PRACTICAL SHAREPOINT
INFORMATION
ARCHITECTURERuven Gotz
© 2014 Ruven Gotz
Ruven Gotz
@ruveng
spinsiders.com/ruveng
ruven.gotz@avanade.com
Buy the Book (or Kindle):
http://amzn.to/JnxlcC
© 2014 Ruven Gotz
SharePoint can be dangerous to
your career!
© 2014 Ruven Gotz
Expectations are set very high
Reality: The waters can be rougher than expected…
…but the results can make it worthwhile
© 2014 Ruven Gotz
What is an Information Architect?
http://www.flickr.com/photos/racingmix/274777460/
© 2014 Ruven Gotz
What is a Business Analyst?
© 2014 Ruven Gotz
In the SharePoint world, it’s a bit of a hybrid
© 2014 Ruven Gotz
Dealing with humans in tough circumstances
© 2014 Ruven Gotz
Soft skills
You have got to get everyone onto the same page
© 2014 Ruven Gotz
The key to shared
commitment is
Shared Understanding
© 2014 Ruven Gotz
Visual tools are a great
way to get to shared
understanding
© 2014 Ruven Gotz
We will cover visual tools that assist with SharePoint
What is
Metadata?
The BIG
Question
Data about data
Ruven Gotz
@ruveng
spinsiders.com/ruveng
ruven.gotz@avanade.com
What is
Metadata?
I think
I get it
Oh!
Now I see
(Mostly)
What is Metadata?
I think I get it
The BIG
Question
What is
Let’s use a
What does a cow say?
What does a chicken say?
What does a duck
say?
The sounds these animals make are
attributes that distinguish them
Example from Yoav Lurie
• Prince
• Pop/Rock
• 1984
Adapted from the “pea
soup” story by Serge
Tremblay
What is our Base Metaphor
for files?
What if we saw this?
Better…
Solve with folders
Hire an intern
What is metadata?
This is metadata!
Not this!
or this…
What is Taxonomy?
Carl Linnaeus
(1751)
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and...
Shared Drive Zoo X:
Production
Sales &
Marketing
Marketing
Commercial Industrial Government Healthcare
Labs Hospitals
Priv...
As we’ve already seen: This always works out great
Findability vs. Putability: a basic asymmetry
Shared Drive Zoo X:
Production
Sales &
Marketing
Marketing
Major
Hospitals
Commercial Industrial Government Healthcare
Lab...
Moving this mess to SharePoint
makes it worse
SharePoint Sux
The #1 rule of SharePoint?
Never use
folders
Except when it makes
sense
ever
Folders for Security
Permissions assigned
per folder
© 2014 Ruven Gotz
Let’s start with Mind Mapping
© 2014 Ruven Gotz
Building a simple mind map
© 2014 Ruven Gotz
Using a mind map for navigation
© 2014 Ruven Gotz
Using a mind map for prioritization
© 2014 Ruven Gotz
Discovery workshops
© 2014 Ruven Gotz
Using a mind map for taxonomy
A SharePoint Taxonomy (Navigation)
Customer Type
• Lab
• Hospital
• Clinic
• Mobile
Sector
• Private
• Public
Size
• Large
• Medium
• Small
Location
• Urban
...
Adding Metadata (when uploading)
A SharePoint Simulation
Document Type Inventory
Worksheet
© 2014 Ruven Gotz
What is metadata?
What is Taxonomy?
What are content types?
Name _________
Emp. # _________
Date _________
Dates Requested:
From __________
To: __________
Manager ________
Approved Y...
Both Content Types in One Library
Content Types
for:
Workflo
w,
Policy,Security
Back to the Inventory Worksheet
© 2014 Ruven Gotz
Build Mind Map (based on inventory worksheet)
Dealing with Wicked Problems
© 2014 Ruven Gotz
Dialogue Mapping
Facilitation
& Mapping
Shared
Display
Notation
(IBIS)
Dialogue Mapping
http://cognexus....
© 2014 Ruven Gotz
A very simple example IBIS map
© 2014 Ruven Gotz
Real example
© 2014 Ruven Gotz
Wireframing with Balsamiq
© 2014 Ruven Gotz
Process mapping
© 2014 Ruven Gotz
This stuff is hard
© 2014 Ruven Gotz
Social complexity makes every problem ‘wicked’
© 2014 Ruven Gotz
Getting to shared
understanding is
crucial
Visual tools with shared displays can help
Slideshare.org/ruveng
Ruven Gotz
@ruveng
spinsiders.com/ruveng
ruven.gotz@avanade.com
Tools Mentioned:
- Mindjet MindManag...
REMINDER – TOMORROW
• 8:30 Keynote Panel – Bridging the gap:
– On Prem vs. Cloud
• 1:30 Understanding Enterprise Social
– ...
SharePoint Fest - New York - 2014 - Practical SharePoint Information Architecture
SharePoint Fest - New York - 2014 - Practical SharePoint Information Architecture
SharePoint Fest - New York - 2014 - Practical SharePoint Information Architecture
SharePoint Fest - New York - 2014 - Practical SharePoint Information Architecture
SharePoint Fest - New York - 2014 - Practical SharePoint Information Architecture
SharePoint Fest - New York - 2014 - Practical SharePoint Information Architecture
SharePoint Fest - New York - 2014 - Practical SharePoint Information Architecture
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SharePoint Fest - New York - 2014 - Practical SharePoint Information Architecture

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Tools and techniques for success with SharePoint Information Architecture

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  • So, let’s create an alternative structure that is logically equivalent, but that makes putability much easier while preserving findability
    By the way: One way to start to figure out an organization’s metadata is to look at the folder names.
    You will probably not want to simply copy this, but it can be a good guide/starting point
  • It’s not this… (visual joke)

    [ANIMATED]
  • It’s not this… (visual joke)

    [ANIMATED]
  • It’s this…
    Not really this, but let’s use these creatures to understand.
  • Swedish botanist, physician, and zoologist, who laid the foundations for the modern scheme of binomial nomenclature. He is known as the father of modern taxonomy
  • This works because it’s really about governance – this is a stable structure that can’t be changed by just anybody:
    Changing this structure requires a world-wide meeting of the top scientists in the field, usually involving name-calling and fist-fights (or so I’ve heard)

    [ANIMATED]
  • Did you catch the subtle change here.
    The taxonomy is now of your ‘X’ drive.
  • And this is a common result
  • The asymmetry is that you’ll spend less time looking for a place to save something then you will looking for something after the fact.
  • Problem here is lack of governance – anyone can add any folder anywhere anytime
    This boils down to the ‘putability’ problem – I’ll search for a long time to find a doc, but not for long to see where to put it.

    [ANIMATED]
  • Once you’ve migrated your x drive to SharePoint, and all the promised benefits fail to emerge, The reaction is: (next slide)
  • SharePoint Fest - New York - 2014 - Practical SharePoint Information Architecture

    1. 1. PRACTICAL SHAREPOINT INFORMATION ARCHITECTURERuven Gotz
    2. 2. © 2014 Ruven Gotz Ruven Gotz @ruveng spinsiders.com/ruveng ruven.gotz@avanade.com
    3. 3. Buy the Book (or Kindle): http://amzn.to/JnxlcC
    4. 4. © 2014 Ruven Gotz SharePoint can be dangerous to your career!
    5. 5. © 2014 Ruven Gotz Expectations are set very high
    6. 6. Reality: The waters can be rougher than expected…
    7. 7. …but the results can make it worthwhile
    8. 8. © 2014 Ruven Gotz What is an Information Architect? http://www.flickr.com/photos/racingmix/274777460/
    9. 9. © 2014 Ruven Gotz What is a Business Analyst?
    10. 10. © 2014 Ruven Gotz In the SharePoint world, it’s a bit of a hybrid
    11. 11. © 2014 Ruven Gotz Dealing with humans in tough circumstances
    12. 12. © 2014 Ruven Gotz Soft skills
    13. 13. You have got to get everyone onto the same page
    14. 14. © 2014 Ruven Gotz The key to shared commitment is Shared Understanding
    15. 15. © 2014 Ruven Gotz Visual tools are a great way to get to shared understanding
    16. 16. © 2014 Ruven Gotz We will cover visual tools that assist with SharePoint
    17. 17. What is Metadata? The BIG Question
    18. 18. Data about data
    19. 19. Ruven Gotz @ruveng spinsiders.com/ruveng ruven.gotz@avanade.com
    20. 20. What is Metadata? I think I get it Oh! Now I see (Mostly) What is Metadata? I think I get it The BIG Question
    21. 21. What is
    22. 22. Let’s use a
    23. 23. What does a cow say?
    24. 24. What does a chicken say?
    25. 25. What does a duck say?
    26. 26. The sounds these animals make are attributes that distinguish them
    27. 27. Example from Yoav Lurie • Prince • Pop/Rock • 1984
    28. 28. Adapted from the “pea soup” story by Serge Tremblay
    29. 29. What is our Base Metaphor for files?
    30. 30. What if we saw this?
    31. 31. Better…
    32. 32. Solve with folders
    33. 33. Hire an intern
    34. 34. What is metadata?
    35. 35. This is metadata!
    36. 36. Not this! or this… What is Taxonomy?
    37. 37. Carl Linnaeus (1751)
    38. 38. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy
    39. 39. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Superclass
    40. 40. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Class
    41. 41. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Order
    42. 42. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Suborder
    43. 43. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Family
    44. 44. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Subfamily
    45. 45. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Genus
    46. 46. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Species
    47. 47. Shared Drive Zoo X: Production Sales & Marketing Marketing Commercial Industrial Government Healthcare Labs Hospitals Private Public Large Urban Not Associated University Rural Medium Small Clinics Mobile Sales Web Design Newsletter Social Taxonomy
    48. 48. As we’ve already seen: This always works out great
    49. 49. Findability vs. Putability: a basic asymmetry
    50. 50. Shared Drive Zoo X: Production Sales & Marketing Marketing Major Hospitals Commercial Industrial Government Healthcare Labs Hospitals Private Public Large Urban Not Associated University Rural Medium Small Clinics Mobile Colleges Big Small Sales Web Design Newsletter Social
    51. 51. Moving this mess to SharePoint makes it worse
    52. 52. SharePoint Sux
    53. 53. The #1 rule of SharePoint? Never use folders Except when it makes sense ever
    54. 54. Folders for Security Permissions assigned per folder
    55. 55. © 2014 Ruven Gotz Let’s start with Mind Mapping
    56. 56. © 2014 Ruven Gotz Building a simple mind map
    57. 57. © 2014 Ruven Gotz Using a mind map for navigation
    58. 58. © 2014 Ruven Gotz Using a mind map for prioritization
    59. 59. © 2014 Ruven Gotz Discovery workshops
    60. 60. © 2014 Ruven Gotz Using a mind map for taxonomy
    61. 61. A SharePoint Taxonomy (Navigation)
    62. 62. Customer Type • Lab • Hospital • Clinic • Mobile Sector • Private • Public Size • Large • Medium • Small Location • Urban • Rural University • Yes • No A SharePoint Taxonomy (Metadata)
    63. 63. Adding Metadata (when uploading)
    64. 64. A SharePoint Simulation
    65. 65. Document Type Inventory Worksheet
    66. 66. © 2014 Ruven Gotz What is metadata?
    67. 67. What is Taxonomy?
    68. 68. What are content types?
    69. 69. Name _________ Emp. # _________ Date _________ Dates Requested: From __________ To: __________ Manager ________ Approved Y/N Name _________ Emp. # _________ Date _________ Drug Used: Name __________ Cost: $ _________ Manager ________ Approved Y/N Vacation Request Drug Reimbursement
    70. 70. Both Content Types in One Library
    71. 71. Content Types for: Workflo w, Policy,Security
    72. 72. Back to the Inventory Worksheet
    73. 73. © 2014 Ruven Gotz Build Mind Map (based on inventory worksheet)
    74. 74. Dealing with Wicked Problems
    75. 75. © 2014 Ruven Gotz Dialogue Mapping Facilitation & Mapping Shared Display Notation (IBIS) Dialogue Mapping http://cognexus.org/
    76. 76. © 2014 Ruven Gotz A very simple example IBIS map
    77. 77. © 2014 Ruven Gotz Real example
    78. 78. © 2014 Ruven Gotz Wireframing with Balsamiq
    79. 79. © 2014 Ruven Gotz Process mapping
    80. 80. © 2014 Ruven Gotz This stuff is hard
    81. 81. © 2014 Ruven Gotz Social complexity makes every problem ‘wicked’
    82. 82. © 2014 Ruven Gotz Getting to shared understanding is crucial
    83. 83. Visual tools with shared displays can help
    84. 84. Slideshare.org/ruveng Ruven Gotz @ruveng spinsiders.com/ruveng ruven.gotz@avanade.com Tools Mentioned: - Mindjet MindManager - Balsamiq Mockups - BizAgi Entry Level - Microsoft Visio
    85. 85. REMINDER – TOMORROW • 8:30 Keynote Panel – Bridging the gap: – On Prem vs. Cloud • 1:30 Understanding Enterprise Social – The value that social can bring Highly recommended • 4:20 today: SPT107 - Shifting the paradigm of requirements gathering
    1. ¿Le ha llamado la atención una diapositiva en particular?

      Recortar diapositivas es una manera útil de recopilar información importante para consultarla más tarde.

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