Information Architecture.

What to watch out for…Tips and Tricks are not enough to ensure successful Information Architecture.

Thank YouOrganizers, Sponsors and You for Making this Possible.Questions? Ideas? Feedback? Contact us: Twitter: @RuvenG & @RHarbridge Blogs: spinsiders.com/RuvenG & RHarbridge.com Email us: RuvenG@Navantis.com & Richard@RHarbridge.com Resources: http://www.PracticalIntranet.com

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SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

by Richard Harbridge on May 14, 2012

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SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques Presentation Transcript