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Practical Tools & Techniques For The SharePoint Information Architect and Business Analyst

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Practical Tools & Techniques For The SharePoint Information Architect and Business Analyst

  1. 1. Practical Tools and Techniquesfor the SharePointBusiness Analyst & Information Architect Facilitated By: Richard Harbridge & Ruven Gotz #Share4Biz @Rharbridge @RuvenG#Share4Biz @RHarbridge @RuvenG
  2. 2. My Name Is Richard Harbridge…#Share4Biz @RHarbridge @RuvenG
  3. 3. My Name Is Ruven Gotz… Director, Colla boration#Share4Biz @RHarbridge @RuvenG
  4. 4. 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 @RuvenG
  5. 5. Why is SharePoint BA/IA so difficult?#Share4Biz @RHarbridge @RuvenG
  6. 6. SharePoint is huge…#Share4Biz @RHarbridge @RuvenG
  7. 7. The people stuff is complex…#Share4Biz @RHarbridge @RuvenG
  8. 8. It started out simple#Share4Biz @RHarbridge @RuvenG
  9. 9. Then it grew#Share4Biz @RHarbridge @RuvenG
  10. 10. Then it got TOTALLY out of control!!#Share4Biz @RHarbridge @RuvenG
  11. 11. Decision Makers Cant Seem To Agree… We need a records Not as much as a kitten management solution! picture rotator!#Share4Biz @RHarbridge @RuvenG
  12. 12. The CFO Watches Costs Increase Actually that Easy! Just need requires a third to customize party product.. one thing… That requires enterprise CALs…#Share4Biz @RHarbridge @RuvenG
  13. 13. IT Services Can’t Support The Flood Of New Requests#Share4Biz @RHarbridge @RuvenG
  14. 14. Shared Understanding Of Objectives#Share4Biz @RHarbridge @RuvenG
  15. 15. 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#Share4Biz @RHarbridge @RuvenG Andrew Jolly Concept Courtesy of
  16. 16. Identifying Our Objectives#Share4Biz @RHarbridge @RuvenG
  17. 17. Abstract Objectives (Platitudes) These are not good objectives!#Share4Biz @RHarbridge @RuvenG
  18. 18. In Canada we learn this right after hockey appreciation in grade school.#Share4Biz @RHarbridge @RuvenG
  19. 19. #Share4Biz @RHarbridge @RuvenG
  20. 20. #Share4Biz @RHarbridge @RuvenG
  21. 21. We would like to automate and improve our ‘paper based’ ‘legal’ ‘contract mngmt’’ ‘contract rview’ processes. Specifically we would like to ‘imprv request#Share4Biz @RHarbridge @RuvenG rspnse time’ by…
  22. 22. Legal Contract Solutions • Contract Review Workflow • Request Contract Review Form • Integration with ClientDB • Client Contracts Site#Share4Biz @RHarbridge @RuvenG
  23. 23. Prioritizing Objectives Requires Understanding Value And Difficulty#Share4Biz @RHarbridge @RuvenG
  24. 24. The Simplest Prioritization Formula Ever… Estimated Value Estimated Difficulty#Share4Biz @RHarbridge @RuvenG
  25. 25. 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 @RuvenG
  26. 26. 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 @RuvenG
  27. 27. Prioritize and Plan S.M.A.R.T. Objectives#Share4Biz @RHarbridge @RuvenG
  28. 28. The Right Approach To Achieving Objectives#Share4Biz @RHarbridge @RuvenG
  29. 29. What is the best approach to use when working with SharePoint?#Share4Biz @RHarbridge @RuvenG
  30. 30. ITERATIVE APPROACH#Share4Biz @RHarbridge @RuvenG
  31. 31. 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 @RuvenG
  32. 32. How people think it works…#Share4Biz @RHarbridge @RuvenG Image from Paul Culmsee
  33. 33. How it really works…#Share4Biz @RHarbridge @RuvenG Image from Paul Culmsee
  34. 34. SharePoint Solutions (Evolution) Business Information Collaboration Business Intelligence Driven Driven Process Driven Driven Reporting Workflow/ Communication Collaboration Auditing Dashboards *Super Simplified#Share4Biz @RHarbridge @RuvenG
  35. 35. SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at NothingButSharePoint.com#Share4Biz @RHarbridge @RuvenG
  36. 36. 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 @RuvenG
  37. 37. SharePoint has Multiple Options 2010 Foundation 2007 Standard Online Enterprise On Site#Share4Biz @RHarbridge @RuvenG
  38. 38. It’s Big Ecosystem#Share4Biz @RHarbridge @RuvenG
  39. 39. Requirements Definition and Mapping#Share4Biz @RHarbridge @RuvenG
  40. 40. What makes something a requirement?#Share4Biz @RHarbridge @RuvenG
  41. 41. We can do that for $10#Share4Biz @RHarbridge @RuvenG
  42. 42. We can do that for $1 Million#Share4Biz @RHarbridge @RuvenG
  43. 43. The Power Of Zero $$ Change Orders#Share4Biz @RHarbridge @RuvenG
  44. 44. SharePoint chicken & egg problem#Share4Biz @RHarbridge @RuvenG
  45. 45. DON’T demo SharePoint#Share4Biz @RHarbridge @RuvenG
  46. 46. Understand Their Workload & Identify Challenges#Share4Biz @RHarbridge @RuvenG
  47. 47. #Share4Biz @RHarbridge @RuvenG
  48. 48. OK to demo SharePoint#Share4Biz @RHarbridge @RuvenG
  49. 49. Simple Scenarios Are Your Best Friend#Share4Biz @RHarbridge @RuvenG
  50. 50. #Share4Biz @RHarbridge @RuvenG
  51. 51. #Share4Biz @RHarbridge @RuvenG
  52. 52. 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 @RuvenG
  53. 53. 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 @RuvenG
  54. 54. Visualizing and Communicating IA Concepts#Share4Biz @RHarbridge @RuvenG
  55. 55. What is the ‘content’?What are some attributes?• Artist: Prince• Genre: Pop/Rock• Year: 1984 Example from Yoav Lurie
  56. 56. #Share4Biz @RHarbridge @RuvenG
  57. 57. Adapted from the “pea soup” story by Serge Tremblay#Share4Biz @RHarbridge @RuvenG
  58. 58. #Share4Biz @RHarbridge @RuvenG
  59. 59. #Share4Biz @RHarbridge @RuvenG http://caseyxrobertson.deviantart.com/art/Grocery-Store-2-191196289
  60. 60. What is our Base Metaphor for files?#Share4Biz @RHarbridge @RuvenG
  61. 61. What if we saw this?#Share4Biz @RHarbridge @RuvenG
  62. 62. Better…#Share4Biz @RHarbridge @RuvenG
  63. 63. Solve with folders#Share4Biz @RHarbridge @RuvenG
  64. 64. Hire an intern#Share4Biz @RHarbridge @RuvenG
  65. 65. #Share4Biz @RHarbridge @RuvenG
  66. 66. This is metadata!#Share4Biz @RHarbridge @RuvenG
  67. 67. The #1 rule of SharePoint? Except when it makes sense Never use ever folders#Share4Biz @RHarbridge @RuvenG
  68. 68. Folders for Security Permissions assigned per folder#Share4Biz @RHarbridge @RuvenG
  69. 69. Metadata Customer Type Sector Size Location University • Lab • Private • Large • Urban • Yes • Hospital • Public • Medium • Rural • No • Clinic • Small • Mobile#Share4Biz @RHarbridge @RuvenG
  70. 70. Adding Metadata (when uploading)#Share4Biz @RHarbridge @RuvenG
  71. 71. A SharePoint Simulation#Share4Biz @RHarbridge @RuvenG
  72. 72. What are content types?#Share4Biz @RHarbridge @RuvenG
  73. 73. 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 @RuvenG
  74. 74. Both Content Types in One Library#Share4Biz @RHarbridge @RuvenG
  75. 75. Content Types Workflow, olicy,Security P for:#Share4Biz @RHarbridge @RuvenG
  76. 76. Tools For The Information Architect#Share4Biz @RHarbridge @RuvenG
  77. 77. Mind Mapping Demonstration#Share4Biz @RHarbridge @RuvenG
  78. 78. Navigation workshops#Share4Biz @RHarbridge @RuvenG
  79. 79. Navigational Map#Share4Biz @RHarbridge @RuvenG
  80. 80. Navigation Systems • Global navigation • Local navigation • Breadcrumbs/Up One Level Control • Contextual navigation • Supplemental navigation – Sitemap – A-Z Index – Guides#Share4Biz @RHarbridge @RuvenG
  81. 81. IBIS mapping demonstration#Share4Biz @RHarbridge @RuvenG http://www.cognexus.org/
  82. 82. What is Card Sorting?#Share4Biz @RHarbridge @RuvenG
  83. 83. “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 @RuvenG
  84. 84. 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 @RuvenG
  85. 85. 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 @RuvenG
  86. 86. Open card sorting process Gerbil#Share4Biz @RHarbridge @RuvenG
  87. 87. Results Gerbil#Share4Biz @RHarbridge @RuvenG
  88. 88. But not always what you expect Ford Gerbil#Share4Biz @RHarbridge @RuvenG
  89. 89. But not always what you expect Ford Gerbil#Share4Biz @RHarbridge @RuvenG
  90. 90. Analysis http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_ spreadsheet_template#Share4Biz @RHarbridge @RuvenG
  91. 91. Advantages of Card Sorting • Simple • Cheap • Quick to execute • Established • Involves users • Provides a good foundation#Share4Biz @RHarbridge @RuvenG
  92. 92. Disadvantages of Sorting • Does not consider users’ tasks • Results may vary • Analysis can be time consuming • May capture “surface” characteristics only#Share4Biz @RHarbridge @RuvenG
  93. 93. Document inventory workshops#Share4Biz @RHarbridge @RuvenG
  94. 94. 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 @RuvenG
  95. 95. #Share4Biz @RHarbridge @RuvenG
  96. 96. #Share4Biz @RHarbridge @RuvenG
  97. 97. 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 @RuvenG
  98. 98. The Inventory Worksheet#Share4Biz @RHarbridge @RuvenG
  99. 99. Build Mind Map (based on inventory worksheet)#Share4Biz @RHarbridge @RuvenG
  100. 100. • 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 @RuvenG
  101. 101. Wireframing, and Process Mapping#Share4Biz @RHarbridge @RuvenG
  102. 102. Wireframing Workshops#Share4Biz @RHarbridge @RuvenG
  103. 103. I used to hate wireframing!
  104. 104. A useless wireframe
  105. 105. Way too much work Erik Swenson
  106. 106. Balsamiq: Just right
  107. 107. Balsamiq#Share4Biz @RHarbridge @RuvenG
  108. 108. 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 @RuvenG
  109. 109. Balsamiq DEMO#Share4Biz @RHarbridge @RuvenG
  110. 110. Business Process Workshops#Share4Biz @RHarbridge @RuvenG
  111. 111. Visio 2010 Demo#Share4Biz @RHarbridge @RuvenG
  112. 112. 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 @RuvenG
  113. 113. Roadmap#Share4Biz @RHarbridge @RuvenG
  114. 114. Thank You For Joining Us This MorningOrganizers, Sponsors and You for Making this Possible.Questions? Ideas? Feedback? Contact us: Twitter: @RuvenG & @RHarbridge Blogs: spinsiders.com/RuvenG & RHarbridge.com Email us: Ruven.Gotz@Avanade.com & Richard@RHarbridge.com Slides: http://www.SlideShare.net/RHarbridge http://www.SlideShare.net/RuvenG#Share4Biz @RHarbridge @RuvenG
  115. 115. Making Information Architecture Decisions#Share4Biz @RHarbridge @RuvenG
  116. 116. The Importance of Making Good Information Architecture Decisions#Share4Biz @RHarbridge @RuvenG
  117. 117. Governance and IA? Home Page “PUBLIC” SITES: Open Tightly to all employees controlled, Functional Areas formal 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 TEAM SITES: Generally control, less open to team members formal Personal Sites– My Sites governance#Share4Biz @RHarbridge @RuvenG Animated Slide Provider: Susan Hanley
  118. 118. Recommended Approach#Share4Biz @RHarbridge @RuvenG
  119. 119. Marcy Kellar’s Publishing Cheat Sheet Bonus: Richard Harbridge’s Site Collection and Site Guidance Document http://www.rharbridge.com/ wp- content/uploads/2010/08/Sh arePoint-2013-Site-Collection- and-Site- Recommendations.docx http://www.thesharepointmuse.com/2011/12/lesson-learned-when-you-need-to-use-publishing-in-sharepoint/comment-page-1/ SHARE 2012 | 119
  120. 120. 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 @RuvenG Pages
  121. 121. 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 @RuvenG Metadata
  122. 122. Site Collection or Site (Subsite)? OR#Share4Biz @RHarbridge @RuvenG
  123. 123. Site Collection#Share4Biz @RHarbridge @RuvenG
  124. 124. Site Collection#Share4Biz @RHarbridge @RuvenG
  125. 125. When To Use A Site Collection#Share4Biz @RHarbridge @RuvenG
  126. 126. When To Use A Site Collection#Share4Biz @RHarbridge @RuvenG
  127. 127. When To Use A Site Collection#Share4Biz @RHarbridge @RuvenG
  128. 128. When To Use A Site Collection#Share4Biz @RHarbridge @RuvenG
  129. 129. When To Use A Site Collection#Share4Biz @RHarbridge @RuvenG
  130. 130. When To Use A Site Collection#Share4Biz @RHarbridge @RuvenG
  131. 131. 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 @RuvenG
  132. 132. 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 @RuvenG
  133. 133. 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 @RuvenG
  134. 134. One List or Multiple Lists? OR#Share4Biz @RHarbridge @RuvenG
  135. 135. 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. • You want to receive consolidated updates on the collection of items (alerts or RSS).#Share4Biz @RHarbridge @RuvenG
  136. 136. 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 updates (alerts or RSS).#Share4Biz @RHarbridge @RuvenG
  137. 137. Advanced Uses Of Lists#Share4Biz @RHarbridge @RuvenG
  138. 138. 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 @RuvenG
  139. 139. One Library or Multiple Libraries? OR#Share4Biz @RHarbridge @RuvenG
  140. 140. 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. • You want#Share4Biz @RHarbridge @RuvenG to receive consolidated updates on
  141. 141. 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 updates (alerts or RSS).#Share4Biz @RHarbridge @RuvenG
  142. 142. 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 @RuvenG
  143. 143. Require Check Out or Don’t? OR#Share4Biz @RHarbridge @RuvenG
  144. 144. How do we do it? • Library tab • Library settings#Share4Biz @RHarbridge @RuvenG
  145. 145. Require Check Out?#Share4Biz @RHarbridge @RuvenG
  146. 146. Require Check Out?#Share4Biz @RHarbridge @RuvenG
  147. 147. Require Check Out? Not Enabled By Default#Share4Biz @RHarbridge @RuvenG
  148. 148. Require Check Out? When enabled bulk uploading or explorer view additions are checked out by default. Pro?#Share4Biz @RHarbridge @RuvenG
  149. 149. 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 @RuvenG
  150. 150. Require Check Out? You cannot edit multiple documents in datasheet view.#Share4Biz @RHarbridge @RuvenG
  151. 151. 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 @RuvenG
  152. 152. Require Check Out? Workflows and code must check the file out before being able to update it/it’s metadata.#Share4Biz @RHarbridge @RuvenG
  153. 153. Require Check Out? When required check out is enabled ‘storing files to local drafts’ is an enabled option.#Share4Biz @RHarbridge @RuvenG
  154. 154. Require Check Out? Co-Authoring is disabled on libraries where check out is required.#Share4Biz @RHarbridge @RuvenG
  155. 155. 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 @RuvenG
  156. 156. 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 @RuvenG
  157. 157. 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 @RuvenG
  158. 158. List and Content Type Tip!#Share4Biz @RHarbridge @RuvenG
  159. 159. Default Content Types and Metadata Values#Share4Biz @RHarbridge @RuvenG
  160. 160. Navigating with Metadata Tip!#Share4Biz @RHarbridge @RuvenG
  161. 161. Navigating with Metadata, not Folders#Share4Biz @RHarbridge @RuvenG
  162. 162. Set up with Library Settings#Share4Biz @RHarbridge @RuvenG
  163. 163. Configure Setttings#Share4Biz @RHarbridge @RuvenG
  164. 164. Filters the list#Share4Biz @RHarbridge @RuvenG
  165. 165. Document Routing Tip!#Share4Biz @RHarbridge @RuvenG
  166. 166. Content Organizer and Routing#Share4Biz @RHarbridge @RuvenG
  167. 167. Configure the router#Share4Biz @RHarbridge @RuvenG
  168. 168. #Share4Biz @RHarbridge @RuvenG
  169. 169. Configure settings#Share4Biz @RHarbridge @RuvenG
  170. 170. Create Rules#Share4Biz @RHarbridge @RuvenG
  171. 171. Create/Modify Rules#Share4Biz @RHarbridge @RuvenG
  172. 172. #Share4Biz @RHarbridge @RuvenG
  173. 173. Use the Drop-off Library#Share4Biz @RHarbridge @RuvenG
  174. 174. Add a document#Share4Biz @RHarbridge @RuvenG
  175. 175. Enter Metadata#Share4Biz @RHarbridge @RuvenG
  176. 176. Detour: 2010 Metadata#Share4Biz @RHarbridge @RuvenG
  177. 177. #Share4Biz @RHarbridge @RuvenG
  178. 178. Back to Drop-off library#Share4Biz @RHarbridge @RuvenG
  179. 179. Your document was moved#Share4Biz @RHarbridge @RuvenG
  180. 180. Rules don’t apply…#Share4Biz @RHarbridge @RuvenG
  181. 181. … it doesn’t get moved#Share4Biz @RHarbridge @RuvenG
  182. 182. Folder or Metadata? OR#Share4Biz @RHarbridge @RuvenG
  183. 183. The #1 rule of SharePoint? Except when it makes sense Never use ever folders#Share4Biz @RHarbridge @RuvenG
  184. 184. 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 @RuvenG
  185. 185. What’s the alternative?#Share4Biz @RHarbridge @RuvenG
  186. 186. What’s the alternative?#Share4Biz @RHarbridge @RuvenG
  187. 187. Metadata = No more folders • Filtering • Views#Share4Biz @RHarbridge @RuvenG
  188. 188. 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 @RuvenG
  189. 189. 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 @RuvenG
  190. 190. 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 @RuvenG
  191. 191. Folders and Default Values#Share4Biz @RHarbridge @RuvenG
  192. 192. #Share4Biz @RHarbridge @RuvenG
  193. 193. The Sales document library#Share4Biz @RHarbridge @RuvenG
  194. 194. Drill down into Military folder#Share4Biz @RHarbridge @RuvenG
  195. 195. Drill down into Air-to-Ground#Share4Biz @RHarbridge @RuvenG
  196. 196. Add a new document here#Share4Biz @RHarbridge @RuvenG
  197. 197. Note: Some metadata prefilled#Share4Biz @RHarbridge @RuvenG
  198. 198. How did we do that? • Library tab • Library settings#Share4Biz @RHarbridge @RuvenG
  199. 199. Column default value settings#Share4Biz @RHarbridge @RuvenG
  200. 200. Select a folder and set defaults • Note folder inheritance#Share4Biz @RHarbridge @RuvenG
  201. 201. Set the default value#Share4Biz @RHarbridge @RuvenG
  202. 202. 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 @RuvenG
  203. 203. Term Store Management#Share4Biz @RHarbridge @RuvenG
  204. 204. Adding Terms#Share4Biz @RHarbridge @RuvenG
  205. 205. Turn off “Available for Tagging” • Add sub elements: Proposal, Quote, Invoice • Leave “Available for Tagging checked”#Share4Biz @RHarbridge @RuvenG
  206. 206. 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 @RuvenG
  207. 207. #Share4Biz @RHarbridge @RuvenG
  208. 208. CSV file for Import to Term Store#Share4Biz @RHarbridge @RuvenG
  209. 209. 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 @RuvenG
  210. 210. Folder or Document Set? OR#Share4Biz @RHarbridge @RuvenG
  211. 211. Folders vs. Document Sets#Share4Biz @RHarbridge @RuvenG Document Sets vs Folders
  212. 212. Document Sets#Share4Biz @RHarbridge @RuvenG Document Sets vs Folders
  213. 213. Folders and Default Values#Share4Biz @RHarbridge @RuvenG
  214. 214. Folders vs. Document Sets#Share4Biz @RHarbridge @RuvenG Document Sets vs Folders
  215. 215. Folders vs. Document Sets#Share4Biz @RHarbridge @RuvenG Document Sets vs Folders
  216. 216. Folders vs. Document Sets#Share4Biz @RHarbridge @RuvenG Document Sets vs Folders
  217. 217. Folders vs. Document Sets#Share4Biz @RHarbridge @RuvenG Document Sets vs Folders
  218. 218. Folders vs. Document Sets#Share4Biz @RHarbridge @RuvenG Document Sets vs Folders
  219. 219. Folders vs. Document Sets Document Document Document Folder Document Folder Library Folder Document Folder Document Document Set Folder Document Document Set Document#Share4Biz @RHarbridge @RuvenG
  220. 220. 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 @RuvenG
  221. 221. 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 @RuvenG
  222. 222. Conversation Options in SharePoint 2013#Share4Biz @RHarbridge @RuvenG Conversations_in_SharePoint2013.pdf
  223. 223. Information Architecture Tips and Tricks#Share4Biz @RHarbridge @RuvenG
  224. 224. 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 @RuvenG where you encourage feedback?
  225. 225. Make it easier to work with#Share4Biz @RHarbridge @RuvenG
  226. 226. Make it easier to work with Powerful Columns You Probably Didn’t Know About#Share4Biz @RHarbridge @RuvenG
  227. 227. Make it easier to work with Why Leveraging SharePoint Blog Features for News is a Great Idea#Share4Biz @RHarbridge @RuvenG
  228. 228. Choice vs Lookup Column • Susan Hanley – At it again! http://cloud.snappages.com/b8898dc2c08e137d03449de65b9 e82e108c15658/Choice_v_Lookup_Column_Tradeoffs.pdf#Share4Biz @RHarbridge @RuvenG
  229. 229. #Share4Biz @RHarbridge @RuvenG
  230. 230. 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 @RuvenG Two Simple Tricks For Making Better Estimates
  231. 231. Always Give Ranged Estimates 2-8 Hours! Ranged Estimates Help Communicate Confidence and Set Expectations#Share4Biz @RHarbridge @RuvenG Two Simple Tricks For Making Better Estimates
  232. 232. Are You Confident In That Range? 2-8#Share4Biz @RHarbridge @RuvenG Two Simple Tricks For Making Better Estimates
  233. 233. Are You Confident In That Range? Actual Result Within Range OR OVERCONFIDENT#Share4Biz @RHarbridge @RuvenG Two Simple Tricks For Making Better Estimates
  234. 234. Are You Confident In That Range? Actual Result Within Range OR LESS CONFIDENT#Share4Biz @RHarbridge @RuvenG Two Simple Tricks For Making Better Estimates
  235. 235. Are You Confident In That Range? Actual Result Within Range OR 90% Confident#Share4Biz @RHarbridge @RuvenG Two Simple Tricks For Making Better Estimates
  236. 236. Give 90% Confident Ranged Estimates Within Range = 2-8 Hours!#Share4Biz @RHarbridge @RuvenG Two Simple Tricks For Making Better Estimates
  237. 237. Visualizing Timelines An easy way to create shared understanding of the impact estimates make on projects.#Share4Biz @RHarbridge @RuvenG
  238. 238. Visualizing Existing Timelines A great way to take existing project timelines and set stakeholder expectations or communicate impact of changes.#Share4Biz @RHarbridge @RuvenG
  239. 239. IBIS Dialog Mapping#Share4Biz @RHarbridge @RuvenG
  240. 240. 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 @RuvenG Courtesy of Michal Pisarek
  241. 241. Assess Current MaturitySadalit van Burenhttp://www.sharepointmaturity.com/
  242. 242. 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 @RuvenG
  243. 243. 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 @RuvenG
  244. 244. Productivity Hub#Share4Biz @RHarbridge @RuvenG
  245. 245. IUseSharePoint Download and install the ‘lunch’ and learn module - an interesting idea.#Share4Biz @RHarbridge @RuvenG
  246. 246. SharePoint Permissions#Share4Biz @RHarbridge @RuvenG
  247. 247. AD Groups or SharePoint Groups? OR#Share4Biz @RHarbridge @RuvenG
  248. 248. 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 @RuvenG
  249. 249. Item Level Permissions#Share4Biz @RHarbridge @RuvenG
  250. 250. “Item Level” Permissions#Share4Biz @RHarbridge @RuvenG
  251. 251. Web Level Permissions#Share4Biz @RHarbridge @RuvenG
  252. 252. Targeted Code New in SharePoint 2010 SPRoleAssignmentCollection.AddToCurrentScopeOnl y#Share4Biz @RHarbridge @RuvenG
  253. 253. Do you have a Taxonomy Strategy?#Share4Biz @RHarbridge @RuvenG
  254. 254. Do you have a Support Strategy? SharePoint Standards#Share4Biz @RHarbridge @RuvenG Online
  255. 255. Do you have a Staffing Strategy? Building A SharePoint#Share4Biz @RHarbridge @RuvenG Team
  256. 256. Implemented Legal Implemented SharePoint! Contracts Solution! Have we achieved our objective?#Share4Biz @RHarbridge @RuvenG
  257. 257. 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 @RuvenG
  258. 258. Have We Achieved Our Goal?#Share4Biz @RHarbridge @RuvenG Andrew Jolly Concept Courtesy of
  259. 259. Have We Achieved Our Goal?#Share4Biz @RHarbridge @RuvenG Andrew Jolly Concept Courtesy of
  260. 260. Have We Achieved Our Goal?#Share4Biz @RHarbridge @RuvenG Andrew Jolly Concept Courtesy of
  261. 261. Have We Achieved Our Goal?#Share4Biz @RHarbridge @RuvenG Andrew Jolly Concept Courtesy of
  262. 262. Have We Achieved Our Goal?#Share4Biz @RHarbridge @RuvenG Andrew Jolly Concept Courtesy of
  263. 263. Launch Minded People Think… Don’t blow up! Pre Launch Launch
  264. 264. Post Launch People Think… Have weWhat are our succeeded in Don’t blow up! gainingobjectives? 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 trajectory?
  265. 265. Back to our friend the Mars Rover…#Share4Biz @RHarbridge @RuvenG
  266. 266. Have We Achieved Our Goal? Achieved Primary Objective#Share4Biz @RHarbridge @RuvenG Andrew Jolly Concept Courtesy of
  267. 267. 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?#Share4Biz @RHarbridge @RuvenG Andrew Jolly Concept Courtesy of
  268. 268. Thank You For Joining Us This AfternoonOrganizers, Sponsors and You for Making this Possible.Questions? Ideas? Feedback? Contact us: Twitter: @RuvenG & @RHarbridge Blogs: spinsiders.com/RuvenG & RHarbridge.com Email us: Ruven.Gotz@Avanade.com & Richard@RHarbridge.com Slides: http://www.SlideShare.net/RHarbridge http://www.SlideShare.net/RuvenG#Share4Biz @RHarbridge @RuvenG

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