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Practical Tools and Techniques for the SharePoint Business Analyst and SharePoint Information Architect

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Practical Tools and Techniques for the SharePoint Business Analyst and SharePoint Information Architect

  1. 1. SHARE 2013| 1
  2. 2. Practical Tools and Techniquesfor the SharePointBusiness Analyst & Information Architect Facilitated By: Richard Harbridge #Share4Biz @RHarbridge#Share4Biz @RHarbridge
  3. 3. Who am I? Boston Washington#Share4Biz @RHarbridge
  4. 4. SPTechCon The SharePoint Technology Conference#Share4Biz @RHarbridge
  5. 5. Special Mention… @RuvenG spinsiders.com/RuvenG Ruven.Gotz@Avanade.com Ruven Gotz#Share4Biz @RHarbridge
  6. 6. What We Will (Try To) Cover Today:Morning Focus:1. Why is SharePoint IA so difficult?2. Visualizing and Communicating SharePoint ConceptsAfternoon Focus:3. Making SharePoint IA Decisions4. Information Architecture Tips and Tricks#Share4Biz @RHarbridge
  7. 7. Why is SharePoint BA/IA so difficult?#Share4Biz @RHarbridge
  8. 8. SharePoint is huge…#Share4Biz @RHarbridge
  9. 9. The people stuff is complex…#Share4Biz @RHarbridge
  10. 10. It started out simple#Share4Biz @RHarbridge
  11. 11. Then it grew#Share4Biz @RHarbridge
  12. 12. Then it got TOTALLY out of control!!#Share4Biz @RHarbridge
  13. 13. Decision Makers Cant Seem To Agree… We need a records Not as much as a kitten management solution! picture rotator!#Share4Biz @RHarbridge
  14. 14. The CFO Watches Costs Increase Actually that Easy! Just need requires a third to customize party product.. one thing… That requires enterprise#Share4Biz @RHarbridge CALs…
  15. 15. IT Services Can’t Support The Flood Of New Requests#Share4Biz @RHarbridge
  16. 16. Shared Understanding Of Objectives#Share4Biz @RHarbridge
  17. 17. The Destination Matters 4 If We Haven’tAbundance Of Helpful Data What 1. Area Map 2. Our Direction 3 Our Identified 3. Our Route 4. Points Of Interest 1 Destination/Goal? 2 5 5. Our Route Risks 6. Upcoming Action 7. Distance/Time To Goal 8. Estimated Duration 6 7 8 9 9. Current Speed/Limit 10. Current Road 10 Concept Courtesy of Andrew Jolly#Share4Biz @RHarbridge
  18. 18. Identifying Our Objectives#Share4Biz @RHarbridge
  19. 19. Abstract Objectives (Platitudes) These are not good objectives!#Share4Biz @RHarbridge
  20. 20. In Canada we learn this right after hockey appreciation in grade school.#Share4Biz @RHarbridge
  21. 21. #Share4Biz @RHarbridge
  22. 22. #Share4Biz @RHarbridge
  23. 23. We would like to automate and improve our ‘paper based’ ‘legal’ ‘contract mngmt’’ ‘contract rview’ processes. Specifically we would like to ‘imprv#Share4Biz @RHarbridge request rspnse time’ by…
  24. 24. Legal Contract Solutions • Contract Review Workflow • Request Contract Review Form • Integration with ClientDB • Client Contracts Site#Share4Biz @RHarbridge
  25. 25. Prioritizing Objectives Requires Understanding Value And Difficulty#Share4Biz @RHarbridge
  26. 26. The Simplest Prioritization Formula Ever… Estimated Value Estimated Difficulty#Share4Biz @RHarbridge
  27. 27. Prioritization Example  I have a difficult solution. It’s an 8 in difficulty (out of 10).  I have an easy solution. It’s a 2 in difficulty (out of 10).  The expected value of the difficult solution is 4 (out of 10).  The expected value of the easy solution is 6 (out of 10). Estimated Value Estimated Difficulty#Share4Biz @RHarbridge
  28. 28. Paired Comparison Matrix Centralize Automate and Enhance Reduce Enhance Knowledge and Improve Business Governance Redundancy and Collaboration Resources Processes Model Improve Efficiency Centralize Knowledge and Centralize - 2 Centralize – 1 Centralize – 2 Centralize – 0 Resources Enhance Redundancy – Collaboration Improve BP - 2 Governance – 2 2 Automate and Redundancy – Improve Business Objective Weight Importance Governance – 1 Processes 1 Centralize 5 35.71% Enhance Collaboration 0 0% Redundancy – Governance 1 Model Improve BP 2 14.29% Reduce Governance 3 21.43% Redundancy and Redundancy 4 28.57% Improve Efficiency#Share4Biz @RHarbridge
  29. 29. Prioritize and Plan S.M.A.R.T. Objectives#Share4Biz @RHarbridge
  30. 30. The Right Approach To Achieving Objectives#Share4Biz @RHarbridge
  31. 31. What is the best approach to use when working with SharePoint?#Share4Biz @RHarbridge
  32. 32. ITERATIVE APPROACH#Share4Biz @RHarbridge
  33. 33. Why Iterative?  SharePoint is a very large platform.  It takes time to understand SharePoint.  SharePoint is great for rapid prototyping, and for proof of concept work.  It ensures there is enough time to review, adjust, and communicate.#Share4Biz @RHarbridge
  34. 34. How people think it works…#Share4Biz @RHarbridge Image from Paul Culmsee
  35. 35. How it really works…#Share4Biz @RHarbridge Image from Paul Culmsee
  36. 36. SharePoint Solutions (Evolution) Business Information Collaboration Business Intelligence Driven Driven Process Driven Driven Reporting Workflow/ Communication Collaboration Auditing Dashboards *Super Simplified#Share4Biz @RHarbridge
  37. 37. SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at NothingButSharePoint.com#Share4Biz @RHarbridge
  38. 38. SharePoint will be…  Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.  Our primary unified application delivery platform.  Our primary workflow/business process automation platform.  Our intranet and communication center for internal corporate communications.  … SharePoint will not be…  Our (external) web content management platform.  Our primary document management platform.  Our contact management platform.  …#Share4Biz @RHarbridge
  39. 39. SharePoint has Multiple Options 2010 Foundation 2007 Standard Online Enterprise On Site#Share4Biz @RHarbridge
  40. 40. It’s Big Ecosystem#Share4Biz @RHarbridge
  41. 41. Implemented Legal Implemented SharePoint! Contracts Solution! Have we achieved our objective?#Share4Biz @RHarbridge
  42. 42. A Lesson Courtesy Of The Mars Rover Primary among the missions scientific goals is to search for and characterize a wide range of rocks and soils that hold clues to past water activity on Mars.#Share4Biz @RHarbridge
  43. 43. Have We Achieved Our Goal? Concept Courtesy of Andrew Jolly#Share4Biz @RHarbridge
  44. 44. Have We Achieved Our Goal? Concept Courtesy of Andrew Jolly#Share4Biz @RHarbridge
  45. 45. Have We Achieved Our Goal? Concept Courtesy of Andrew Jolly#Share4Biz @RHarbridge
  46. 46. Have We Achieved Our Goal? Concept Courtesy of Andrew Jolly#Share4Biz @RHarbridge
  47. 47. Have We Achieved Our Goal? Concept Courtesy of Andrew Jolly#Share4Biz @RHarbridge
  48. 48. Launch Minded People Think… Don’t blow up! Pre Launch Launch#Share4Biz @RHarbridge
  49. 49. Post Launch People Think… Have we What are our succeeded in Don’t blow up! gaining objectives? adoption? Pre Launch Flight Landing Launch What feedback Have we are we getting? achieved our How will we objectives? achieve them? How should we adjust our#Share4Biz @RHarbridge trajectory?
  50. 50. Back to our friend the Mars Rover…#Share4Biz @RHarbridge
  51. 51. Have We Achieved Our Goal? Achieved Primary Objective Concept Courtesy of Andrew Jolly#Share4Biz @RHarbridge
  52. 52. How Important Was Launch? Launch How many people understood how much was involved in planning for launch? Post Launch How many people understood how much was involved after launch? Concept Courtesy of Andrew Jolly#Share4Biz @RHarbridge
  53. 53. Requirements Definition and Mapping#Share4Biz @RHarbridge
  54. 54. What makes something a requirement?#Share4Biz @RHarbridge
  55. 55. We can do that for $10#Share4Biz @RHarbridge
  56. 56. We can do that for $1 Million#Share4Biz @RHarbridge
  57. 57. The Power Of Zero $$ Change Orders#Share4Biz @RHarbridge
  58. 58. SharePoint chicken & egg problem#Share4Biz @RHarbridge
  59. 59. DON’T demo SharePoint#Share4Biz @RHarbridge
  60. 60. Understand Their Workload & Identify Challenges#Share4Biz @RHarbridge
  61. 61. #Share4Biz @RHarbridge
  62. 62. OK to demo SharePoint#Share4Biz @RHarbridge
  63. 63. Simple Scenarios Are Your Best Friend#Share4Biz @RHarbridge
  64. 64. #Share4Biz @RHarbridge
  65. 65. #Share4Biz @RHarbridge
  66. 66. When To Demo SharePoint  When you need help scoping requirements and managing expectations.  When you need help building awareness.  When validating requirements and solution approaches.  When you want to get people excited! When Not To Demo SharePoint  When you haven’t identified any of the audiences needs.  When you aren’t familiar with the tool/feature set being demonstrated.#Share4Biz @RHarbridge
  67. 67. How do you scale this? Send a questionnaire/survey before/after… You have three primary goals: • Get people excited enough to respond in the survey/questionnaire. • Evangelize a better way of doing things. • Better understand people’s needs/pain points.#Share4Biz @RHarbridge
  68. 68. Visualizing and Communicating IA Concepts#Share4Biz @RHarbridge
  69. 69. #Share4Biz @RHarbridge
  70. 70. Adapted from the “pea soup” story by Serge Tremblay#Share4Biz @RHarbridge
  71. 71. #Share4Biz @RHarbridge
  72. 72. #Share4Biz @RHarbridge
  73. 73. What is our Base Metaphor for files?#Share4Biz @RHarbridge
  74. 74. What if we saw this?#Share4Biz @RHarbridge
  75. 75. Better…#Share4Biz @RHarbridge
  76. 76. Solve with folders#Share4Biz @RHarbridge
  77. 77. Hire an intern#Share4Biz @RHarbridge
  78. 78. #Share4Biz @RHarbridge
  79. 79. This is metadata!#Share4Biz @RHarbridge
  80. 80. The #1 rule of SharePoint? Except when it makes sense Never use ever folders#Share4Biz @RHarbridge
  81. 81. Folders for Security Permissions assigned per folder#Share4Biz @RHarbridge
  82. 82. Metadata Customer Type Sector Size Location University • Lab • Private • Large • Urban • Yes • Hospital • Public • Medium • Rural • No • Clinic • Small • Mobile#Share4Biz @RHarbridge
  83. 83. Adding Metadata (when uploading)#Share4Biz @RHarbridge
  84. 84. A SharePoint Simulation#Share4Biz @RHarbridge
  85. 85. What are content types?#Share4Biz @RHarbridge
  86. 86. Vacation Drug Request Reimbursement Name _________ Name _________ Emp. # _________ Emp. # _________ Date _________ Date _________ Dates Requested: Drug Used: From __________ Name __________ To: __________ Cost: $ _________ Manager ________ Manager ________ Approved Y/N Approved Y/N#Share4Biz @RHarbridge
  87. 87. Both Content Types in One Library#Share4Biz @RHarbridge
  88. 88. Content Types Workflow, olicy,Security P for:#Share4Biz @RHarbridge
  89. 89. Tools For The Information Architect#Share4Biz @RHarbridge
  90. 90. Mind Mapping Demonstration#Share4Biz @RHarbridge
  91. 91. Navigation workshops#Share4Biz @RHarbridge
  92. 92. Navigational Map#Share4Biz @RHarbridge
  93. 93. Navigation Systems • Global navigation • Local navigation • Breadcrumbs/Up One Level Control • Contextual navigation • Supplemental navigation – Sitemap – A-Z Index – Guides#Share4Biz @RHarbridge
  94. 94. IBIS mapping demonstration#Share4Biz @RHarbridge http://www.cognexus.org/
  95. 95. What is Card Sorting?#Share4Biz @RHarbridge
  96. 96. “Card sorting is a great, reliable, inexpensive method for finding patterns in how users would expect to find content or functionality.” - Donna Spencer http://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0#Share4Biz @RHarbridge
  97. 97. Why use Card Sorting? • Card sorting can help you identify trends – Do the users want to see the information grouped by subject, process, business group, or information type? – How similar are the needs of the different user groups? – How many potential main categories are there? • What should those groups be called?#Share4Biz @RHarbridge
  98. 98. Types of Card Sorting • Open Card Sorting – Participants are given cards showing site content with no pre-established groupings. • Closed Card Sorting – Participants are given cards showing site content with an established initial set of primary groups.#Share4Biz @RHarbridge
  99. 99. Open card sorting process Gerbil#Share4Biz @RHarbridge
  100. 100. Results Gerbil#Share4Biz @RHarbridge
  101. 101. But not always what you expect Ford Gerbil#Share4Biz @RHarbridge
  102. 102. But not always what you expect Ford Gerbil#Share4Biz @RHarbridge
  103. 103. Analysis http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_ spreadsheet_template#Share4Biz @RHarbridge
  104. 104. Advantages of Card Sorting • Simple • Cheap • Quick to execute • Established • Involves users • Provides a good foundation#Share4Biz @RHarbridge
  105. 105. Disadvantages of Sorting • Does not consider users’ tasks • Results may vary • Analysis can be time consuming • May capture “surface” characteristics only#Share4Biz @RHarbridge
  106. 106. Document inventory workshops#Share4Biz @RHarbridge
  107. 107. Analyze Existing Content • What type of content is it? • How is the content organized today? • What is the purpose of the content? • Who is the author of the content? • What format is the content in? • Who uses the content? • Where is the content currently located?#Share4Biz @RHarbridge
  108. 108. #Share4Biz @RHarbridge
  109. 109. #Share4Biz @RHarbridge
  110. 110. Use Survey Tools! Compiling results from 20 to 50 participants using excel sheets/hand outs can be painful. If you expect many responses use a survey tool instead.#Share4Biz @RHarbridge
  111. 111. The Inventory Worksheet#Share4Biz @RHarbridge
  112. 112. Build Mind Map (based on inventory worksheet)#Share4Biz @RHarbridge
  113. 113. • Document Name • Document Purpose (Summary Description) • Primary Document File Type (doc, xls, pdf, etc) • While it may be other possible to have multiple file types for a single identified document for the scope we should limit this to the primary/expected file type. • Primary Owner • There are three ways to approach this. Based on the organizations need (and the scope) I am recommending only going down to potentially role (though this can be intensive in regards to time/effort). • Which ‘department’ or business unit owns this? • What ‘user role’ owns this? • Who are the users who typically (by name) own this? • Primary Origin (Received from) • We could identify other origins, but based on the scope I don’t think this would be feasible for the first phase. • Primary Destination (Sent to) • We could identify other destinations but based on the scope I don’t think this would be feasible. • Privacy Classification • Keep this simple. Confidential, Public, etc – this combined with owner should allow the organization to pinpoint higher risk/complicated privacy/permission scenarios. • Estimated Existing Volume • How many of these documents (high level) does the organization expect exist? • Estimated Creation Frequency • How often do these documents get created? • Notes/Remarks#Share4Biz @RHarbridge
  114. 114. Wireframing, and Process Mapping#Share4Biz @RHarbridge
  115. 115. Wireframing Workshops#Share4Biz @RHarbridge
  116. 116. Balsamiq#Share4Biz @RHarbridge
  117. 117. Common Intranet Components Component Name Purpose Component Name Purpose Message from the President/Owner/Founder Informative Email This Page Sharing News and Announcements Informative Print This Page Sharing Blog Updates Informative Search Tips Informative Wiki Updates Informative New Job Openings/Postings Informative System Status Informative Quick Start to Services Navigation Upcoming Events/Calendar Informative How do I/Training/Learning Materials Informative New Hires/Arrivals Informative Advertisements Informative Employee Anniversaries/Milestones/Years of Service Informative New Messages/Notes Informative Recent Departures/Retirements Informative Availability Dashboard Informative Videos Informative Upcoming Calls/Web Meetings Informative Photos Informative Recent Questions and Recent Answers Informative Podcasts Informative Community Spotlight/Highlight Informative Stock Quotes Informative Site/Department/Team Spotlight/Highlight Informative Stock Chart? Informative Inspiring Quote Informative Weather Informative Highlighted/Urgent/Past Due Tasks Informative World Clocks/Office Time Informative Most Viewed Content Informative Employee Spotlight Informative Most Recently Contributed Content Informative Contacts Informative Recently Added Projects Informative Recent Discussions Informative Survey Feedback Quick Links/Shortcuts/ Navigation Bookmarked Content Informative Site Map Navigation Top Searches Informative Tag Cloud Navigation Discounts (Organizational for Retail) Informative Search Box (Employee Search, Intranet Search, Etc) Navigation Sales Goals Informative Polls Feedback Visitors/People Out Of Office Informative Provide Feedback Feedback Phone List Informative#Share4Biz @RHarbridge
  118. 118. Balsamiq DEMO#Share4Biz @RHarbridge
  119. 119. Business Process Workshops#Share4Biz @RHarbridge
  120. 120. Visio 2010 Demo#Share4Biz @RHarbridge
  121. 121. Common Intranet Processes • Absence Reporting and Vacation Scheduling • Expense Reimbursement • Equipment and Room Reservation and Management • Meeting Planning and Management • Policy Review and Approval • Booking Travel • Interview Management and Hiring Processes • Training Sign Up and Management • Event Planning • Change Request Management • Timecard/Time Tracking • Product Planning • Help Desk Ticket Management • Compliance Support • Contacts Management • Inventory Tracking • Lending Tracking • Sales Lead Pipeline#Share4Biz @RHarbridge
  122. 122. Roadmap#Share4Biz @RHarbridge
  123. 123. Thank You For Joining Me This MorningOrganizers, Sponsors and You for Making this Possible.Questions? Ideas? Feedback? Contact me: Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: Richard@RHarbridge.com Resources: 700+ SharePoint IA Slides at.. PracticalIntranet.com 130+ SharePoint Standards at.. SPStandards.com 15 Pages of Important Questions at.. SharePointDiagnostics.com#Share4Biz @RHarbridge
  124. 124. Making Information Architecture Decisions#Share4Biz @RHarbridge
  125. 125. The Importance of Making Good Information Architecture Decisions#Share4Biz @RHarbridge
  126. 126. Governance and IA? Home Page “PUBLIC” SITES: Open Tightly to all employees controlled, form Functional Areas al governance Department Site – “Public” “PRIVATE” SITES: Open Some to business group Department Team Site – “Private” control, some members formal governance Project/Initiative Team Sites Looser control, TEAM SITES: Generally less formal open to team members governance Personal Sites– My Sites#Share4Biz @RHarbridge Animated Slide Provider: Susan Hanley
  127. 127. Recommended Approach#Share4Biz @RHarbridge
  128. 128. Incorporate Feedback Planning 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 Blog New Feature and Analyze User Features/Changes and Bookmarks How about a site review process#Share4Biz Encourage Comments @RHarbridge where you encourage feedback?
  129. 129. SharePoint Containment Hierarchy Farm Servers What we care about from an information architecture Web Applications perspective. Databases Site Collections Sites Libraries and Lists Folders and Document Sets Documents, Items and#Share4Biz @RHarbridge Pages
  130. 130. SharePoint Containment Hierarchy Site Collections Sites Team Sites, Publishing Sites, Meeting Workspaces, etc. Lists Doc Libraries, Pages, Calendars, Discussions, Surveys, etc. Folders and Document Sets Item Documents, Events, Pages, Custom Item, Image, etc.#Share4Biz @RHarbridge Metadata
  131. 131. Site Collection or Site (Subsite)? OR#Share4Biz @RHarbridge
  132. 132. Site Collection#Share4Biz @RHarbridge
  133. 133. Site Collection#Share4Biz @RHarbridge
  134. 134. When To Use A Site Collection#Share4Biz @RHarbridge
  135. 135. When To Use A Site Collection#Share4Biz @RHarbridge
  136. 136. When To Use A Site Collection#Share4Biz @RHarbridge
  137. 137. When To Use A Site Collection#Share4Biz @RHarbridge
  138. 138. When To Use A Site Collection#Share4Biz @RHarbridge
  139. 139. When To Use A Site Collection#Share4Biz @RHarbridge
  140. 140. When To Use A Site Collection Site Collection 1 Site Collection 2 Webparts & Webparts & Aggregation Aggregation Masterpages Masterpages & Page Layouts & Page Layouts Navigation Navigation Search Across Site Collection Boundaries#Share4Biz @RHarbridge
  141. 141. When To Use A Site Collection Site Collection 1 Site Collection 2 Group A Group Y Group B Group Z Group C Collection Admin Y Collection Admin A Collection Admin Z Collection Admin B#Share4Biz @RHarbridge
  142. 142. Purpose of a List? • To Replace Excel Spreadsheets • To Track Complex Input From Multiple People • To Centralize Storage and Retrieval of Content • To Provide Validation, Easy To Use Online Forms • To Reduce Duplication of Effort#Share4Biz @RHarbridge
  143. 143. One List or Multiple Lists? OR#Share4Biz @RHarbridge
  144. 144. When To Use a Single List • You want to simplify viewing the same set of items. (When dispersed across many lists it requires additional effort to aggregate the lists). • You want to search for items in the same location. (When dispersed across many lists it requires additional effort to configure search scopes). • You want to easily apply consistent versioning, approval, metadata or form settings. •#Share4Biz @RHarbridge You want to receive consolidated updates on
  145. 145. When To Use Multiple Lists • You don’t expect people to need summaries of the items together. (When dispersed across many lists it requires additional effort to aggregate the lists). • You need to apply different versioning, approval, metadata, or form settings. • You want to distribute management of versioning, metadata, workflows or form settings. • You do not need to receive consolidated#Share4Biz @RHarbridge updates (alerts or RSS).
  146. 146. Advanced Uses Of Lists#Share4Biz @RHarbridge
  147. 147. Calendar or Calendar View? ​Capabilities Calendar list Calendar view​ ​Supports direct creation and editing of Yes No calendar entries. ​Supports calendar overlays and group ​Yes Doesnt apply calendars. ​Supports future dates without requiring Yes No creation of a stub. ​Can view future dates once stubs are created Doesnt apply ​Yes in the library or list. ​List or library updates affect the calendar. ​No ​Yes Calendar updates affect the list or library. Yes Not typically ​Simplest option if you already have a list that ​ ​Yes includes a date option. http://sharepoint.microsoft.com/Blogs/GetThePoint/Lists/Posts/Post.aspx?ID=554#Share4Biz @RHarbridge
  148. 148. One Library or Multiple Libraries? OR#Share4Biz @RHarbridge
  149. 149. When To Use a Single Library • You want to simplify viewing the same set of documents. (When dispersed across many libraries it requires additional effort to aggregate the libraries). • You want to search for documents in the same location. (When dispersed across many libraries it requires additional effort to configure search scopes). • You want to easily apply consistent versioning, approval, metadata or form settings. •#Share4Biz @RHarbridge You want to receive consolidated updates on
  150. 150. When To Use Multiple Libraries • You don’t expect people to need summaries of the documents together. (When dispersed across many libraries it requires additional effort to aggregate the libraries). • You need to apply different versioning, approval, metadata, or form settings. • You want to distribute management of versioning, metadata, workflows or form settings. • You do not need to receive consolidated#Share4Biz @RHarbridge updates (alerts or RSS).
  151. 151. What Can You Do With A Document? New/Upload Collaborate Manage Edit Document/Folder Metadata Edit Document New Document (Title, Name, etc) Check Out/Check In/Discard Check Manage Document Permissions Out Upload Document E-mail a Link Delete Document/Folder Upload Multiple Documents Re-Order Documents/Folders View Version History (Explorer View/Move Documents/Copy Documents) New Folder Alert/Notify Me Download a Copy#Share4Biz @RHarbridge
  152. 152. Require Check Out or Don’t? OR#Share4Biz @RHarbridge
  153. 153. How do we do it? • Library tab • Library settings#Share4Biz @RHarbridge
  154. 154. Require Check Out?#Share4Biz @RHarbridge
  155. 155. Require Check Out?#Share4Biz @RHarbridge
  156. 156. Require Check Out? Not Enabled By Default#Share4Biz @RHarbridge
  157. 157. Require Check Out? When enabled bulk uploading or explorer view additions are checked out by default. Pro?#Share4Biz @RHarbridge
  158. 158. Require Check Out? Work Around: Navigate to Manage Content and Structure and then to the library. Select all of the documents and choose Check In from the action menu.#Share4Biz @RHarbridge
  159. 159. Require Check Out? You cannot edit multiple documents in datasheet view.#Share4Biz @RHarbridge
  160. 160. Require Check Out? Work Around: By turning the require check out option off we can make edits in the data sheet view temporarily and then re-active require check out.#Share4Biz @RHarbridge
  161. 161. Require Check Out? Workflows and code must check the file out before being able to update it/it’s metadata.#Share4Biz @RHarbridge
  162. 162. Require Check Out? When required check out is enabled ‘storing files to local drafts’ is an enabled option.#Share4Biz @RHarbridge
  163. 163. Require Check Out? Co-Authoring is disabled on libraries where check out is required.#Share4Biz @RHarbridge
  164. 164. Don’t Require Check Out? • Office 2007 and Office 2010 let’s the user know it is being used by someone else. • This eventually times out. (15 mins on XP – 60 mins on Vista/Win7) • Other formats dont notify user.#Share4Biz @RHarbridge
  165. 165. Require Check Out? • You do not need to co-author documents. • You do not need to bulk update metadata. • There is typically a high number of people updating the documents in this library. • Updates are made frequently to the same documents by different people.#Share4Biz @RHarbridge
  166. 166. Don’t Require Check Out? • You do need to co-author documents. • You do need to bulk update metadata. • There are few people updating documents in this library. • Updates are not made frequently to the same documents by different people.#Share4Biz @RHarbridge
  167. 167. List and Content Type Tip!#Share4Biz @RHarbridge
  168. 168. Default Content Types and Metadata Values#Share4Biz @RHarbridge
  169. 169. Navigating with Metadata Tip!#Share4Biz @RHarbridge
  170. 170. Navigating with Metadata, not Folders#Share4Biz @RHarbridge
  171. 171. Set up with Library Settings#Share4Biz @RHarbridge
  172. 172. Configure Setttings#Share4Biz @RHarbridge
  173. 173. Filters the list#Share4Biz @RHarbridge
  174. 174. Document Routing Tip!#Share4Biz @RHarbridge
  175. 175. Content Organizer and Routing#Share4Biz @RHarbridge
  176. 176. Configure the router#Share4Biz @RHarbridge
  177. 177. #Share4Biz @RHarbridge
  178. 178. Configure settings#Share4Biz @RHarbridge
  179. 179. Create Rules#Share4Biz @RHarbridge
  180. 180. Create/Modify Rules#Share4Biz @RHarbridge
  181. 181. #Share4Biz @RHarbridge
  182. 182. Use the Drop-off Library#Share4Biz @RHarbridge
  183. 183. Add a document#Share4Biz @RHarbridge
  184. 184. Enter Metadata#Share4Biz @RHarbridge
  185. 185. Detour: 2010 Metadata#Share4Biz @RHarbridge
  186. 186. #Share4Biz @RHarbridge
  187. 187. Back to Drop-off library#Share4Biz @RHarbridge
  188. 188. Your document was moved#Share4Biz @RHarbridge
  189. 189. Rules don’t apply…#Share4Biz @RHarbridge
  190. 190. … it doesn’t get moved#Share4Biz @RHarbridge
  191. 191. Folder or Metadata? OR#Share4Biz @RHarbridge
  192. 192. The #1 rule of SharePoint? Except when it makes sense Never use ever folders#Share4Biz @RHarbridge
  193. 193. What’s wrong with folders? • Deep structures hard to navigate • Finding stuff is hard • Figuring out where to put stuff is even harder • Stuck with a rigid structure • Search is not the silver bullet#Share4Biz @RHarbridge
  194. 194. What’s the alternative?#Share4Biz @RHarbridge
  195. 195. What’s the alternative?#Share4Biz @RHarbridge
  196. 196. Metadata = No more folders • Filtering • Views#Share4Biz @RHarbridge
  197. 197. Really? No more folders? Ever? • What situations would you use folders? • Subdivide large libraries/lists • Security/Permissions This is a favourite of mine • Ease of use for users#Share4Biz @RHarbridge
  198. 198. Downsides of Metadata • No free lunch (there is pain here) • Awful architectural choices to make – Multiple site collections • Good Practice • Bad for Metadata • Maintenance headache – Can be mitigated • Define at top level if possible#Share4Biz @RHarbridge
  199. 199. Folders for easy permissions • Create folder • Set permissions • Create view without folders • Easy for users (they only see what they are supposed to)#Share4Biz @RHarbridge
  200. 200. Folders and Default Values#Share4Biz @RHarbridge
  201. 201. #Share4Biz @RHarbridge
  202. 202. The Sales document library#Share4Biz @RHarbridge
  203. 203. Drill down into Military folder#Share4Biz @RHarbridge
  204. 204. Drill down into Air-to-Ground#Share4Biz @RHarbridge
  205. 205. Add a new document here#Share4Biz @RHarbridge
  206. 206. Note: Some metadata prefilled#Share4Biz @RHarbridge
  207. 207. How did we do that? • Library tab • Library settings#Share4Biz @RHarbridge
  208. 208. Column default value settings#Share4Biz @RHarbridge
  209. 209. Select a folder and set defaults • Note folder inheritance#Share4Biz @RHarbridge
  210. 210. Set the default value#Share4Biz @RHarbridge
  211. 211. in SharePoint 2010 • Managed Metadata Service • Share Metadata across site collections • Multilingual Metadata (big gotcha ) • Hierarchical Metadata • Navigate via Metadata (already discussed) • Keywords/Folksonomy (Out of scope today) • Folders can assign default metadata (already discussed)#Share4Biz @RHarbridge
  212. 212. Term Store Management#Share4Biz @RHarbridge
  213. 213. Adding Terms#Share4Biz @RHarbridge
  214. 214. Turn off “Available for Tagging” • Add sub elements: Proposal, Quote, Invoice • Leave “Available for Tagging checked”#Share4Biz @RHarbridge
  215. 215. Term Store Manager • Painful & Slow • Needs a better way • I created a ‘toy’ to try out some ideas • http://bit.ly/ruveng-mmts – Article links to other solutions (Excel)#Share4Biz @RHarbridge
  216. 216. #Share4Biz @RHarbridge
  217. 217. CSV file for Import to Term Store#Share4Biz @RHarbridge
  218. 218. To Sum Up… • SharePoint 2007 – Folders BAAAAD! – Never use them – Except when the situation warrants • SharePoint 2010 – Folders GOOOOD! – Never use them – Except when the situation warrants#Share4Biz @RHarbridge
  219. 219. Folder or Document Set? OR#Share4Biz @RHarbridge
  220. 220. Folders vs. Document Sets#Share4Biz @RHarbridge Document Sets vs Folders
  221. 221. Document Sets#Share4Biz @RHarbridge Document Sets vs Folders
  222. 222. Folders and Default Values#Share4Biz @RHarbridge
  223. 223. Folders vs. Document Sets#Share4Biz @RHarbridge Document Sets vs Folders
  224. 224. Folders vs. Document Sets#Share4Biz @RHarbridge Document Sets vs Folders
  225. 225. Folders vs. Document Sets#Share4Biz @RHarbridge Document Sets vs Folders
  226. 226. Folders vs. Document Sets#Share4Biz @RHarbridge Document Sets vs Folders
  227. 227. Folders vs. Document Sets#Share4Biz @RHarbridge Document Sets vs Folders
  228. 228. Folders vs. Document Sets Document Document Document Folder Document Folder Library Folder Document Folder Document Document Set Folder Document Document Set Document#Share4Biz @RHarbridge
  229. 229. Special Mention: SharePoint 2013 Document Set Improvements • Support for OneNote notebooks • Document set icon in search results • Folders supported – Also for default documents set for document set • Support for easier aggregation – CBS & CBQ web parts understands document sets • Better developer support – Client side and Server side API improvements • Versioning improvements* – Capture full document set as version • Search directly in document set#Share4Biz @RHarbridge
  230. 230. Sites vs Pages? • See this great whitepaper by Susan Hanley and Scott Jamison http://www.microsoft.com/download/en/details.aspx?id=125 00#Share4Biz @RHarbridge
  231. 231. Conversation Options in SharePoint 2013#Share4Biz @RHarbridge Conversations_in_SharePoint2013.pdf
  232. 232. Information Architecture Tips and Tricks#Share4Biz @RHarbridge
  233. 233. Make it easier to work with#Share4Biz @RHarbridge
  234. 234. Make it easier to work with Powerful Columns You Probably Didn’t Know About#Share4Biz @RHarbridge
  235. 235. Make it easier to work with Why Leveraging SharePoint Blog Features for News is a Great Idea#Share4Biz @RHarbridge
  236. 236. Choice vs Lookup Column • Susan Hanley – At it again! http://cloud.snappages.com/b8898dc2c08e137d03449de65b9 e82e108c15658/Choice_v_Lookup_Column_Tradeoffs.pdf#Share4Biz @RHarbridge
  237. 237. #Share4Biz @RHarbridge
  238. 238. Giving Estimates At least 2 hours… 4 hours maybe?Forgotten/Not Shared 16? Way too much.Have Our Now That We 8 Tops. Magic Number I better pick something in between… 6 Hours! How Long Will X Take You? Never Give a Single Number#Share4Biz @RHarbridge Two Simple Tricks For Making Better Estimates
  239. 239. Always Give Ranged Estimates 2-8 Hours! Ranged Estimates Help Communicate#Share4Biz @RHarbridge Confidence and Set Expectations Two Simple Tricks For Making Better Estimates
  240. 240. Are You Confident In That Range? 2-8#Share4Biz @RHarbridge Two Simple Tricks For Making Better Estimates
  241. 241. Are You Confident In That Range? Actual Result Within Range OR OVERCONFIDENT#Share4Biz @RHarbridge Two Simple Tricks For Making Better Estimates
  242. 242. Are You Confident In That Range? Actual Result Within Range OR LESS CONFIDENT#Share4Biz @RHarbridge Two Simple Tricks For Making Better Estimates
  243. 243. Are You Confident In That Range? Actual Result Within Range OR 90% Confident#Share4Biz @RHarbridge Two Simple Tricks For Making Better Estimates
  244. 244. Give 90% Confident Ranged Estimates Within Range = 2-8 Hours!#Share4Biz @RHarbridge Two Simple Tricks For Making Better Estimates
  245. 245. Visualizing Timelines An easy way to create shared understanding of the impact estimates make on projects.#Share4Biz @RHarbridge
  246. 246. Visualizing Existing Timelines A great way to take existing project timelines and set stakeholder expectations or communicate impact of changes.#Share4Biz @RHarbridge
  247. 247. IBIS Dialog Mapping#Share4Biz @RHarbridge
  248. 248. Adoption Curve Of Systems• If you say that SharePoint will solve all issues quickly you will fail• There is ALWAYS a loss of productivity• It’s the number one reason that executive support is needed#Share4Biz @RHarbridge Courtesy of Michal Pisarek
  249. 249. Public Statistics can help…  Typical workers produce 3+ GB of data per year. Source: “The Enterprise Workplace,” IDC, 2005  30% of a typical workers day is spent searching for information. Source: IDC, 2003  In a 1,000 employee company lost productivity costs approximately $5 million a year. of Information Work,” IDC, 2006 Source: “Hidden Costs#Share4Biz @RHarbridge
  250. 250. Statistics within the Organization are better.  20% of our IT Support people who travel do not have access to our IT policies and support documents when travelling. Source: “Support Review Q4,” IT, 2012  4 out of 5 of our workers do not know that we have an employee disaster relief fund. Employee Benefits Survey,” HR, 2012 Source: “HR  Currently we pay for full licensing on 7 different enterprise document management solutions. Source: “Financial Audit of Licensing Costs,” Finance, 2012#Share4Biz @RHarbridge
  251. 251. Productivity Hub#Share4Biz @RHarbridge
  252. 252. IUseSharePoint Download and install the ‘lunch’ and learn module - an interesting idea.#Share4Biz @RHarbridge
  253. 253. SharePoint Permissions#Share4Biz @RHarbridge
  254. 254. AD Groups or SharePoint Groups? OR#Share4Biz @RHarbridge
  255. 255. SharePoint Groups vs AD Groups Advantages Disadvantages SharePoint • Not reliant on AD (if your AD is • Only used in SharePoint a mess) • Managed by (potentially) Group • Distributed ownership and untrained users management options • One more place to manage • Managed by users security (independent of AD) • Can be managed by the • Cannot contain another SharePoint Object Model SharePoint group as a • Members of these groups are member. visible to users in SharePoint. Active • Managed by domain • Difficult to determine administrators permissions assigned to Directory • Available in many systems people Group • Centralized management and • Requires lots of planning easier removal • Members of these groups are not visible in SharePoint. • User can only be a member of 1024 AD groups (recursively).#Share4Biz @RHarbridge
  256. 256. Item Level Permissions#Share4Biz @RHarbridge
  257. 257. “Item Level” Permissions#Share4Biz @RHarbridge
  258. 258. Web Level Permissions#Share4Biz @RHarbridge
  259. 259. Targeted Code New in SharePoint 2010 SPRoleAssignmentCollection.AddToCurrentScopeOnl y#Share4Biz @RHarbridge
  260. 260. Do you have a Taxonomy Strategy?#Share4Biz @RHarbridge
  261. 261. Do you have a Support Strategy? SharePoint Standards#Share4Biz @RHarbridge Online
  262. 262. Do you have a Staffing Strategy? Building A SharePoint#Share4Biz @RHarbridge Team
  263. 263. Thank You For Joining Me This AfternoonOrganizers, Sponsors and You for Making this Possible.Questions? Ideas? Feedback? Contact me: Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: Richard@RHarbridge.com Resources: 700+ SharePoint IA Slides at.. PracticalIntranet.com 130+ SharePoint Standards at.. SPStandards.com 15 Pages of Important Questions at.. SharePointDiagnostics.com#Share4Biz @RHarbridge
  264. 264. #Share4Biz @RHarbridge SHARE 2013| 266

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