Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.
Microsoft Teams
Has Moved the IA Cheese
Christian Buckley
Founder & CEO of CollabTalk LLC
Microsoft RD & MVP
@buckleyplanet
COLLABORATION
CAN BE COMPLEX
@buckleyplanet
@buckleyplanet
@buckleyplanet
https://www.slideshare.net/SPSParis2017/keynote-mark-kashmann-sps-paris-20171014
@buckleyplanet
But does SharePoint fit
every collaboration scenario?
@buckleyplanet
your sites
Communication sitesTeam sites
Department
Team
Project
Extranet (Partner, Customer)
Committee (Planning, Executi...
Communication sitesTeam sites
Created by users or admins Created by users or adminsCreated by admins
Navigation
Theme and ...
@buckleyplanet
Outlook
SharePoint
& OneDrive
@buckleyplanet
Outlook
Inner Loop
• Event team working
together on an
upcoming customer
event
• Technical Support trying
to resolve an op...
Outlook
Outer Loop
• Ideation opportunity and
you want input from the
entire company
• Looking for expertise
outside of yo...
Outlook
The “Ubiquitous” Loop
Outer Loop
• Ideation opportunity and
you want input from the
entire company
• Looking for e...
What does this have
to do with cheese?
@buckleyplanet
@buckleyplanet
@buckleyplanet
Considerations for the modern intranet
 News, announcements & information (top/down, bottom/up)
 Find what you’re lookin...
Top 10 IA Mistakes
(for websites and intranets)
1. No Structure
2. Search and Structure Not Integrated
3. Missing Category...
@buckleyplanet
https://www.buckleyplanet.com/2018/10/ia-microsoft-teams.html
@buckleyplanet
@buckleyplanet
1. How do you define Information Architecture, and how
well do users understand and adhere to this definition?
@buckleypla...
According to fellow MVP and SharePoint Librarian
Sarah Haase, SharePoint information architecture is
“the art and science ...
@buckleyplanet
@buckleyplanet
In 1998, Louis Rosenfield and Peter Morville published Information
Architecture and the World Wide Web, a text about apply...
@buckleyplanet
2. What is the state of Information Architecture
in Microsoft Teams today?
@buckleyplanet
3. Are there “best practices” for aligning Microsoft Teams
information architecture with SharePoint and oth...
@buckleyplanet
4. Is there still confusion around ‘which tool, when?’ in
Office 365, and does this impact IA adherence?
@buckleyplanet
5. What is the state of navigation and search across
Microsoft Teams and other workloads?
@buckleyplanet
6. How does an organization manage taxonomy as
Microsoft Teams becomes more prevalent?
@buckleyplanet
7. What 3 things should organizations do to begin
information architecture planning for Microsoft Teams?
Words of Wisdom from Microsoft
Having a solid information architecture is an important prerequisite for realizing a well-m...
Governance in Microsoft Teams
https://docs.microsoft.com/en-us/microsoftteams/plan-teams-governance
• Group and team creat...
Adding Microsoft Teams
into the mix
@buckleyplanet
Chat for today’s
teams
Communicate in the
moment and keep
everyone in the know
Customizable for
each team
Tailor your work...
Groups Building Blocks
https://sharegate.com/blog/office-365-groups-explained
@buckleyplanet
@buckleyplanet
SharePoint
Inside!
 SharePoint Online is a required component for Teams.
 If you don't have SharePoint Online enabled in...
Exchange
Inside!
 Exchange Online is also a required component for Teams.
 Conversations and meetings are captured withi...
Office 365
Groups Inside!
 When you create a team in Microsoft Teams,
on the backend, you’re creating
an Office 365 Group...
Common question:
Does using Teams replace
my need for SharePoint?
@buckleyplanet
No, of course not.
SharePoint is a core infrastructural component of Microsoft Teams,
and works side-by-side with Teams to...
What are the
“Best Practices”
for using Teams?
@buckleyplanet
Office 365: Supporting the unique workstyle of every group
Complete Collaboration Solution
Office 365 addresses the breadt...
Microsoft Teams use cases for each department
https://docs.microsoft.com/en-us/microsoftteams/quick-start-enable-teams
@bu...
www.SuccessWithTeams.com
@buckleyplanet
10 Tips to get Started with Microsoft Teams
(From an article by MVP Susan Hanley)
1. Before you create a new Microsoft Tea...
https://fto365dev.blob.core.windows.net/media/Defaul
t/DocResources/en-us/Office_365_Adoption_Guide.pdf
https://teamworkto...
In my personal
experience,
what works is:
• Start by talking to your users about their preferences –
don’t design the IA o...
Mastering Microsoft Teams:
End User Guide to Practical Usage,
Collaboration, and Governance
By MVPs Melissa Hubbard and Ma...
Christian Buckley
cbuck@collabtalk.com
@buckleyplanet
Thank you very much!
cbuck@collabtalk.com +1 425-246-2823 www.CollabTalk.com
Contact Us
Strategy. Influence. Amplification.
Upcoming SlideShare
Loading in …5
×

Microsoft Teams Has Moved the IA Cheese

144 views

Published on

Building and maintaining your information architecture (IA) in SharePoint is an important and ongoing operational activity.

As Microsoft Teams quickly spreads across your organization, its fast-paced deployment and ease-of-use capabilities make it a powerful hub for team collaboration, but can also mask the complexity of its underlying IA needs.

In this IntraTeam (https://intrateam.dk) webinar (held January 30, 2019), Microsoft MVP & RD Christian Buckley provided an overview of the unique IA considerations for Teams with the goal of helping viewers better understand the interdependencies and gaps to be filled as their Teams planning gets underway.

Published in: Technology
  • Legitimate jobs paying $40/h Tap into the booming online job, industry and start working now! ♥♥♥ http://ishbv.com/ezpayjobs/pdf
       Reply 
    Are you sure you want to  Yes  No
    Your message goes here
  • Be the first to like this

Microsoft Teams Has Moved the IA Cheese

  1. 1. Microsoft Teams Has Moved the IA Cheese Christian Buckley Founder & CEO of CollabTalk LLC Microsoft RD & MVP
  2. 2. @buckleyplanet
  3. 3. COLLABORATION CAN BE COMPLEX @buckleyplanet
  4. 4. @buckleyplanet
  5. 5. @buckleyplanet
  6. 6. https://www.slideshare.net/SPSParis2017/keynote-mark-kashmann-sps-paris-20171014 @buckleyplanet
  7. 7. But does SharePoint fit every collaboration scenario? @buckleyplanet
  8. 8. your sites Communication sitesTeam sites Department Team Project Extranet (Partner, Customer) Committee (Planning, Executive) Initiative, campaign or event Share work with organization Community of practice or interest Training and policies Updates and reports @buckleyplanet
  9. 9. Communication sitesTeam sites Created by users or admins Created by users or adminsCreated by admins Navigation Theme and logo Search scope Hub sites A communication site or team site News and activity rollup @buckleyplanet
  10. 10. @buckleyplanet
  11. 11. Outlook SharePoint & OneDrive @buckleyplanet
  12. 12. Outlook Inner Loop • Event team working together on an upcoming customer event • Technical Support trying to resolve an open customer ticket • Project Manager assembling a v-team to collaborate over the life of an initiative SharePoint & OneDrive @buckleyplanet
  13. 13. Outlook Outer Loop • Ideation opportunity and you want input from the entire company • Looking for expertise outside of your working team • Open discussion on topics that should be maintained as part of the organization’s broader knowledge assets Inner Loop • Event team working together on an upcoming customer event • Technical Support trying to resolve an open customer ticket • Project Manager assembling a v-team to collaborate over the life of an initiative SharePoint & OneDrive @buckleyplanet
  14. 14. Outlook The “Ubiquitous” Loop Outer Loop • Ideation opportunity and you want input from the entire company • Looking for expertise outside of your working team • Open discussion on topics that should be maintained as part of the organization’s broader knowledge assets Inner Loop • Event team working together on an upcoming customer event • Technical Support trying to resolve an open customer ticket • Project Manager assembling a v-team to collaborate over the life of an initiative SharePoint & OneDrive Groups, Graph, and Security @buckleyplanet
  15. 15. What does this have to do with cheese? @buckleyplanet
  16. 16. @buckleyplanet
  17. 17. @buckleyplanet
  18. 18. Considerations for the modern intranet  News, announcements & information (top/down, bottom/up)  Find what you’re looking for (Search, discovery, browse/navigation)  Collaboration & communication  Personal, team, division, cross-company  Usability, reliability, recognizable (theming and branding)  Reorg, acquisition, growth  Continuous innovation, change management  Mobility and flexibility – informed & engaged  Intranet AND extranet  Who should and can access, create and consume (governance)  Secure and compliant (proactive and reactive)  VPN, multi-factor authentication  Apps and services integration  Out-of-the-box, configuration, customization – budget vs. requirements @buckleyplanet
  19. 19. Top 10 IA Mistakes (for websites and intranets) 1. No Structure 2. Search and Structure Not Integrated 3. Missing Category Landing Pages 4. Extreme Polyhierarchy 5. Subsites/Microsites Poorly Integrated with Main Site 6. Invisible Navigation Options 7. Uncontrollable Navigation Elements 8. Inconsistent Navigation 9. Too Many Navigation Techniques 10. Made-Up Menu Options https://www.nngroup.com/articles/top-10-ia-mistakes/ @buckleyplanet
  20. 20. @buckleyplanet
  21. 21. https://www.buckleyplanet.com/2018/10/ia-microsoft-teams.html @buckleyplanet
  22. 22. @buckleyplanet
  23. 23. 1. How do you define Information Architecture, and how well do users understand and adhere to this definition? @buckleyplanet
  24. 24. According to fellow MVP and SharePoint Librarian Sarah Haase, SharePoint information architecture is “the art and science of organizing, storing, and labeling content (e.g. documents, list data, Office 365 groups, SharePoint sites, etc.) to support content findability and usability.” She wrote a great blog post on the evolution of the modern SharePoint site, and how there is now the need of “flat” SharePoint IA: https://regarding365.com/information-architecture-in-a-flat-sharepoint-world-934885869e8a @buckleyplanet
  25. 25. @buckleyplanet
  26. 26. @buckleyplanet
  27. 27. In 1998, Louis Rosenfield and Peter Morville published Information Architecture and the World Wide Web, a text about applying the principles of architecture and library science to web site design. Morville and Rosenfeld describe the relationship between users, context, and content as “information ecology” and visualized it in a venn diagram. @buckleyplanet “You only understand information relative to what you already understand.” Richard Saul Wurman
  28. 28. @buckleyplanet 2. What is the state of Information Architecture in Microsoft Teams today?
  29. 29. @buckleyplanet 3. Are there “best practices” for aligning Microsoft Teams information architecture with SharePoint and other workloads?
  30. 30. @buckleyplanet 4. Is there still confusion around ‘which tool, when?’ in Office 365, and does this impact IA adherence?
  31. 31. @buckleyplanet 5. What is the state of navigation and search across Microsoft Teams and other workloads?
  32. 32. @buckleyplanet 6. How does an organization manage taxonomy as Microsoft Teams becomes more prevalent?
  33. 33. @buckleyplanet 7. What 3 things should organizations do to begin information architecture planning for Microsoft Teams?
  34. 34. Words of Wisdom from Microsoft Having a solid information architecture is an important prerequisite for realizing a well-maintained and well- performing portal. Designing the optimal structure requires detailed planning. If not done properly, you can adversely affect user adoption or have significant performance issues; the likelihood of both is very possible. Consider the following factors: • Business objectives and the organizational structure. • The kind of content you are dealing with. Is the content collaborative or published content? • Content classification and confidentiality. • Life-cycle of the content, and possible retention/disposition strategies. This also applies to sites as well. • Users of the content, their behaviors, common tasks, and expectations. After you know more about the users, the content, and the portal's intended usage, you will have a good foundation to start with and can possibly avoid some of the common pitfalls around information architecture. Information architecture is not a one-time process, rather, it a continuous process. While an optimal information architecture may not always be obvious to end-users, a poorly designed and managed information architecture will certainly be remembered if the experience is a bad one. Keep measuring, keep evolving, and keep it relevant and fresh. https://docs.microsoft.com/en-us/sharepoint/dev/solution-guidance/portal-information-architecture @buckleyplanet
  35. 35. Governance in Microsoft Teams https://docs.microsoft.com/en-us/microsoftteams/plan-teams-governance • Group and team creation, naming, classification, and guest access • Document your organization’s requirements for team creation, naming, classification, and guest access. • Identify existing SharePoint sites to be “Groupified” and connected to new Teams • Identify existing Office 365 Groups to also be “Groupified” and connected to new Teams • Plan to implement these requirements as a part of your Teams rollout. • Communicate and publish your policies to inform Teams users of the behavior they can expect. • Group and team expiration, retention, and archiving • Document your organization’s requirements for team expiration, data retention, and archiving. • Plan to implement these requirements as part of your Teams rollout. • Communicate and publish your policies to inform Teams users of the behavior they can expect. • Teams feature management • Document your organization’s requirements for limiting Teams features at the tenant and user level. • Plan to implement your specific requirements as part of your Teams rollout. • Communicate and publish your policies to inform Teams users of the behavior they can expect. • Security and compliance @buckleyplanet
  36. 36. Adding Microsoft Teams into the mix
  37. 37. @buckleyplanet
  38. 38. Chat for today’s teams Communicate in the moment and keep everyone in the know Customizable for each team Tailor your workspace to include content and capabilities your team needs every day. A hub for teamwork Give your team quick access to information they need right in Office 365 Security teams trust Get the enterprise-level security and compliance features you expect from Office 365. @buckleyplanet
  39. 39. Groups Building Blocks
  40. 40. https://sharegate.com/blog/office-365-groups-explained @buckleyplanet
  41. 41. @buckleyplanet
  42. 42. SharePoint Inside!  SharePoint Online is a required component for Teams.  If you don't have SharePoint Online enabled in your tenant, Teams users are not always able to share files in teams.  Users in private chat will not be able to share files because OneDrive for Business is required for that functionality. https://blogs.technet.microsoft.com/skypehybridguy/2017/10/28/ microsoft-teams-use-an-existing-sharepoint-library/ @buckleyplanet
  43. 43. Exchange Inside!  Exchange Online is also a required component for Teams.  Conversations and meetings are captured within Exchange Online.  Private chats are captured within a hidden folder in the user’s Exchange Online profile, and accessible/discoverable through the Compliance Center.  Hybrid users are still able to collaborate and participate in private chats via the hybrid connector.  While official Microsoft documentation states that hybrid user private chats cannot be managed through the Compliance Center, community members have found that private chats are currently stored within the Teams chat service itself, and can be found through the Compliance Center. @buckleyplanet
  44. 44. Office 365 Groups Inside!  When you create a team in Microsoft Teams, on the backend, you’re creating an Office 365 Group.  Existing groups can be transitioned into teams.  Restricting team creation can be accomplished through group creation policies. @buckleyplanet
  45. 45. Common question: Does using Teams replace my need for SharePoint? @buckleyplanet
  46. 46. No, of course not. SharePoint is a core infrastructural component of Microsoft Teams, and works side-by-side with Teams to provide powerful and flexible collaboration options for your organization, with multiple ways to connect with and leverage your legacy – and future – SharePoint content. @buckleyplanet
  47. 47. What are the “Best Practices” for using Teams? @buckleyplanet
  48. 48. Office 365: Supporting the unique workstyle of every group Complete Collaboration Solution Office 365 addresses the breadth of collaboration needs across organization Integrated Experiences Office 365 Groups and Graph enable integrated experiences that facilitate effective collaboration Security and Compliance Office 365 provides the security, compliance and manageability required in today’s workplace Mail & Calendar Outlook Voice, Video & Meetings Skype Chat-based Workspace Teams Sites & Content Management SharePoint and OneDrive for Business Enterprise Social Yammer Office 365 Groups @buckleyplanet
  49. 49. Microsoft Teams use cases for each department https://docs.microsoft.com/en-us/microsoftteams/quick-start-enable-teams @buckleyplanet
  50. 50. www.SuccessWithTeams.com @buckleyplanet
  51. 51. 10 Tips to get Started with Microsoft Teams (From an article by MVP Susan Hanley) 1. Before you create a new Microsoft Team or Office 365 Group, see if one already exists. 2. If you have an existing Group and want to leverage Teams, be sure to connect the Team and Group at set up. 3. Think about naming conventions for Groups and Teams. 4. Create a new Team for each project. 5. Do a little up front planning with your team to identify some initial channels—but don’t go overboard. 6. Try to avoid customizing the default Documents (i.e. Shared%20Documents) library in your Team- connected SharePoint site. 7. Understand the different user experiences for interacting with files in the Teams vs. SharePoint interfaces—and plan accordingly. 8. Determine your “go to” user experience for files, but make it easy see the big picture. 9. Create a link to your Team from SharePoint. 10. Share your tips, ideas, and questions in the Microsoft Tech Community https://www.computerworld.com/article/3179768/enterprise-applications/10-tips-to-get-started-with-microsoft-teams.html @buckleyplanet
  52. 52. https://fto365dev.blob.core.windows.net/media/Defaul t/DocResources/en-us/Office_365_Adoption_Guide.pdf https://teamworktools.azurewebsites.net/tft/index.html @buckleyplanet
  53. 53. In my personal experience, what works is: • Start by talking to your users about their preferences – don’t design the IA on your own, with all of your personal biases. • Focus on specific business problems – and clear outcomes. • Be consistent! It’s easier to be consistent when governance and change management are the priority. • Test the various solutions – and understand how they will help or hinder your collaboration culture. • Look at your systems holistically, understanding both company-wide and line of business needs – and the gaps between them. • Be prepared to regularly iterate on your strategy. • Organic growth through pilots is the most sustainable model for successful enterprise collaboration. @buckleyplanet
  54. 54. Mastering Microsoft Teams: End User Guide to Practical Usage, Collaboration, and Governance By MVPs Melissa Hubbard and Matthew Bailey http://bit.ly/MasterTeams @buckleyplanet
  55. 55. Christian Buckley cbuck@collabtalk.com @buckleyplanet Thank you very much!
  56. 56. cbuck@collabtalk.com +1 425-246-2823 www.CollabTalk.com Contact Us Strategy. Influence. Amplification.

×