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#SPFest @RHarbridge
Practical Tools and Techniques
for the SharePoint
Business Analyst &
Information Architect
#SPFest @RH...
#SPFest @RHarbridge
Who am I?
Boston
Washington
#SPFest @RHarbridge
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
#SPFest @RHarbridge
Special Mention…
Ruven Gotz
@ruveng
spinsiders.com/ruveng
ruveng@navantis.com
#SPFest @RHarbridge
What We Will (Try To) Cover Today:
1. Why is SharePoint IA so difficult?
2. Visualizing and Communicat...
#SPFest @RHarbridge
Why is SharePoint BA/IA
so difficult?
#SPFest @RHarbridge
SharePoint is huge…
#SPFest @RHarbridge
The people stuff is complex…
#SPFest @RHarbridge
It started out simple
#SPFest @RHarbridge
Then it grew
#SPFest @RHarbridge
Then it got TOTALLY out of control!!
#SPFest @RHarbridge
Decision Makers Cant Seem To
Agree…
Not as much as a kitten
picture rotator!
We need a records
managem...
#SPFest @RHarbridge
The CFO Watches Costs Increase
Actually that
requires a third
party product..
Easy! Just need
to custo...
#SPFest @RHarbridge
IT Services Can’t Support The
Flood Of New Requests
#SPFest @RHarbridge
Shared Understanding
Of Objectives
#SPFest @RHarbridgeConcept Courtesy of Andrew Jolly
1 2
3
4
5
6 7 8 9
10
Abundance Of Helpful Data
1. Area Map
2. Our Dire...
#SPFest @RHarbridge
Identifying Our Objectives
#SPFest @RHarbridge
Abstract Objectives (Platitudes)
These are not good objectives!
#SPFest @RHarbridge
In Canada we learn
this right after
hockey appreciation
in grade school.
#SPFest @RHarbridge
#SPFest @RHarbridge
#SPFest @RHarbridge
We would like to automate and improve our
‘paper based’ ‘legal’ ‘contract mngmt’’
‘contract rview’ pro...
#SPFest @RHarbridge
Legal Contract Solutions
• Contract Review Workflow
• Request Contract Review Form
• Integration with ...
#SPFest @RHarbridge
Prioritizing Objectives Requires
Understanding Value And Difficulty
#SPFest @RHarbridge
The Simplest Prioritization
Formula Ever…
Estimated Value
Estimated Difficulty
#SPFest @RHarbridge
Prioritization Example
 I have a difficult solution. It’s an 8 in difficulty (out of 10).
 I have an...
#SPFest @RHarbridge
Prioritize and Plan S.M.A.R.T. Objectives
#SPFest @RHarbridge
The Right Approach
To Achieving Objectives
#SPFest @RHarbridge
What is the best approach to use
when working with SharePoint?
#SPFest @RHarbridge
ITERATIVE
APPROACH
#SPFest @RHarbridge
Why Iterative?
 SharePoint is a very large platform.
 It takes time to understand SharePoint.
 Shar...
#SPFest @RHarbridge
How people think it works…
Image from Paul Culmsee
#SPFest @RHarbridge
How it really works…
Image from Paul Culmsee
#SPFest @RHarbridge
SharePoint is not a Silver Bullet…
SharePoint is not a Silver Bullet at NothingButSharePoint.com
#SPFest @RHarbridge
 Utilized by Business Users to develop and implement business solutions that use
technology without I...
#SPFest @RHarbridge
Foundation
Standard
Enterprise
SharePoint has Multiple Options
2007
2010
Online
On Site
#SPFest @RHarbridge
It’s Big Ecosystem
#SPFest @RHarbridge
Implemented Legal
Contracts Solution!
Have we achieved our objective?
Implemented SharePoint!
#SPFest @RHarbridge
A Lesson Courtesy Of The Mars Rover
Primary among the mission's scientific
goals is to search for and ...
#SPFest @RHarbridge
Have We Achieved Our Goal?
Concept Courtesy of Andrew Jolly
#SPFest @RHarbridge
Have We Achieved Our Goal?
Concept Courtesy of Andrew Jolly
#SPFest @RHarbridge
Have We Achieved Our Goal?
Concept Courtesy of Andrew Jolly
#SPFest @RHarbridge
Have We Achieved Our Goal?
Concept Courtesy of Andrew Jolly
#SPFest @RHarbridge
Have We Achieved Our Goal?
Concept Courtesy of Andrew Jolly
#SPFest @RHarbridge
Launch Minded People Think…
Pre
Launch
Launch
Don’t blow up!
#SPFest @RHarbridge
Pre
Launch
Launch Flight Landing
Post Launch People Think…
Have we
succeeded in
gaining
adoption?
Have...
#SPFest @RHarbridge
Back to our friend the Mars Rover…
#SPFest @RHarbridge
Have We Achieved Our Goal?
Concept Courtesy of Andrew Jolly
Achieved
Primary
Objective
#SPFest @RHarbridge
How Important Was Launch?
Concept Courtesy of Andrew Jolly
Launch
How many people understood
how much ...
#SPFest @RHarbridge
Requirements
Definition and Mapping
#SPFest @RHarbridge
What makes something a requirement?
#SPFest @RHarbridge
We can do that for $10
#SPFest @RHarbridge
We can do that for
$1 Million
#SPFest @RHarbridge
The Power Of Zero $$ Change Orders
#SPFest @RHarbridge
SharePoint chicken & egg problem
#SPFest @RHarbridge
DON’T demo
SharePoint
#SPFest @RHarbridge
Understand Their Workload & Identify
Challenges
#SPFest @RHarbridge
#SPFest @RHarbridge
OK to demo
SharePoint
#SPFest @RHarbridge
Simple Scenarios Are Your Best Friend
#SPFest @RHarbridge
#SPFest @RHarbridge
#SPFest @RHarbridge
When To Demo SharePoint
 When you need help scoping requirements and
managing expectations.
 When yo...
#SPFest @RHarbridge
How do you scale this?
Send a questionnaire/survey before/after…
You have three primary goals:
• Get p...
#SPFest @RHarbridge
Visualizing and Communicating
IA Concepts
#SPFest @RHarbridge
#SPFest @RHarbridge
Adapted from the “pea
soup” story by Serge
Tremblay
#SPFest @RHarbridge
#SPFest @RHarbridge
#SPFest @RHarbridge
What is our Base Metaphor
for files?
#SPFest @RHarbridge
What if we saw this?
#SPFest @RHarbridge
Better…
#SPFest @RHarbridge
Solve with folders
#SPFest @RHarbridge
Hire an intern
#SPFest @RHarbridge
#SPFest @RHarbridge
This is metadata!
#SPFest @RHarbridge
The #1 rule of SharePoint?
Never use
folders
Except when it makes
sense
ever
#SPFest @RHarbridge
Folders for Security
Permissions assigned
per folder
#SPFest @RHarbridge
Customer Type
• Lab
• Hospital
• Clinic
• Mobile
Sector
• Private
• Public
Size
• Large
• Medium
• Sma...
#SPFest @RHarbridge
Adding Metadata (when uploading)
#SPFest @RHarbridge
A SharePoint Simulation
#SPFest @RHarbridge
What are content types?
#SPFest @RHarbridge
Name _________
Emp. # _________
Date _________
Dates Requested:
From __________
To: __________
Manager...
#SPFest @RHarbridge
Both Content Types in One Library
#SPFest @RHarbridge
Content Types
for:
Workflo
w,
Policy,Security
#SPFest @RHarbridge
Tools For The
Information Architect
#SPFest @RHarbridge
Mind Mapping Demonstration
#SPFest @RHarbridge
Navigation
workshops
#SPFest @RHarbridge
Navigational Map
#SPFest @RHarbridge
Navigation Systems
• Global navigation
• Local navigation
• Breadcrumbs/Up One Level Control
• Context...
#SPFest @RHarbridge
IBIS mapping demonstration
http://www.cognexus.org/
#SPFest @RHarbridge
What is Card Sorting?
#SPFest @RHarbridge
“Card sorting is a great, reliable,
inexpensive method for finding
patterns in how users would expect
...
#SPFest @RHarbridge
Why use Card Sorting?
• Card sorting can help you identify trends
– Do the users want to see the infor...
#SPFest @RHarbridge
Types of Card Sorting
• Open Card Sorting
– Participants are given cards showing site content
with no ...
#SPFest @RHarbridge
Open card sorting process
Gerbil
#SPFest @RHarbridge
Results
Gerbil
#SPFest @RHarbridge
But not always what you expect
Ford
Gerbil
#SPFest @RHarbridge
But not always what you expect
Ford
Gerbil
#SPFest @RHarbridge
Analysis
http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_
spreadsheet_template
#SPFest @RHarbridge
Advantages of Card Sorting
• Simple
• Cheap
• Quick to execute
• Established
• Involves users
• Provid...
#SPFest @RHarbridge
Disadvantages of Sorting
• Does not consider users’ tasks
• Results may vary
• Analysis can be time co...
#SPFest @RHarbridge
Document inventory workshops
#SPFest @RHarbridge
Analyze Existing Content
• What type of content is it?
• How is the content organized
today?
• What is...
#SPFest @RHarbridge
#SPFest @RHarbridge
#SPFest @RHarbridge
Use Survey Tools!
Compiling results from 20 to 50
participants using excel
sheets/hand outs can be pai...
#SPFest @RHarbridge
The Inventory Worksheet
#SPFest @RHarbridge
Build Mind Map (based on inventory worksheet)
#SPFest @RHarbridge
Wireframing, and
Process Mapping
#SPFest @RHarbridge
Wireframing Workshops
#SPFest @RHarbridge
Balsamiq
#SPFest @RHarbridge
Common Intranet Components
Component Name Purpose
Message from the President/Owner/Founder Informative...
#SPFest @RHarbridge
Balsamiq DEMO
#SPFest @RHarbridge
Business Process Workshops
#SPFest @RHarbridge
Visio 2010 Demo
#SPFest @RHarbridge
Common Intranet Processes
• Absence Reporting and Vacation Scheduling
• Expense Reimbursement
• Equipm...
#SPFest @RHarbridge
Roadmap
#SPFest @RHarbridge
Questions? Ideas? Feedback? Contact me:
 Twitter: @RHarbridge
 Blog: http://www.RHarbridge.com
 Ema...
#SPFest @RHarbridge
Making
Information Architecture
Decisions
#SPFest @RHarbridge
The
Importance
of Making
Good
Information
Architecture
Decisions
#SPFest @RHarbridge
Governance and IA?
Home Page
Functional Areas
Department Site –
“Public”
Department Team Site – “Priva...
#SPFest @RHarbridge
Recommended Approach
#SPFest @RHarbridge
Incorporate Feedback Planning
Couldn’t Find What You Were Looking For?
Let Us Know (On Search Pages)
D...
#SPFest @RHarbridge
SharePoint Containment Hierarchy
Documents, Items and Pages
Folders and Document Sets
Libraries and Li...
#SPFest @RHarbridge
SharePoint Containment Hierarchy
Metadata
Item
Documents, Events, Pages, Custom Item, Image, etc.
Fold...
#SPFest @RHarbridge
Site Collection or Site (Subsite)?
OR
#SPFest @RHarbridge
Site Collection
#SPFest @RHarbridge
Site Collection
#SPFest @RHarbridge
When To Use A Site Collection
#SPFest @RHarbridge
When To Use A Site Collection
#SPFest @RHarbridge
When To Use A Site Collection
#SPFest @RHarbridge
When To Use A Site Collection
#SPFest @RHarbridge
When To Use A Site Collection
#SPFest @RHarbridge
When To Use A Site Collection
#SPFest @RHarbridge
When To Use A Site Collection
Site Collection 1 Site Collection 2
Webparts &
Aggregation
Webparts &
Ag...
#SPFest @RHarbridge
When To Use A Site Collection
Group A
Group B
Group C
Collection Admin A
Collection Admin B
Group Y
Gr...
#SPFest @RHarbridge
Purpose of a List?
• To Replace Excel
Spreadsheets
• To Track Complex Input
From Multiple People
• To ...
#SPFest @RHarbridge
One List or Multiple Lists?
OR
#SPFest @RHarbridge
When To Use a Single List
• You want to simplify viewing the same set of
items.
(When dispersed across...
#SPFest @RHarbridge
When To Use Multiple Lists
• You don’t expect people to need summaries of
the items together.
(When di...
#SPFest @RHarbridge
Advanced Uses Of Lists
#SPFest @RHarbridge
Calendar or Calendar View?
​Capabilities Calendar list Calendar view​
​​Supports direct creation and e...
#SPFest @RHarbridge
One Library or Multiple Libraries?
OR
#SPFest @RHarbridge
When To Use a Single Library
• You want to simplify viewing the same set of
documents.
(When dispersed...
#SPFest @RHarbridge
When To Use Multiple Libraries
• You don’t expect people to need summaries of
the documents together.
...
#SPFest @RHarbridge
What Can You Do With A Document?
New/Upload
New Document
Upload Document
Upload Multiple Documents
New...
#SPFest @RHarbridge
Require Check Out or Don’t?
OR
#SPFest @RHarbridge
How do we do it?
• Library tab
• Library settings
#SPFest @RHarbridge
Require Check Out?
#SPFest @RHarbridge
Require Check Out?
#SPFest @RHarbridge
Require Check Out?
Not Enabled By Default
#SPFest @RHarbridge
Require Check Out?
When enabled bulk uploading
or explorer view additions are
checked out by default. ...
#SPFest @RHarbridge
Require Check Out?
Work Around: Navigate to Manage
Content and Structure and then to the
library. Sele...
#SPFest @RHarbridge
Require Check Out?
You cannot edit multiple
documents in datasheet view.
#SPFest @RHarbridge
Require Check Out?
Work Around: By turning the require
check out option off we can make edits in
the d...
#SPFest @RHarbridge
Require Check Out?
Workflows and code must
check the file out before being
able to update it/it’s meta...
#SPFest @RHarbridge
Require Check Out?
When required check out is
enabled ‘storing files to local
drafts’ is an enabled op...
#SPFest @RHarbridge
Require Check Out?
Co-Authoring is disabled on
libraries where check out is
required.
#SPFest @RHarbridge
• Office 2007 and Office 2010 let’s the user know
it is being used by someone else.
• This eventually ...
#SPFest @RHarbridge
Require Check Out?
• You do not need to co-author documents.
• You do not need to bulk update metadata...
#SPFest @RHarbridge
• You do need to co-author documents.
• You do need to bulk update metadata.
• There are few people up...
#SPFest @RHarbridge
List and Content Type Tip!
#SPFest @RHarbridge
Default Content Types and
Metadata Values
#SPFest @RHarbridge
Navigating with Metadata Tip!
#SPFest @RHarbridge
Navigating with Metadata, not Folders
#SPFest @RHarbridge
Set up with Library Settings
#SPFest @RHarbridge
Configure Setttings
#SPFest @RHarbridge
Filters the list
#SPFest @RHarbridge
Document Routing Tip!
#SPFest @RHarbridge
Content Organizer and Routing
#SPFest @RHarbridge
Configure the router
#SPFest @RHarbridge
#SPFest @RHarbridge
Configure settings
#SPFest @RHarbridge
Create Rules
#SPFest @RHarbridge
Create/Modify Rules
#SPFest @RHarbridge
#SPFest @RHarbridge
Use the Drop-off Library
#SPFest @RHarbridge
Add a document
#SPFest @RHarbridge
Enter Metadata
#SPFest @RHarbridge
Detour: 2010 Metadata
#SPFest @RHarbridge
#SPFest @RHarbridge
Back to Drop-off library
#SPFest @RHarbridge
Your document was moved
#SPFest @RHarbridge
Rules don’t apply…
#SPFest @RHarbridge
… it doesn’t get moved
#SPFest @RHarbridge
Folder or Metadata?
OR
#SPFest @RHarbridge
The #1 rule of SharePoint?
Never use
folders
Except when it makes
sense
ever
#SPFest @RHarbridge
What’s wrong with folders?
• Deep structures hard to
navigate
• Finding stuff is hard
• Figuring out w...
#SPFest @RHarbridge
What’s the alternative?
#SPFest @RHarbridge
What’s the alternative?
#SPFest @RHarbridge
Metadata = No more folders
• Filtering
• Views
#SPFest @RHarbridge
Really? No more folders? Ever?
• What situations would you use folders?
• Subdivide large libraries/li...
#SPFest @RHarbridge
Downsides of Metadata
• No free lunch (there is pain here)
• Awful architectural choices to make
– Mul...
#SPFest @RHarbridge
Folders for easy permissions
• Create folder
• Set permissions
• Create view
without folders
• Easy fo...
#SPFest @RHarbridge
Folders and Default Values
#SPFest @RHarbridge
#SPFest @RHarbridge
The Sales document library
#SPFest @RHarbridge
Drill down into Military folder
#SPFest @RHarbridge
Drill down into Air-to-Ground
#SPFest @RHarbridge
Add a new document here
#SPFest @RHarbridge
Note: Some metadata prefilled
#SPFest @RHarbridge
How did we do that?
• Library tab
• Library settings
#SPFest @RHarbridge
Column default value settings
#SPFest @RHarbridge
Select a folder and set defaults
• Note folder inheritance
#SPFest @RHarbridge
Set the default value
#SPFest @RHarbridge
in SharePoint 2010
• Managed Metadata Service
• Share Metadata across site collections
• Multilingual ...
#SPFest @RHarbridge
Term Store Management
#SPFest @RHarbridge
Adding Terms
#SPFest @RHarbridge
Turn off “Available for Tagging”
• Add sub elements: Proposal, Quote, Invoice
• Leave “Available for T...
#SPFest @RHarbridge
Term Store Manager
• Painful & Slow
• Needs a better way
• I created a ‘toy’ to try out some ideas
• h...
#SPFest @RHarbridge
#SPFest @RHarbridge
CSV file for Import to Term Store
#SPFest @RHarbridge
To Sum Up…
• SharePoint 2007
– Folders BAAAAD!
– Never use them
– Except when the situation warrants
•...
#SPFest @RHarbridge
Folder or Document Set?
OR
#SPFest @RHarbridge
Folders vs. Document Sets
Document Sets vs Folders
#SPFest @RHarbridge
Document Sets
Document Sets vs Folders
#SPFest @RHarbridge
Folders and Default Values
#SPFest @RHarbridge
Folders vs. Document Sets
Document Sets vs Folders
#SPFest @RHarbridge
Folders vs. Document Sets
Document Sets vs Folders
#SPFest @RHarbridge
Folders vs. Document Sets
Document Sets vs Folders
#SPFest @RHarbridge
Folders vs. Document Sets
Document Sets vs Folders
#SPFest @RHarbridge
Folders vs. Document Sets
Document Sets vs Folders
#SPFest @RHarbridge
Folders vs. Document Sets
Document
Library
Document
Folder
Document
Document
Folder Folder Document
Do...
#SPFest @RHarbridge
Sites vs Pages?
• See this great whitepaper by Susan Hanley
and Scott Jamison
http://www.microsoft.com...
#SPFest @RHarbridge
Information Architecture
Tips and Tricks
#SPFest @RHarbridge
Make it easier to work with
#SPFest @RHarbridge
Make it easier to work with
Powerful Columns You Probably Didn’t Know About
#SPFest @RHarbridge
Make it easier to work with
Why Leveraging SharePoint Blog Features for News is a Great Idea
#SPFest @RHarbridge
Choice vs Lookup Column
• Susan Hanley – At it again!
http://cloud.snappages.com/b8898dc2c08e13
7d0344...
#SPFest @RHarbridge
Time Challenges
in SharePoint Projects
#SPFest @RHarbridge
#SPFest @RHarbridge
Giving Estimates
Two Simple Tricks For Making Better Estimates
Never Give a Single Number
6 Hours!
At ...
#SPFest @RHarbridge
Always Give Ranged Estimates
Two Simple Tricks For Making Better Estimates
Ranged Estimates Help Commu...
#SPFest @RHarbridge
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
2-8
#SPFest @RHarbridge
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
ORWithin Range
Actual R...
#SPFest @RHarbridge
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
ORWithin Range
Actual R...
#SPFest @RHarbridge
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
ORWithin Range
Actual R...
#SPFest @RHarbridge
Give 90% Confident Ranged Estimates
Two Simple Tricks For Making Better Estimates
2-8 Hours!
Within Ra...
#SPFest @RHarbridge
Visualizing Timelines
An easy way to create shared
understanding of the impact
estimates make on proje...
#SPFest @RHarbridge
Visualizing Existing Timelines
A great way to take existing
project timelines and set
stakeholder expe...
#SPFest @RHarbridge
IBIS Dialog Mapping
#SPFest @RHarbridge
Productivity Hub
#SPFest @RHarbridge
IUseSharePoint
Download and install the ‘lunch’ and learn module - an interesting idea.
#SPFest @RHarbridge
SharePoint Permissions
#SPFest @RHarbridge
AD Groups or SharePoint Groups?
OR
#SPFest @RHarbridge
Advantages Disadvantages
SharePoint
Group
• Not reliant on AD (if your AD is
a mess)
• Distributed own...
#SPFest @RHarbridge
Item Level
Permissions
#SPFest @RHarbridge
“Item Level”
Permissions
#SPFest @RHarbridge
Web Level
Permissions
#SPFest @RHarbridge
Targeted
Code
New in SharePoint 2010
SPRoleAssignmentCollection.AddToCurrentScopeOnly
#SPFest @RHarbridge
Do you have a Taxonomy Strategy?
#SPFest @RHarbridge
Do you have a Support Strategy?
SharePoint
Standards
Online
#SPFest @RHarbridge
Do you have a Staffing Strategy?
Building A
SharePoint
Team
#SPFest @RHarbridge
Questions? Ideas? Feedback? Contact me:
 Twitter: @RHarbridge
 Blog: http://www.RHarbridge.com
 Ema...
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SharePoint Fest Denver - Practical Tools and Techniques for the SharePoint Business Analyst and Information Architect

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SharePoint Fest Denver - Practical Tools and Techniques for the SharePoint Business Analyst and Information Architect

  1. 1. #SPFest @RHarbridge Practical Tools and Techniques for the SharePoint Business Analyst & Information Architect #SPFest @RHarbridge Facilitated By: Richard Harbridge
  2. 2. #SPFest @RHarbridge Who am I? Boston Washington
  3. 3. #SPFest @RHarbridge SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference
  4. 4. #SPFest @RHarbridge Special Mention… Ruven Gotz @ruveng spinsiders.com/ruveng ruveng@navantis.com
  5. 5. #SPFest @RHarbridge What We Will (Try To) Cover Today: 1. Why is SharePoint IA so difficult? 2. Visualizing and Communicating SharePoint Concepts 3. Information Architecture Tips and Tricks This deck is already up on slideshare – and even larger decks can be found online at http://www.PracticalIntranet.com
  6. 6. #SPFest @RHarbridge Why is SharePoint BA/IA so difficult?
  7. 7. #SPFest @RHarbridge SharePoint is huge…
  8. 8. #SPFest @RHarbridge The people stuff is complex…
  9. 9. #SPFest @RHarbridge It started out simple
  10. 10. #SPFest @RHarbridge Then it grew
  11. 11. #SPFest @RHarbridge Then it got TOTALLY out of control!!
  12. 12. #SPFest @RHarbridge Decision Makers Cant Seem To Agree… Not as much as a kitten picture rotator! We need a records management solution!
  13. 13. #SPFest @RHarbridge The CFO Watches Costs Increase Actually that requires a third party product.. Easy! Just need to customize one thing… That requires enterprise CALs…
  14. 14. #SPFest @RHarbridge IT Services Can’t Support The Flood Of New Requests
  15. 15. #SPFest @RHarbridge Shared Understanding Of Objectives
  16. 16. #SPFest @RHarbridgeConcept Courtesy of Andrew Jolly 1 2 3 4 5 6 7 8 9 10 Abundance Of Helpful Data 1. Area Map 2. Our Direction 3. Our Route 4. Points Of Interest 5. Our Route Risks 6. Upcoming Action 7. Distance/Time To Goal 8. Estimated Duration 9. Current Speed/Limit 10. Current Road The Destination Matters What If We Haven’t Identified Our Destination/Goal?
  17. 17. #SPFest @RHarbridge Identifying Our Objectives
  18. 18. #SPFest @RHarbridge Abstract Objectives (Platitudes) These are not good objectives!
  19. 19. #SPFest @RHarbridge In Canada we learn this right after hockey appreciation in grade school.
  20. 20. #SPFest @RHarbridge
  21. 21. #SPFest @RHarbridge
  22. 22. #SPFest @RHarbridge We would like to automate and improve our ‘paper based’ ‘legal’ ‘contract mngmt’’ ‘contract rview’ processes. Specifically we would like to ‘imprv request rspnse time’ by…
  23. 23. #SPFest @RHarbridge Legal Contract Solutions • Contract Review Workflow • Request Contract Review Form • Integration with ClientDB • Client Contracts Site
  24. 24. #SPFest @RHarbridge Prioritizing Objectives Requires Understanding Value And Difficulty
  25. 25. #SPFest @RHarbridge The Simplest Prioritization Formula Ever… Estimated Value Estimated Difficulty
  26. 26. #SPFest @RHarbridge 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
  27. 27. #SPFest @RHarbridge Prioritize and Plan S.M.A.R.T. Objectives
  28. 28. #SPFest @RHarbridge The Right Approach To Achieving Objectives
  29. 29. #SPFest @RHarbridge What is the best approach to use when working with SharePoint?
  30. 30. #SPFest @RHarbridge ITERATIVE APPROACH
  31. 31. #SPFest @RHarbridge 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.
  32. 32. #SPFest @RHarbridge How people think it works… Image from Paul Culmsee
  33. 33. #SPFest @RHarbridge How it really works… Image from Paul Culmsee
  34. 34. #SPFest @RHarbridge SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at NothingButSharePoint.com
  35. 35. #SPFest @RHarbridge  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 be…  Our (external) web content management platform.  Our primary document management platform.  Our contact management platform.  … SharePoint will not be…
  36. 36. #SPFest @RHarbridge Foundation Standard Enterprise SharePoint has Multiple Options 2007 2010 Online On Site
  37. 37. #SPFest @RHarbridge It’s Big Ecosystem
  38. 38. #SPFest @RHarbridge Implemented Legal Contracts Solution! Have we achieved our objective? Implemented SharePoint!
  39. 39. #SPFest @RHarbridge A Lesson Courtesy Of The Mars Rover Primary among the mission's scientific goals is to search for and characterize a wide range of rocks and soils that hold clues to past water activity on Mars.
  40. 40. #SPFest @RHarbridge Have We Achieved Our Goal? Concept Courtesy of Andrew Jolly
  41. 41. #SPFest @RHarbridge Have We Achieved Our Goal? Concept Courtesy of Andrew Jolly
  42. 42. #SPFest @RHarbridge Have We Achieved Our Goal? Concept Courtesy of Andrew Jolly
  43. 43. #SPFest @RHarbridge Have We Achieved Our Goal? Concept Courtesy of Andrew Jolly
  44. 44. #SPFest @RHarbridge Have We Achieved Our Goal? Concept Courtesy of Andrew Jolly
  45. 45. #SPFest @RHarbridge Launch Minded People Think… Pre Launch Launch Don’t blow up!
  46. 46. #SPFest @RHarbridge Pre Launch Launch Flight Landing Post Launch People Think… Have we succeeded in gaining adoption? Have we achieved our objectives? What are our objectives? How will we achieve them? Don’t blow up! What feedback are we getting? How should we adjust our trajectory?
  47. 47. #SPFest @RHarbridge Back to our friend the Mars Rover…
  48. 48. #SPFest @RHarbridge Have We Achieved Our Goal? Concept Courtesy of Andrew Jolly Achieved Primary Objective
  49. 49. #SPFest @RHarbridge How Important Was Launch? Concept Courtesy of Andrew Jolly Launch How many people understood how much was involved in planning for launch? How many people understood how much was involved after launch? Post Launch
  50. 50. #SPFest @RHarbridge Requirements Definition and Mapping
  51. 51. #SPFest @RHarbridge What makes something a requirement?
  52. 52. #SPFest @RHarbridge We can do that for $10
  53. 53. #SPFest @RHarbridge We can do that for $1 Million
  54. 54. #SPFest @RHarbridge The Power Of Zero $$ Change Orders
  55. 55. #SPFest @RHarbridge SharePoint chicken & egg problem
  56. 56. #SPFest @RHarbridge DON’T demo SharePoint
  57. 57. #SPFest @RHarbridge Understand Their Workload & Identify Challenges
  58. 58. #SPFest @RHarbridge
  59. 59. #SPFest @RHarbridge OK to demo SharePoint
  60. 60. #SPFest @RHarbridge Simple Scenarios Are Your Best Friend
  61. 61. #SPFest @RHarbridge
  62. 62. #SPFest @RHarbridge
  63. 63. #SPFest @RHarbridge 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.
  64. 64. #SPFest @RHarbridge 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.
  65. 65. #SPFest @RHarbridge Visualizing and Communicating IA Concepts
  66. 66. #SPFest @RHarbridge
  67. 67. #SPFest @RHarbridge Adapted from the “pea soup” story by Serge Tremblay
  68. 68. #SPFest @RHarbridge
  69. 69. #SPFest @RHarbridge
  70. 70. #SPFest @RHarbridge What is our Base Metaphor for files?
  71. 71. #SPFest @RHarbridge What if we saw this?
  72. 72. #SPFest @RHarbridge Better…
  73. 73. #SPFest @RHarbridge Solve with folders
  74. 74. #SPFest @RHarbridge Hire an intern
  75. 75. #SPFest @RHarbridge
  76. 76. #SPFest @RHarbridge This is metadata!
  77. 77. #SPFest @RHarbridge The #1 rule of SharePoint? Never use folders Except when it makes sense ever
  78. 78. #SPFest @RHarbridge Folders for Security Permissions assigned per folder
  79. 79. #SPFest @RHarbridge Customer Type • Lab • Hospital • Clinic • Mobile Sector • Private • Public Size • Large • Medium • Small Location • Urban • Rural University • Yes • No Metadata
  80. 80. #SPFest @RHarbridge Adding Metadata (when uploading)
  81. 81. #SPFest @RHarbridge A SharePoint Simulation
  82. 82. #SPFest @RHarbridge What are content types?
  83. 83. #SPFest @RHarbridge Name _________ Emp. # _________ Date _________ Dates Requested: From __________ To: __________ Manager ________ Approved Y/N Name _________ Emp. # _________ Date _________ Drug Used: Name __________ Cost: $ _________ Manager ________ Approved Y/N Vacation Request Drug Reimbursement
  84. 84. #SPFest @RHarbridge Both Content Types in One Library
  85. 85. #SPFest @RHarbridge Content Types for: Workflo w, Policy,Security
  86. 86. #SPFest @RHarbridge Tools For The Information Architect
  87. 87. #SPFest @RHarbridge Mind Mapping Demonstration
  88. 88. #SPFest @RHarbridge Navigation workshops
  89. 89. #SPFest @RHarbridge Navigational Map
  90. 90. #SPFest @RHarbridge Navigation Systems • Global navigation • Local navigation • Breadcrumbs/Up One Level Control • Contextual navigation • Supplemental navigation – Sitemap – A-Z Index – Guides
  91. 91. #SPFest @RHarbridge IBIS mapping demonstration http://www.cognexus.org/
  92. 92. #SPFest @RHarbridge What is Card Sorting?
  93. 93. #SPFest @RHarbridge “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
  94. 94. #SPFest @RHarbridge 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?
  95. 95. #SPFest @RHarbridge 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.
  96. 96. #SPFest @RHarbridge Open card sorting process Gerbil
  97. 97. #SPFest @RHarbridge Results Gerbil
  98. 98. #SPFest @RHarbridge But not always what you expect Ford Gerbil
  99. 99. #SPFest @RHarbridge But not always what you expect Ford Gerbil
  100. 100. #SPFest @RHarbridge Analysis http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_ spreadsheet_template
  101. 101. #SPFest @RHarbridge Advantages of Card Sorting • Simple • Cheap • Quick to execute • Established • Involves users • Provides a good foundation
  102. 102. #SPFest @RHarbridge Disadvantages of Sorting • Does not consider users’ tasks • Results may vary • Analysis can be time consuming • May capture “surface” characteristics only
  103. 103. #SPFest @RHarbridge Document inventory workshops
  104. 104. #SPFest @RHarbridge 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?
  105. 105. #SPFest @RHarbridge
  106. 106. #SPFest @RHarbridge
  107. 107. #SPFest @RHarbridge 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.
  108. 108. #SPFest @RHarbridge The Inventory Worksheet
  109. 109. #SPFest @RHarbridge Build Mind Map (based on inventory worksheet)
  110. 110. #SPFest @RHarbridge Wireframing, and Process Mapping
  111. 111. #SPFest @RHarbridge Wireframing Workshops
  112. 112. #SPFest @RHarbridge Balsamiq
  113. 113. #SPFest @RHarbridge Common Intranet Components Component Name Purpose Message from the President/Owner/Founder Informative News and Announcements Informative Blog Updates Informative Wiki Updates Informative System Status Informative Upcoming Events/Calendar Informative New Hires/Arrivals Informative Employee Anniversaries/Milestones/Years of Service Informative Recent Departures/Retirements Informative Videos Informative Photos Informative Podcasts Informative Stock Quotes Informative Stock Chart? Informative Weather Informative World Clocks/Office Time Informative Employee Spotlight Informative Contacts Informative Recent Discussions Informative Quick Links/Shortcuts/ Navigation Site Map Navigation Tag Cloud Navigation Search Box (Employee Search, Intranet Search, Etc) Navigation Polls Feedback Provide Feedback Feedback Component Name Purpose Email This Page Sharing Print This Page Sharing Search Tips Informative New Job Openings/Postings Informative Quick Start to Services Navigation How do I/Training/Learning Materials Informative Advertisements Informative New Messages/Notes Informative Availability Dashboard Informative Upcoming Calls/Web Meetings Informative Recent Questions and Recent Answers Informative Community Spotlight/Highlight Informative Site/Department/Team Spotlight/Highlight Informative Inspiring Quote Informative Highlighted/Urgent/Past Due Tasks Informative Most Viewed Content Informative Most Recently Contributed Content Informative Recently Added Projects Informative Survey Feedback Bookmarked Content Informative Top Searches Informative Discounts (Organizational for Retail) Informative Sales Goals Informative Visitors/People Out Of Office Informative Phone List Informative
  114. 114. #SPFest @RHarbridge Balsamiq DEMO
  115. 115. #SPFest @RHarbridge Business Process Workshops
  116. 116. #SPFest @RHarbridge Visio 2010 Demo
  117. 117. #SPFest @RHarbridge 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
  118. 118. #SPFest @RHarbridge Roadmap
  119. 119. #SPFest @RHarbridge Questions? Ideas? Feedback? Contact me:  Twitter: @RHarbridge  Blog: http://www.RHarbridge.com  Email: Richard@RHarbridge.com Slides & SharePoint Resource Kit Available At: http://Learning.AllinConsulting.com/ILTA How Do You Ensure Success? Shared Understanding and Value Lead To Shared Commitment…
  120. 120. #SPFest @RHarbridge Making Information Architecture Decisions
  121. 121. #SPFest @RHarbridge The Importance of Making Good Information Architecture Decisions
  122. 122. #SPFest @RHarbridge 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 Looser control, less formal governance Some control, some formal governance “PRIVATE” SITES: Open to business group members Animated Slide Provider: Susan Hanley
  123. 123. #SPFest @RHarbridge Recommended Approach
  124. 124. #SPFest @RHarbridge Incorporate Feedback Planning Couldn’t Find What You Were Looking For? Let Us Know (On Search Pages) 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.) Intranet Design or Improvement Contests Want More? Give Users a Bookmark Feature and Analyze User BookmarksBlog New Features/Changes and Encourage Comments Provide Feedback Button & Custom List How about a site review process where you encourage feedback?
  125. 125. #SPFest @RHarbridge SharePoint Containment Hierarchy Documents, Items and Pages Folders and Document Sets Libraries and Lists Sites Site Collections Databases Web Applications Servers Farm What we care about from an information architecture perspective.
  126. 126. #SPFest @RHarbridge SharePoint Containment Hierarchy Metadata Item Documents, Events, Pages, Custom Item, Image, etc. Folders and Document Sets Lists Doc Libraries, Pages, Calendars, Discussions, Surveys, etc. Sites Team Sites, Publishing Sites, Meeting Workspaces, etc. Site Collections
  127. 127. #SPFest @RHarbridge Site Collection or Site (Subsite)? OR
  128. 128. #SPFest @RHarbridge Site Collection
  129. 129. #SPFest @RHarbridge Site Collection
  130. 130. #SPFest @RHarbridge When To Use A Site Collection
  131. 131. #SPFest @RHarbridge When To Use A Site Collection
  132. 132. #SPFest @RHarbridge When To Use A Site Collection
  133. 133. #SPFest @RHarbridge When To Use A Site Collection
  134. 134. #SPFest @RHarbridge When To Use A Site Collection
  135. 135. #SPFest @RHarbridge When To Use A Site Collection
  136. 136. #SPFest @RHarbridge When To Use A Site Collection Site Collection 1 Site Collection 2 Webparts & Aggregation Webparts & Aggregation Masterpages & Page Layouts Masterpages & Page Layouts Search Across Site Collection Boundaries Navigation Navigation
  137. 137. #SPFest @RHarbridge When To Use A Site Collection Group A Group B Group C Collection Admin A Collection Admin B Group Y Group Z Collection Admin Y Collection Admin Z Site Collection 1 Site Collection 2
  138. 138. #SPFest @RHarbridge 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
  139. 139. #SPFest @RHarbridge One List or Multiple Lists? OR
  140. 140. #SPFest @RHarbridge 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).
  141. 141. #SPFest @RHarbridge 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).
  142. 142. #SPFest @RHarbridge Advanced Uses Of Lists
  143. 143. #SPFest @RHarbridge Calendar or Calendar View? ​Capabilities Calendar list Calendar view​ ​​Supports direct creation and editing of calendar entries. Yes No ​Supports calendar overlays and group calendars. ​Yes Doesn't apply ​​Supports future dates without requiring creation of a stub. Yes No ​Can view future dates once 'stubs' are created in the library or list. Doesn't apply ​Yes ​​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 includes a date option. ​Yes http://sharepoint.microsoft.com/Blogs/GetThePoint/Lists/Posts/Post.aspx?ID=554
  144. 144. #SPFest @RHarbridge One Library or Multiple Libraries? OR
  145. 145. #SPFest @RHarbridge 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 to receive consolidated updates on the collection of documents (alerts or RSS).
  146. 146. #SPFest @RHarbridge 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).
  147. 147. #SPFest @RHarbridge What Can You Do With A Document? New/Upload New Document Upload Document Upload Multiple Documents New Folder Collaborate Edit Document Check Out/Check In/Discard Check Out E-mail a Link View Version History Alert/Notify Me Manage Edit Document/Folder Metadata (Title, Name, etc) Manage Document Permissions Delete Document/Folder Re-Order Documents/Folders (Explorer View/Move Documents/Copy Documents) Download a Copy
  148. 148. #SPFest @RHarbridge Require Check Out or Don’t? OR
  149. 149. #SPFest @RHarbridge How do we do it? • Library tab • Library settings
  150. 150. #SPFest @RHarbridge Require Check Out?
  151. 151. #SPFest @RHarbridge Require Check Out?
  152. 152. #SPFest @RHarbridge Require Check Out? Not Enabled By Default
  153. 153. #SPFest @RHarbridge Require Check Out? When enabled bulk uploading or explorer view additions are checked out by default. Pro?
  154. 154. #SPFest @RHarbridge 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.
  155. 155. #SPFest @RHarbridge Require Check Out? You cannot edit multiple documents in datasheet view.
  156. 156. #SPFest @RHarbridge 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.
  157. 157. #SPFest @RHarbridge Require Check Out? Workflows and code must check the file out before being able to update it/it’s metadata.
  158. 158. #SPFest @RHarbridge Require Check Out? When required check out is enabled ‘storing files to local drafts’ is an enabled option.
  159. 159. #SPFest @RHarbridge Require Check Out? Co-Authoring is disabled on libraries where check out is required.
  160. 160. #SPFest @RHarbridge • 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 don't notify user. Don’t Require Check Out?
  161. 161. #SPFest @RHarbridge 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.
  162. 162. #SPFest @RHarbridge • 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. Don’t Require Check Out?
  163. 163. #SPFest @RHarbridge List and Content Type Tip!
  164. 164. #SPFest @RHarbridge Default Content Types and Metadata Values
  165. 165. #SPFest @RHarbridge Navigating with Metadata Tip!
  166. 166. #SPFest @RHarbridge Navigating with Metadata, not Folders
  167. 167. #SPFest @RHarbridge Set up with Library Settings
  168. 168. #SPFest @RHarbridge Configure Setttings
  169. 169. #SPFest @RHarbridge Filters the list
  170. 170. #SPFest @RHarbridge Document Routing Tip!
  171. 171. #SPFest @RHarbridge Content Organizer and Routing
  172. 172. #SPFest @RHarbridge Configure the router
  173. 173. #SPFest @RHarbridge
  174. 174. #SPFest @RHarbridge Configure settings
  175. 175. #SPFest @RHarbridge Create Rules
  176. 176. #SPFest @RHarbridge Create/Modify Rules
  177. 177. #SPFest @RHarbridge
  178. 178. #SPFest @RHarbridge Use the Drop-off Library
  179. 179. #SPFest @RHarbridge Add a document
  180. 180. #SPFest @RHarbridge Enter Metadata
  181. 181. #SPFest @RHarbridge Detour: 2010 Metadata
  182. 182. #SPFest @RHarbridge
  183. 183. #SPFest @RHarbridge Back to Drop-off library
  184. 184. #SPFest @RHarbridge Your document was moved
  185. 185. #SPFest @RHarbridge Rules don’t apply…
  186. 186. #SPFest @RHarbridge … it doesn’t get moved
  187. 187. #SPFest @RHarbridge Folder or Metadata? OR
  188. 188. #SPFest @RHarbridge The #1 rule of SharePoint? Never use folders Except when it makes sense ever
  189. 189. #SPFest @RHarbridge 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
  190. 190. #SPFest @RHarbridge What’s the alternative?
  191. 191. #SPFest @RHarbridge What’s the alternative?
  192. 192. #SPFest @RHarbridge Metadata = No more folders • Filtering • Views
  193. 193. #SPFest @RHarbridge 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 Really? No more folders?Really?
  194. 194. #SPFest @RHarbridge 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
  195. 195. #SPFest @RHarbridge Folders for easy permissions • Create folder • Set permissions • Create view without folders • Easy for users (they only see what they are supposed to)
  196. 196. #SPFest @RHarbridge Folders and Default Values
  197. 197. #SPFest @RHarbridge
  198. 198. #SPFest @RHarbridge The Sales document library
  199. 199. #SPFest @RHarbridge Drill down into Military folder
  200. 200. #SPFest @RHarbridge Drill down into Air-to-Ground
  201. 201. #SPFest @RHarbridge Add a new document here
  202. 202. #SPFest @RHarbridge Note: Some metadata prefilled
  203. 203. #SPFest @RHarbridge How did we do that? • Library tab • Library settings
  204. 204. #SPFest @RHarbridge Column default value settings
  205. 205. #SPFest @RHarbridge Select a folder and set defaults • Note folder inheritance
  206. 206. #SPFest @RHarbridge Set the default value
  207. 207. #SPFest @RHarbridge 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)
  208. 208. #SPFest @RHarbridge Term Store Management
  209. 209. #SPFest @RHarbridge Adding Terms
  210. 210. #SPFest @RHarbridge Turn off “Available for Tagging” • Add sub elements: Proposal, Quote, Invoice • Leave “Available for Tagging checked”
  211. 211. #SPFest @RHarbridge 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)
  212. 212. #SPFest @RHarbridge
  213. 213. #SPFest @RHarbridge CSV file for Import to Term Store
  214. 214. #SPFest @RHarbridge 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
  215. 215. #SPFest @RHarbridge Folder or Document Set? OR
  216. 216. #SPFest @RHarbridge Folders vs. Document Sets Document Sets vs Folders
  217. 217. #SPFest @RHarbridge Document Sets Document Sets vs Folders
  218. 218. #SPFest @RHarbridge Folders and Default Values
  219. 219. #SPFest @RHarbridge Folders vs. Document Sets Document Sets vs Folders
  220. 220. #SPFest @RHarbridge Folders vs. Document Sets Document Sets vs Folders
  221. 221. #SPFest @RHarbridge Folders vs. Document Sets Document Sets vs Folders
  222. 222. #SPFest @RHarbridge Folders vs. Document Sets Document Sets vs Folders
  223. 223. #SPFest @RHarbridge Folders vs. Document Sets Document Sets vs Folders
  224. 224. #SPFest @RHarbridge Folders vs. Document Sets Document Library Document Folder Document Document Folder Folder Document Document Set Document Folder Folder Document Set Document Document
  225. 225. #SPFest @RHarbridge Sites vs Pages? • See this great whitepaper by Susan Hanley and Scott Jamison http://www.microsoft.com/download/en/det ails.aspx?id=12500
  226. 226. #SPFest @RHarbridge Information Architecture Tips and Tricks
  227. 227. #SPFest @RHarbridge Make it easier to work with
  228. 228. #SPFest @RHarbridge Make it easier to work with Powerful Columns You Probably Didn’t Know About
  229. 229. #SPFest @RHarbridge Make it easier to work with Why Leveraging SharePoint Blog Features for News is a Great Idea
  230. 230. #SPFest @RHarbridge Choice vs Lookup Column • Susan Hanley – At it again! http://cloud.snappages.com/b8898dc2c08e13 7d03449de65b9e82e108c15658/Choice_v_Lo okup_Column_Tradeoffs.pdf
  231. 231. #SPFest @RHarbridge Time Challenges in SharePoint Projects
  232. 232. #SPFest @RHarbridge
  233. 233. #SPFest @RHarbridge Giving Estimates Two Simple Tricks For Making Better Estimates Never Give a Single Number 6 Hours! At least 2 hours… 4 hours maybe? How Long Will X Take You? 16? Way too much. 8 Tops. I better pick something in between… Forgotten/Not Shared Now That We Have Our Magic Number
  234. 234. #SPFest @RHarbridge Always Give Ranged Estimates Two Simple Tricks For Making Better Estimates Ranged Estimates Help Communicate Confidence and Set Expectations 2-8 Hours!
  235. 235. #SPFest @RHarbridge Are You Confident In That Range? Two Simple Tricks For Making Better Estimates 2-8
  236. 236. #SPFest @RHarbridge Are You Confident In That Range? Two Simple Tricks For Making Better Estimates ORWithin Range Actual Result OVERCONFIDENT
  237. 237. #SPFest @RHarbridge Are You Confident In That Range? Two Simple Tricks For Making Better Estimates ORWithin Range Actual Result LESS CONFIDENT
  238. 238. #SPFest @RHarbridge Are You Confident In That Range? Two Simple Tricks For Making Better Estimates ORWithin Range Actual Result 90% Confident
  239. 239. #SPFest @RHarbridge Give 90% Confident Ranged Estimates Two Simple Tricks For Making Better Estimates 2-8 Hours! Within Range =
  240. 240. #SPFest @RHarbridge Visualizing Timelines An easy way to create shared understanding of the impact estimates make on projects.
  241. 241. #SPFest @RHarbridge Visualizing Existing Timelines A great way to take existing project timelines and set stakeholder expectations or communicate impact of changes.
  242. 242. #SPFest @RHarbridge IBIS Dialog Mapping
  243. 243. #SPFest @RHarbridge Productivity Hub
  244. 244. #SPFest @RHarbridge IUseSharePoint Download and install the ‘lunch’ and learn module - an interesting idea.
  245. 245. #SPFest @RHarbridge SharePoint Permissions
  246. 246. #SPFest @RHarbridge AD Groups or SharePoint Groups? OR
  247. 247. #SPFest @RHarbridge Advantages Disadvantages SharePoint Group • Not reliant on AD (if your AD is a mess) • Distributed ownership and management options • Managed by users • Can be managed by the SharePoint Object Model • Members of these groups are visible to users in SharePoint. • Only used in SharePoint • Managed by (potentially) untrained users • One more place to manage security (independent of AD) • Cannot contain another SharePoint group as a member. Active Directory Group • Managed by domain administrators • Available in many systems • Centralized management and easier removal • Difficult to determine permissions assigned to people • Requires lots of planning • Members of these groups are not visible in SharePoint. • User can only be a member of 1024 AD groups (recursively). SharePoint Groups vs AD Groups
  248. 248. #SPFest @RHarbridge Item Level Permissions
  249. 249. #SPFest @RHarbridge “Item Level” Permissions
  250. 250. #SPFest @RHarbridge Web Level Permissions
  251. 251. #SPFest @RHarbridge Targeted Code New in SharePoint 2010 SPRoleAssignmentCollection.AddToCurrentScopeOnly
  252. 252. #SPFest @RHarbridge Do you have a Taxonomy Strategy?
  253. 253. #SPFest @RHarbridge Do you have a Support Strategy? SharePoint Standards Online
  254. 254. #SPFest @RHarbridge Do you have a Staffing Strategy? Building A SharePoint Team
  255. 255. #SPFest @RHarbridge Questions? Ideas? Feedback? Contact me:  Twitter: @RHarbridge  Blog: http://www.RHarbridge.com  Email: Richard@RHarbridge.com Slides & SharePoint Resource Kit Available At: http://Learning.AllinConsulting.com/ILTA How Do You Ensure Success? Shared Understanding and Value Lead To Shared Commitment…

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