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Collab365 - We Need to Talk: How to Converse with Regular People About Managing Their Content in SharePoint


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Collab365 Global Conference - October 19 - 20, 2016

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Collab365 - We Need to Talk: How to Converse with Regular People About Managing Their Content in SharePoint

  1. 1. WWW.COLLAB365.EVENTS We Need to Talk: How to Converse with Regular People About Managing Their Content in SharePoint
  2. 2. Agenda The Challenge Content Management The Process Last But Not Least Questions
  3. 3. WWW.COLLAB365.EVENTS Jonathan Ralton BlueMetal Email : Twitter : @jonralton Blog : LinkedIn : • Senior Information Architect • SharePoint IT Pro since 2005 (WSS/SPS) • No coding! • Document Management, Content Management, Knowledge Management… Contact Details :
  4. 4. The Challenge We Need to Talk
  5. 5.
  6. 6.
  7. 7. The Challenge Business Process Automation Portals Social Co-Authoring External Collaboration Workflow Team Collaboration Incident Management Project Management Knowledge Management Enterprise Content Management Application Platform
  8. 8. The Challenge Farms Web Applications Content Databases Site Collections Sites Lists Libraries Folders Document Sets Site Columns Content Types External Content Types Managed Metadata Crawled Properties Managed Properties
  9. 9. WWW.COLLAB365.EVENTS The Challenge We have you… We have the users…
  10. 10. Confused
  11. 11. Scared
  12. 12. Upset
  13. 13. Friendly Words Folders Files Forms Policies Procedures Departments Links ‘S’ Drive
  14. 14. Scary Words Site Collections Document Sets Libraries Term Store Content Types Workflows Lookups Web Parts
  15. 15. The Challenge Taxonomy Metadata
  16. 16. WWW.COLLAB365.EVENTS The Challenge You’ve got to… • Listen • Advise • Deflect • Elicit • Inform • Prescribe • Prioritize • Moderate …all at the same time.
  17. 17. Interviewer • Solicit enough information • Elicit more input • Put some people on the spot to talk about what they do
  18. 18. Interpreter • Assimilate what is laid out for you by your constituents • Context is probably foreign to you • Verify you heard everything correctly • Communicate needs accurately to any other developers
  19. 19. Therapist • Likely not the first time some technical person has tried to help • Bad experiences in the past • Let them articulate their frustrations • Encouragement to keep the ideas coming
  20. 20. Architect • Master artist • Problems are in your hands • Designing something in SharePoint to fit stuff that wasn’t designed for SharePoint • Built to last
  21. 21. Gamer • Multiple routes to reach the same goal • Get everything to fit into a new site properly, especially during a migration
  22. 22. The Challenge Interviewer Interpreter TherapistArchitect Gamer
  23. 23. © 2005 Metro-Goldwyn-Mayer (MGM)
  24. 24. Content Management We Need to Talk
  25. 25. WWW.COLLAB365.EVENTS Content Management What is it? Is it useful to me?
  26. 26. Content Management 50%50% FINDING CONTENT Navigation Search
  27. 27. CONTENT ARCHITECTURE def·i·ni·tion [dèffə nísh'n]
  28. 28. Content Architecture 1. The specification for a content management solution 2. A set of activities and outputs for effective content management – Cleve Gibbon
  29. 29. Content Architecture
  30. 30. TAXONOMY def·i·ni·tion [dèffə nísh'n]
  31. 31. Taxonomy “a classification into ordered categories” –
  32. 32. Taxonomy A way to group things together
  33. 33. Content Management Taxonomy Findability Usability
  34. 34. WWW.COLLAB365.EVENTS Content Management What is… • Content Architecture • Taxonomy How do they relate? Content Architecture Taxonomy
  35. 35. Content Management Your taxonomy is an integral part of your content architecture plan
  36. 36. Content Management Your content architecture is the foundation for achieving content management
  37. 37. Pleasantville © 1998 New Line Cinema
  38. 38. Wild Wild West © 2014 Universal Studios
  39. 39. TAGGING def·i·ni·tion [dèffə nísh'n]
  40. 40. Tagging “the act of applying metadata to an item” – Microsoft
  41. 41. Tagging Consistency Discoverability Flexibility
  42. 42. Content Management Art Science
  43. 43. The Process We Need to Talk
  44. 44. The Process 1 Think about your audience before you sit down with them.
  45. 45. WWW.COLLAB365.EVENTS New to Collaboration Tools Top goals probably should include: • Co-authoring • Workflow • Sending links instead of attachments
  46. 46. WWW.COLLAB365.EVENTS Migrating from File Share Top goals probably should include: • Versioning • Tagging • Information Management Policies
  47. 47. WWW.COLLAB365.EVENTS Building an Intranet Top goals probably should include: • Leveraging the publishing model • Separation of duties • Self-service forms
  48. 48. The Process 2 Be clear about how you’re going to lead people through discovery.
  49. 49. Timeline •Content Architecture •User Experience Discovery •Requirements Document •Content Type Chart •Wireframes Design •Content Types •Site Columns •Libraries •Lists •Pages •Web Parts Build Migration Early April Mid April Late April Late April
  50. 50. The Process 3 Don’t try to figure it all out in one sitting.
  51. 51. © 20th Century FOX Film Corporation
  52. 52. The Process 4 Steer clear of those scary words.
  53. 53. Terminology Not OK OK Site Collections Sites Libraries Folders, Buckets, Containers Content Types Different kinds of documents Columns Fields, Metadata Lookups, Term Sets Choices Document Sets Binders Workflows Processes, Flows Lists Tables Web Parts Modules
  54. 54. The Process 5 Examine their content outside the context of the tool.
  55. 55. Discussing Needs • How do you think about your stuff? • How do you group your stuff together? • By who works on it? • By what it applies to? • By fiscal quarter? • What do you need to know about your stuff? • Where is this in the process? • Who wrote this? • What customer does this apply to? • What works well today? • What is broken? • What would make your job easier?
  56. 56. Discussing Needs Types of Documents/ Content Properties Processes Stuff Others Might Need
  57. 57. WWW.COLLAB365.EVENTS Discussing Needs Types of Documents, Content Properties • Research • Reports • Calculation Templates • Independent Laboratory Testing • Presentations • Projects • Analysis • Instrument Documents • Service Documents • Training/Reference • Health & Nutrition • Forms • Links • Clinical Information • Ingredient Database • Presentations • Regulatory • Reviews & Policies • Ingredient Reviews • Claim Substantiation Documents • Presentations • Educational Information/Resources • Training • Vendor Name (dozens) • Fiscal Year • Calendar Year • Laboratory (4) • Instrument (dozens) • Investigator (dozens) • Name • Institution • License Number
  58. 58. WWW.COLLAB365.EVENTS Document Types and Properties Example • Content Description • Content Owner • R&D Category R&D Document • Content Description • Content Owner • Vendor • Fiscal Year • Calendar Year • Laboratory • Instrument • Project • Product Brand Research Document • Content Description • Content Owner • Vendor • Fiscal Year • Calendar Year • Instrument Analysis Document • Content Description • Content Owner • Fiscal Year • Calendar Year • Investigator Health & Nutrition Document • Content Description • Content Owner • Calendar Year • Project • Product Brand Regulatory Document • Content Description • Content Owner R&D Reference Material • Content Description • Content Owner R&D Training Material
  59. 59. The Process 6 Draw stuff out, erase, and try again.
  60. 60. The Process 7 Recognize trigger words or phrases that may lead you to architectural decisions.
  61. 61. WWW.COLLAB365.EVENTS Translating into Requirements What you might hear “We work a lot with other teams.” What you might think about • Which team needs access to what and when do they need it • Is this ongoing or temporary • What process are involved here
  62. 62. WWW.COLLAB365.EVENTS Translating into Requirements What you might hear “Sometimes we work with people outside the company.” What you might think about • In SharePoint Online, the ability to grant external access is enabled or disabled at the site collection level • You may be looking at a separate web application or farm outside the firewall
  63. 63. WWW.COLLAB365.EVENTS Translating into Requirements What you might hear “We have a lot of different groups of people that need access.” What you might think about • If they’ll be Active Directory Groups or if they’ll need to be SharePoint Groups • SharePoint Groups are visible to all site administrators within the entire site collection
  64. 64. WWW.COLLAB365.EVENTS Translating into Requirements What you might hear “We work on a lot of projects.” What you might think about • Do the projects consist of just documents or are there tasks, calendars… • Separate sites for each project • Document sets for each project
  65. 65. Project Sets Option PMO Team Site Active Projects Project C Archived Projects Project B Project A Project Z Project Y Project X
  66. 66. WWW.COLLAB365.EVENTS Project Sets Option Documents are grouped together in a ‘binder’ for each project • Can be treated as a single package • Can simplify metadata by inheriting • Different security can be applied to each set • Cannot allow external users access • The package itself becomes the record of the project • Easier to roll up/consolidate project information such as • Dashboard of status • Show all project plans
  67. 67. Project Sites Option PMO Team Site Project C Site Project B Site Project A Site Project Documents Project Calendar Project Issues Project Tasks Project Links Project List
  68. 68. WWW.COLLAB365.EVENTS Sites Option Documents live in a separate area altogether for each project • Can have other project content live alongside such as task lists, wikis, etc. • Different security can be applied to each site • Can allow external users access • Need to maintain separate listing/record of projects and related info • Harder to roll up information about all projects
  69. 69. WWW.COLLAB365.EVENTS SharePoint Building Blocks Your Data & Attributes Content Types Site Columns List Columns Term Store Content Type Hub Compliance Center … Your Containers Lists/Libraries Sites Site Collections Content Databases Web Applications Farms …
  70. 70. WWW.COLLAB365.EVENTS SharePoint Building Blocks Content Types • Use to… • Maintain consistency across libraries and lists • Isolate workflow, policies, and other settings • Information Management (Records Management) • Etc. Site Columns/List Columns • Use to… • Drive views • Expose via search • Drive reports • Preserve information • Trigger workflow • Etc.
  71. 71. SharePoint Building Blocks Farm Web Application Content Database Site Collection Site List/Library Item Item Site Collection Site List/Library Item Site List/Library Item Content Database Site Collection Site List/Library Item Web Application Content Database Site Collection Site List/Library Item Item List/Library ItemSite Collection Site
  72. 72. Taxonomy/Context – Uses • Leverage security (List, Site) • Differentiate list-based workflows (List) • Segregate content (List, Site, Site Collection) • Facilitate geographic placement (Farm) • Control versioning (List) • Account for alternate authentication method(s) (Web Application) • Account for encryption (Web Application) • Etc.
  73. 73. Taxonomy/Context – Considerations • The content that will be stored as items • The site and list/library columns that will identify, qualify, and differentiate those items from each other • The content types that will help maintain appropriate metadata, workflow, behavior, and other settings for different kinds of items • The lists/libraries that will segregate those items within the sites • The sites that will contain those lists/libraries • The site collections that will contain those sites • The content databases that will house those site collections • The web applications that will contain those site collections • The farms that will host those web applications
  74. 74. The Process 8 Try to validate what you’re thinking before you go and build it.
  75. 75. WWW.COLLAB365.EVENTS Card Sorting Test Results
  76. 76. The Process 9 Use pictures along with specs.
  77. 77. Overall Guidance 10 Don’t push too hard. Go with the culture.
  78. 78. Folder MetadataDEMONSTRATION
  79. 79. Last But Not Least We Need to Talk
  80. 80. Overall Guidance Be approachable. Make the toolset approachable.
  81. 81. Overall Guidance Bend the tool to their processes, not the other way around.
  82. 82. Content accumulates pretty fast. If you don’t stop to think about this stuff and talk with your users, you could end up with a mess. © 1986 Paramount Pictures
  84. 84. They’ll all think you’re a righteous dude. © 1986 Paramount Pictures
  85. 85. Questions? © 1986 Paramount Pictures
  86. 86. WWW.COLLAB365.EVENTS Stay tuned for more great sessions … Thanks for watching!
  87. 87. Reference We Need to Talk
  88. 88. Links SharePoint 2010 SharePoint 2013 SharePoint Online Resources for IT Pros Features and Editions Limits and Boundaries SharePoint Maturity Model Guidance for Modifying Pre-Defined Taxonomy Discontinued Features and Functionality
  89. 89. Links My Knowledge Management (KM) Resources Click Here My Enterprise Content Management (ECM) Resources Click Here My Web Content Management (WCM) Resources Click Here My SharePoint Resources Click Here My Records Management Resources (RM) Click Here