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Content Management and Page Structure for SharePoint


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Presented at SPTechCon D.C. Review of information Architecture Tips and content organization in SharePoint and Office365

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Content Management and Page Structure for SharePoint

  1. 1. Content Management & Page Structures in SharePoint By: D’arce Hess SPTechCon – Washington D.C. 2017
  2. 2. Where we came from Classic vs Modern Architectures IA Building Blocks Providing Consistency IA Meets UI/UX Agenda
  3. 3. Introductions D’arce Hess, MVP President | DH Consulting LLC @darcehess
  4. 4. Classic SharePoint
  5. 5. Where we came from 2013 • Custom Master Pages • Composed Looks • Display Templates • Custom Page Layouts • jslink • Image Renditions 2010 • Sandbox Solutions • Color Picker Theming • Custom Master Pages • Custom Page Layouts • FAST Search • Deep IA Structures 2007 • Full Trust Code Solutions • Limited theming capabilities • Custom Master Pages • Custom Page Layouts Office365 • Modern Experiences • Delve • Personalized Search • SharePoint Framework • New Web Parts • No more clunky ribbon • No Subsites • Mobile Friendly • SharePoint App
  6. 6. Classic Architectures • One high-level site collection • Multiple sub sites • Lists • Libraries • Folders • Documents • Content Types • Metadata
  7. 7. Modern SharePoint
  8. 8. The World is Flat • Root Site is a Modern Team Site • Everything is a Site Collection • Easier for permissions structures • News and events will roll up to Hub Site
  9. 9. IA Building Blocks
  10. 10. What kind of content do you have? • Text • Images • Videos • Documents • Lists • Forms • Social content • Surveys
  11. 11. SharePoint is not the only answer Technology cannot be the only answer. SharePoint can house all of your content, but the structure and organization is up to you. • What types of documents do you want to store? • What information about those documents should be stored (metadata)? • Do you need images, or video? • Who will be accessing the different types of content?
  12. 12. How will your users be using SharePoint? • Document Storage • Intranet • Communication • Collaboration/Teamwork • Social
  13. 13. Logical containers with a unique name used to store a collection of sub sites.. Site Collections Sites are containers which store libraries and lists. Users often navigate directly to a site and are redirected to its homepage. Sites/Subsites (Classic) Located within sites, libraries store items that are ‘files’. Examples include Site Pages, Images, Videos, Documents. These are all stored in libraries. Libraries Similar to libraries except every item is separate similar to how and separate line item in Excel works. Lists A container term that can apply specific pre-defined metadata to information (lists, libraries, pages) within SharePoint Content Types The properties that are applied to items inside libraries or lists Metadata Your Building Blocks
  14. 14. Purpose of an Architecture An architecture provides the foundation for your governance plans to be implemented and scalable in the organization.
  15. 15. Create Logical and Realistic Structures Human Resources Site Collection (Hub Site) Human Resources EMEA Site Collection Human Resources APAC Site Collection Human Resources Americas Site Collection Lists Document Libraries Images News Events Site Pages Lists Document Libraries Images News Events Site Pages Lists Document Libraries Images News Events Site Pages
  16. 16. IA meets User Experience
  17. 17. Create Logical and Realistic Structures • Structure content with a purpose • What is the story you want to tell? • Who is your Audience? • Can a process be simplified using metadata? • Can you use metadata to surface content stored in lists to prevent separate pages for consistent content?
  18. 18. Two Column Layouts provide a great canvas for providing focus on specific content and allowing the sidebar to be used as a secondary focus. This layout offers a large variety of uses for: • Department Home Pages • Landing Pages • Intranet Landing Pages • Content Pages Banner with Lg. Left Sm. Right Modern Classic
  19. 19. Single Column Layouts include a Left Navigation to help users get to categories of content. This layout offers a large variety of uses for: • Article content pages • News • Single Topic Content Single Column Modern Classic
  20. 20. The Three Column has the most variety of uses. This layout offers a large variety of uses for: • Telling a process story i.e. Past, Present, Future Three Column Modern Classic
  21. 21. Use content types to help users implement the content that is right for the layout versus placing multiple web part zones on a page and leaving too much for the user to have to decide on. Create with Content Types Classic
  22. 22. The Four Rules for Links Color Don’t use blue or purple for text colors unless it’s a link Underline Don’t underline text unless it is a link Click Here “Click Here” requires users to read before and after to understand what they are clicking Number Keep number of links short or find grouping patterns to break up content
  23. 23. Provide Consistency
  24. 24. Who do I want to Communicate With?
  25. 25. Who is the Audience?
  26. 26. Internal or External Communication?
  27. 27. When to use what and why Create guidance site/pages to inform users and help lead them to make better decisions and also enforce the governance in your organization SharePoint/Office 365 Governance Questions When to Use What in Office 365
  28. 28. The Z-Layout is a great way to start just about any website or intranet project because it addresses the core requirements for any effective site: • branding • hierarchy • structure • call to action. Users don’t “read” content, they scan content How do people read?
  29. 29. Use content in a consistent manner • Should webparts be placed consistently on the page. • In a right column, determine what should be most important. • Know what your users are coming to your site to obtain
  30. 30. Use Color to note security designation Should there be a different color theme for sites that allow for external access and sharing vs. internal? Provide visual indicators to help users
  31. 31. Quick Tips Users will not fill out 30 fields. Don’t make everything required. Only ask for what you need. Limit Options Use Content Query or Highlighted Content Webparts to help surface relevant content. Have Search work for you Try to limit the number and depth that you create. Subsites (classic only) Make the terminology obvious Metadata
  32. 32. • Please thank our sponsors and staff. Without them, this event would not be possible. • Please fill out your evaluations. We want to know what we can do better. D’arce Hess, MVP President | DH Consulting LLC @darcehess