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Spca2014 marianne vanwanrooij collaboration_and_enterprise_content_management

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Spca2014 marianne vanwanrooij collaboration_and_enterprise_content_management

  1. 1. Collaboration and Enterprise Content Management SharePoint Online Marianne van Wanrooij @Mariannerd
  2. 2. About me Marianne van Wanrooij SharePoint Solution Architect at Connected Solutions Event organizer at Dutch Information Worker User Group (DIWUG) Editor of the DIWUG SharePoint Magazine Organizer SharePoint Saturday Holland SharePoint MVP (5 years) But also… Mom to Jitse (3) and Meghan (1) Current project ProRail: Migration SharePoint 2007 to SharePoint Online (via Motion10)
  3. 3. Agenda You have decided that SharePoint Online is the platform for your organisation to support Collaboration and Enterprise Content Management. What are the next steps? How do you successfully design a workplace for your users? In this session Marianne will share her experience implementing SharePoint Online at an enterprise organisation. She will take you through the process of designing, planning, facilitating the implementation stage and ensuring end-user adoption. Level 200
  4. 4. In short…. How to create an Information architecture for SharePoint
  5. 5. What is Information Architecture? 1. Content
  6. 6. It starts with..
  7. 7. But it grows….
  8. 8. … and grows… out of control
  9. 9. Why is it difficult? Boundaries? 500.000 SiteCollections 2.000 SubSites Storage: You can buy what you need…. https://support.office.com/en-us/article/SharePoint-Online-software- boundaries-and-limits-8f34ff47-b749-408b-abc0- b605e1f6d498
  10. 10. What is Information Architecture? 1. Content Volume, formats, metadata, structure, organization
  11. 11. What is Information Architecture? 1. Content 2. Users
  12. 12. Why is it difficult? Users
  13. 13. What is Information Architecture? 1. Content 2. Users Who are they, what are their information seeking behaviors and needs.
  14. 14. What is Information Architecture? 1. Content 2. Users 3. Context
  15. 15. Why is it difficult?
  16. 16. What is Information Architecture? 1. Content 2. Users 3. Context Business model, business value, politics, culture, resources and resource constraints
  17. 17. What is Information Architecture? Users Content IA Context
  18. 18. Tip tricks Pit fall Starting with a SharePoint demo What would you like SharePoint to do? Well, what can it do? Tons! Let me show you What do I need that for? Well, it depends… what do you want it for? Well, it LOOKS cool – sure: I want it.
  19. 19. Why is it difficult? Collaboration - Teamsites - Work Management - External Sharing Search Content Management - Content management - Records management - eDiscovery, ACM, Compliance Business Intelligence - Excel services - PowerPivot - PowerView Business Solutions - Access services - Visio Services - Form based application - Workflow - Business Connectivity Services Apps - App Catalog - Market place
  20. 20. Designing How do you get your information
  21. 21. Get info from users… Analyzing current documents Surveys Workshops Card sorting
  22. 22. Open card sorting
  23. 23. Sorted! Gerbil Is it?????
  24. 24. Options… it’s not always what you expect… Ford Gerbil
  25. 25. And now for something completely different Ford Gerbil
  26. 26. Designing IA decisions
  27. 27. just a few…. Document content management • Site Collections vs Sub sites • One list or multiple lists • Single library or multiple libraries • Require check out or don’t • Content types • Folders or meta data • Folders or document sets • Taxonomies • Sites vs Pages • Workflow • Rules and policies Drop Off Library
  28. 28. just a few…. Enterprise content management • Content Type Hub • Case Management - eDiscovery • Auditing Monitoring • Search • Archiving
  29. 29. Designing Tools
  30. 30. Visio • Design of Business Workflow
  31. 31. Visio • Meta data model
  32. 32. Mind manager Taxonomy
  33. 33. Survey tools SharePoint ☺ Survey monkey
  34. 34. Planning implementation considerations Site Provisioning Migration Strategy Governance management
  35. 35. User adoption Training (videos) FAQ (Blog/Wiki) Support Ask
  36. 36. Ask for feedback Couldn’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 Feature and Analyze User Bookmarks Blog New Features/Changes and Encourage Comments How about a site review process where you encourage feedback?
  37. 37. Questions? Contact @mariannerd marianne@diwug.nl
  38. 38. Resources Practical tools and techniques for the SharePoint BA IA Richard Harbridge RuvenGotz Card sorting - Donna Spencer http://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0
  39. 39. Governance and IA? Home Page Functional Areas Department Site – “Public” Department Team Site – “Private” Project/Initiative Team Sites Personal Sites–My Sites “PUBLIC” SITES: Open to all employees TEAM SITES: Generally open to team members Tightly controlled, formal governance Some control, some formal governance Looser control, less formal governance “PRIVATE” SITES: Open to business group members Animated Slide Provider: Susan Hanley

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