SharePoint Information Architecture & Usability - SharePoint Saturday The Conference

SharePointInformation Architecture That Really Works,[object Object],Facilitated By: Richard Harbridge and Virgil Carroll,[object Object],Tweet Us: #SPSTCDC @RHarbridge @VCMonkey,[object Object]

Please turn off all electronic devices or set them to vibrate.,[object Object],If you must take a phone call, please do so in the hall so as not to disturb others.,[object Object],Open wireless access is available at SSID: SPSTCDC2011,[object Object],Feel free to “tweet and blog” during the session,[object Object],Thanks to our Diamond and Platinum Sponsors:,[object Object]

Who am I?,[object Object],I,[object Object]

From the great State of Alaska,[object Object],Masters in Instructional Design ,[object Object],Working with SharePoint since v.1,[object Object],User Experience Advocate,[object Object],Certified Athletic Trainer,[object Object],Blog: http://monkeyblog.highmonkey.com,[object Object],Twitter: @vcmonkey,[object Object]

Information Architecture is a Practice not a Strategy,[object Object]

In IA, there is no single “right answer”.,[object Object]

Proven Success,[object Object]

Take Away: Confidence,[object Object]

Take Away: Improved Communication,[object Object]

Take Away: Knowledge YouCan Use,[object Object]

Our Goal Today…,[object Object],From Here To Here,[object Object]

What We Will Cover Today:,[object Object],Why SharePoint InformationSystems Fail,[object Object],What Makes an IA Strategy Really Work,[object Object],Visualizingand Communicating IA Concepts,[object Object],Making Information Architecture Decisions,[object Object],Case Study Approach (Implementing SharePoint IA),[object Object],Information Architecture Tips and Tricks,[object Object]

What We Won’t Cover (In Depth) Today:,[object Object],Records Management (and Information Policies),[object Object],Search Architecture and Considerations,[object Object],Planning For Multiple Languages,[object Object],Column Decisions (Choice Column vs Managed Metadata Column vs Lookup Column etc…),[object Object],Technical Considerations for Permissions Management,[object Object],Audience Targeting,[object Object]

Why SharePoint Information Systems Fail,[object Object],What Makes an IA Strategy Really Work,[object Object],Visualizing and Communicating IA Concepts,[object Object],Making Information Architecture Decisions,[object Object],Case Study Approach (Implementing SharePoint IA),[object Object],Information Architecture Tips and Tricks,[object Object]

Why SharePointIA Fails,[object Object]

#1,[object Object],NO PLAN,[object Object],(or it was small),[object Object]

It started out simple,[object Object]

Then it got TOTALLY out of control!!,[object Object]

SharePoint is not a Silver Bullet…,[object Object],SharePoint is not a Silver Bullet at NothingButSharePoint.com,[object Object]

SharePoint will be…,[object Object],[object Object]

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…,[object Object],[object Object]

Our primary document management platform.

Our contact management platform.

Opportunistic Driven Learning,[object Object],Image from Paul Culmsee,[object Object]

#3,[object Object],WE THOUGHT,[object Object],ORG CHART = SITE MAP,[object Object]

#4,[object Object],WE BELIEVED MICROSOFT KNEW DESIGN,[object Object],(instead learning from users),[object Object]

#5,[object Object],WE THOUGHT IT WAS ABOUT STORING INFORMATION, ,[object Object],NOT USING IT,[object Object]

#6,[object Object],NO REVIEWS,[object Object],(or analysis of usage),[object Object]

The Outcome,[object Object],There are many reasons SharePoint IA can fail and many of us have experienced variations of them firsthand.,[object Object]

What to watch out for…,[object Object],Sometimes failing is necessary to highlight how important effective IA planning and commitment can be.,[object Object]

What We Will Cover Today:,[object Object],Why SharePoint Information Systems Fail,[object Object],What Makes an IA Strategy Really Work,[object Object],Visualizing and Communicating IA Concepts,[object Object],Making Information Architecture Decisions,[object Object],Case Study Approach (Implementing SharePoint IA),[object Object],Information Architecture Tips and Tricks,[object Object]

What MakesAn IA StrategyREALLYwork,[object Object]

With a good IA… ,[object Object]

You can take this…,[object Object]

…and make it into this,[object Object]

What is information architecture?,[object Object],The structural design of shared information environments.,[object Object],The combination of organization, labeling, search, and navigation systems within web sites and intranets. ,[object Object],The art and science of shaping information products and experiences to support usability and findability.,[object Object]

What is information architecture?,[object Object],4 basic IA concepts…,[object Object],Information…,[object Object],Undergoes… Structuring, organizing, and labeling,[object Object],To improve… Finding and managing,[object Object],Through…Art and science,[object Object]

Why IA matters,[object Object],The cost of finding information,[object Object],The cost of not finding information,[object Object],The cost of construction,[object Object],The cost of maintenance,[object Object],The cost of training,[object Object],You can’t understand it something if you don’t organize it!,[object Object]

How is IA broken down?,[object Object],Business goals, funding, politics, culture, technology, resources and constraints,[object Object],Audience, tasks, needs, information seeking behavior, experience,[object Object],Document / data types, content objects, volume, existing structure,[object Object]

Context,[object Object],Context,[object Object],All web sites and intranets exist within a particular business or organizational context.,[object Object],Each organization has a mission, goals, strategy, staff, processes and procedures, physical and technology infrastructure, budget, and culture.,[object Object],The key to success is understanding and alignment.,[object Object],Content,[object Object],Users,[object Object]

Content,[object Object],Context,[object Object],Includes documents, applications, services, schema, and metadata that people need to use or find onyour site.,[object Object],[object Object]

What are the formats your content is in?

Who owns your content?Content,[object Object],Users,[object Object]

Users,[object Object],Context,[object Object],Every user has different experiences and abilities to draw from.,[object Object],Every user has different needs and wants.,[object Object],Do you know how your users use your site now?,[object Object],Users,[object Object],Content,[object Object]

What does IA support?,[object Object]

What does IA support?,[object Object],Information architecture starts with the user and why one come to a site in the first place: ,[object Object],they have an information need,[object Object],Information needs can vary and each need can cause users to exhibit specific information-seeking behaviors,[object Object]

A good IA… ,[object Object],increases our chances of finding the right stuff,[object Object]

How users look for information,[object Object],The too-easy information seeking model,[object Object]

Why doesn’t this model work?,[object Object],[object Object]

Most users don’t know how to search

Most users don’t have the patience for complicated systems,[object Object]

Sometimes you’re just looking for one answer (known-item),[object Object]

Sometimes you want to investigate(exploratory),[object Object]

Sometimes you want to find everything(Don’t know what you need),[object Object]

Sometimes you need to find it again (Re-finding),[object Object]

Berry Picking Model,[object Object],Search,[object Object],View results,[object Object],Use results to enhance search,[object Object],Repeat until end result is found,[object Object]

Don’t Forget Put-ability,[object Object],Search isn’t a silver bullet.,[object Object]

A good IA…,[object Object],helps us work effectively,[object Object]

Lets look back,[object Object]

A good IA…,[object Object],supports user experience,[object Object]

Supporting user experience,[object Object],If people say your SharePoint ‘sucks’,[object Object],Do you know why and how to fix it?,[object Object],If not, review and test it!,[object Object]

Incorporate Feedback Planning,[object Object],Couldn’t Find What You Were Looking For? Let Us Know (On Search Pages),[object Object],Intranet Design or Improvement Contests,[object Object],Do You Like The New Homepage Design? Click I Like It or Leave A Note!,[object Object],(Simple front end code/webparts means users don’t even have to go to the ribbon.),[object Object],Provide Feedback Button & Custom List,[object Object],Want More? Give Users a Bookmark Feature and Analyze User Bookmarks,[object Object],Blog New Features/Changes and Encourage Comments,[object Object]

Plan IA Review Processes,[object Object]

The Outcome,[object Object],A good IA continually improves content find-ability and put-ability while retaining context and usability.,[object Object]

What to watch out for…,[object Object],When defining IA there are always trade-offs. These trade-offs become areas of negotiation and sometimes of conflict.,[object Object]

What We Will Cover Today:,[object Object],Why SharePoint Information Systems Fail,[object Object],What Makes an IA Strategy Really Work,[object Object],Visualizing and CommunicatingIA Concepts,[object Object],Making Information Architecture Decisions,[object Object],Case Study Approach (Implementing SharePoint IA),[object Object],Information Architecture Tips and Tricks,[object Object]

Visualizing and CommunicatingIA Concepts,[object Object]

Taxonomy and Metadata,[object Object]

What is Taxonomy?,[object Object],or this…,[object Object],Not this!,[object Object]

Taxonomyis….,[object Object],The science of categorization, or classification, of things based on a predetermined system. ,[object Object],In reference to web sites and portals, a site’s taxonomy is the way it organizes its data into categories and subcategories.,[object Object]

How do you figure it out,[object Object],Seek and ye shall find,[object Object],Research,[object Object],Ask an expert,[object Object]

Linnaeus vs Buffon,[object Object],Everything can be organized based on a standard!,[object Object],Nay! Each person can organize things based on their own context!,[object Object],Arrangement is key! Arrangement and categorization provides universal context!,[object Object],Context is key! Everything can be organized by multiple facets!,[object Object]

Arrangement and Context,[object Object],Taskonomy?,[object Object],Department Store,[object Object],Wholesale Warehouse,[object Object]

Arrangement Challenges,[object Object],Perfect!,[object Object],Superclass,[object Object],Class,[object Object],What if I want to find an animal by if it lives in water? Or by whether it flies?,[object Object],Order,[object Object]

X Drive Challenges,[object Object],Perfect!,[object Object],Could this be solved by using metadata so that the document could be found by both region and industry?,[object Object],What if I want to find a marketing document by region and not industry? ,[object Object]

What is Metadata?,[object Object],The BIG Question,[object Object]

What is Metadata?,[object Object],The BIG Question,[object Object],What is Metadata?,[object Object],I think I get it,[object Object],I think I get it,[object Object],Oh! Now I see(Mostly),[object Object]

Adapted from the “pea soup” story by Serge Tremblay,[object Object]

What is our Base Metaphorfor files?,[object Object]

What if we saw this?,[object Object]

Solve with folders,[object Object]

Hire an intern,[object Object]

This is metadata!,[object Object]

As we’ve already seen: This always works out great,[object Object],This is a common result…,[object Object]

Shared Drive Zoo,[object Object]

Moving this mess to SharePoint ,[object Object],makes it worse,[object Object]

SharePoint Sux,[object Object]

The #1 rule of SharePoint?,[object Object],Except when it makes sense,[object Object],Never use folders,[object Object],ever,[object Object]

A SharePoint Taxonomy,[object Object],If only there was a way content could be organized so content could be found/viewed in multiple ways…,[object Object],I like it!,[object Object]

Metadata,[object Object],I like it!,[object Object]

Adding Metadata (when uploading),[object Object]

A SharePoint Simulation,[object Object]

What are content types?,[object Object]

Vacation Request,[object Object],Drug Reimbursement,[object Object],Name _________,[object Object],Emp. # _________,[object Object],Date _________,[object Object],Dates Requested:,[object Object],From __________,[object Object],To: __________,[object Object],Manager ________,[object Object],Approved Y/N,[object Object],Name _________,[object Object],Emp. # _________,[object Object],Date _________,[object Object],Drug Used:,[object Object],Name __________,[object Object],Cost: $ _________,[object Object],Manager ________,[object Object],Approved Y/N,[object Object]

Both Content Types in One Library,[object Object]

Content Types for: ,[object Object],Security,[object Object],Workflow,,[object Object],Policy,,[object Object]

CREATE LABELING SUPPORT,[object Object],(metadata),[object Object]

What is labeling?,[object Object],Labeling is a form of representation. Just as we use spoken words to represent concepts and thoughts, we use labels to represent larger chunks of information in our SharePoint structure.,[object Object]

Creating your labels,[object Object],Start small, grow organically,[object Object],Don’t be afraid of natural language,[object Object],Always label,[object Object],Train your users…right now!,[object Object],Its not a relational database,[object Object],Use Content Type Syndication,[object Object]

Types of labels,[object Object],Contextual links,[object Object],Headings,[object Object],Navigation system choices,[object Object],Index terms,[object Object],Iconic labels,[object Object]

Making your own labels,[object Object],General guidelines,[object Object],Narrow scope whenever possible,[object Object],Develop consistent labeling systems, not labels,[object Object],Ways to find labels,[object Object],Content analysis,[object Object],Card sorting,[object Object],Search log analysis,[object Object]

2010 takes labeling serious!,[object Object]

The Outcome,[object Object],Shared Understanding Of How Metadata And Taxonomy Can Be Leveraged To Improve ‘Findability’.,[object Object]

What to watch out for…,[object Object],People Must Understand The Value Of Metadata Or They Will Reject The Idea.,[object Object]

Tools For The Information Architect,[object Object]

Mind Mapping Demonstration,[object Object]

Navigation,[object Object], workshops,[object Object]

Navigational Map,[object Object]

Navigation Systems,[object Object],Global navigation,[object Object],Local navigation,[object Object],Breadcrumbs/Up One Level Control,[object Object],Contextual navigation,[object Object],Supplemental navigation,[object Object],Sitemap,[object Object],A-Z Index,[object Object],Guides,[object Object]

Navigation Systems,[object Object]

What is Card Sorting?,[object Object],Card sorting is a technique that many information architects (and related professionals) use as an input to the structure of a site or product. ,[object Object]

“Card sorting is a great, reliable, inexpensive method for finding patterns in how users would expect to find content or functionality.”,[object Object], -Donna Spencer,[object Object],http://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0,[object Object],http://www.BoxesAndArrows.com,[object Object]

Why use Card Sorting?,[object Object],Card sorting can help you identify trends,[object Object],Do the users want to see the information grouped by subject, process, business group, or information type? ,[object Object],How similar are the needs of the different user groups? ,[object Object],How many potential main categories are there?,[object Object],What should those groups be called?,[object Object]

Types of Card Sorting,[object Object],Open Card Sorting,[object Object],Participants are given cards showing site content with no pre-established groupings. ,[object Object],Closed Card Sorting,[object Object],Participants are given cards showing site content with an established initial set of primary groups.,[object Object]

What are the types of card sort?,[object Object],Open,[object Object],& Closed,[object Object]

Open card sorting process,[object Object],Snake,[object Object],Ferrari,[object Object],Cat,[object Object],Ford,[object Object],Dog,[object Object],Gerbil,[object Object],Honda,[object Object],Rolls Royce,[object Object],Mouse,[object Object]

Results,[object Object],Pets,[object Object],Cars,[object Object],Cat,[object Object],Ferrari,[object Object],Dog,[object Object],Honda,[object Object],Mouse,[object Object],Rolls Royce,[object Object],Gerbil,[object Object],Ford,[object Object],Snake,[object Object]

But not always what you expect,[object Object],Cute,[object Object],European,[object Object],Scary,[object Object],Domestic,[object Object],Ford,[object Object],Cat,[object Object],Ferrari,[object Object],Mouse,[object Object],Rolls Royce,[object Object],Dog,[object Object],Snake,[object Object],Gerbil,[object Object],Japanese,[object Object],Honda,[object Object]

But not always what you expect,[object Object],Animals,[object Object],Luxury,[object Object],Regular,[object Object],Ferrari,[object Object],Cat,[object Object],Ford,[object Object],Rolls Royce,[object Object],Honda,[object Object],Dog,[object Object],Gerbil,[object Object],Mouse,[object Object],Snake,[object Object]

BIG MONKEY,[object Object],Card Sort,[object Object]

Card Sort Results,[object Object]

Advantages of Card Sorting,[object Object],Simple,[object Object],Cheap,[object Object],Quick to execute,[object Object],Established,[object Object],Involves users,[object Object],Provides a good foundation,[object Object]

Disadvantages of Sorting,[object Object],Does not consider users’ tasks,[object Object],Results may vary ,[object Object],Analysis can be time consuming,[object Object],May capture “surface” characteristics only,[object Object]

Wireframing Workshops,[object Object]

CommonIntranet Components,[object Object]

Wireframing Tip!,[object Object]

Don’t Forget Consistency,[object Object],Consistency Across User Environments,[object Object],Modify Provisioned Site (or Templates) Based on Need,[object Object],Each Page Design Should Be Consistent,[object Object]

What is usability,[object Object],Usabilityis aquality attributethat assesses how easy user interfaces are to use.,[object Object],(Jakob Nielsen, 2003),[object Object]

Usability’s 5 quality components,[object Object],Learnability - how easy can the user accomplish basic tasks?,[object Object],Efficiency– How quickly can tasks be performed?,[object Object],Memorability– After a period of non-use, how easily can a user reestablish proficiency?,[object Object],Errors– How many errors does the user / system make? How severe? Can the user recover?,[object Object],Satisfaction– How pleasant is it to use the design?,[object Object]

Why do we need it?,[object Object]

Why do we need it,[object Object],When an interface doesn’t make sense,[object Object],PEOPLE DON’T USE THEM,[object Object]

Usability Testing,[object Object]

Setting up your Usability Plan,[object Object],Determine what you are trying to find out,[object Object],Establish your purpose,[object Object],[object Object]

what worries you with your system?What do you really need to test?,[object Object]

Setting up your Usability Plan,[object Object],Design your Test,[object Object],Identify the users you’ll test,[object Object],[object Object]

get users from different levels of competency,[object Object]

Setting up your Usability Plan,[object Object],Heuristic Evaluation,[object Object],Having a small set of evaluators examine an interface and judge it against recognized usability principles,[object Object]

Setting up your Usability Plan,[object Object],10 Usability Heuristics,[object Object],Visibility of system status,[object Object],Match between system and real world,[object Object],User control and freedom,[object Object],Consistency and standards,[object Object],Error prevention,[object Object],Recognition rather than recall,[object Object],Flexibility and efficiency of use,[object Object],Aesthetic and minimalist design,[object Object],Help users recognize, diagnose, and recover from errors,[object Object],Help and documentation,[object Object]

Setting up your Usability Plan,[object Object],Design your Test,[object Object],Develop a list of tasks you want the user to perform,[object Object],[object Object]

Find a specific piece of content

Create something,[object Object]

Setting up your Usability Plan,[object Object],Run your Test,[object Object],Re-assure your User,[object Object],[object Object]

make sure the user understands the INTERFACE is being tested, not THEM

Tester should not be a stakeholder,[object Object]

Setting up your Usability Plan,[object Object],Run your Test,[object Object],Debrief user,[object Object],ask about overall experience,[object Object],ask for suggestions,[object Object],THANK THEM,[object Object]

Setting up your Usability Plan,[object Object],Analyze / Report,[object Object],Identify the biggest problems 1st,[object Object],grade by severity,[object Object],Frequency,[object Object],Impact,[object Object],Persistence,[object Object]

Setting up your Usability Plan,[object Object],Analyze / Report,[object Object],Summarize data,[object Object],summarize in human terms,[object Object],identify most common user issues,[object Object]

FIGURE OUT YOUR CONTENT,[object Object]

Document Inventory Workshops,[object Object]

Identify content stakeholders,[object Object],Questions to ask:,[object Object],Who in your organization creates content?,[object Object],What type of content do they create?,[object Object],Who reviews content?,[object Object],Who edits content?,[object Object],Who uses content?,[object Object],Who approves the publication of content?,[object Object],Who designs the sites that host the content?,[object Object],Who sets the policies for managing content?,[object Object],Who monitors the content in your organization?,[object Object]

An Inventory Worksheet,[object Object]

Build Mind Map (based on an inventory worksheet),[object Object]

Analyze content usage,[object Object],What type of content is it?,[object Object],What is the purpose of the content?,[object Object],Who is the author of the content?,[object Object],What format is the content in?,[object Object],Who uses the content?,[object Object],Where is the content currently located?,[object Object]

Plan the flow of content,[object Object],Content is often dynamic, moving from one place to another or from one person to another. Managing this process can be an important success step in content management,[object Object]

Plan the flow of content,[object Object],Scenarios,[object Object],Document is authored by a team in one location and published to another upon completion,[object Object],Web pages can be created in a development site and published to a public site,[object Object],Content that needs to be retained or archived can be moved once its usefulness has been fulfilled.,[object Object],Users can move content from a network share or folder to a document library,[object Object]

ORGANIZE WHAT YOU FIND,[object Object]

Types of Organizing Schemes,[object Object],Objective organizational schemes ,[object Object],Alphabetical,[object Object],Chronological,[object Object],Geographical,[object Object],Subjective organizational schemes,[object Object],Topic,[object Object],Task,[object Object],Audience,[object Object],Metaphor,[object Object],Hybrids,[object Object]

Challenges of Organizing Info,[object Object],Ambiguity,[object Object],What kind of language is being used,[object Object],i.e. BSE vs Bovine Spongiform Encephalopathy,[object Object],Heterogeneity / Homogeneous,[object Object],i.e. storing all project documents vs. storing project plans,[object Object],Differences in perspectives,[object Object],i.e. Looking for invoice by client vs. by project,[object Object],Internal politics,[object Object],Mine, mine, mine!!!,[object Object]

No Single “Approach”,[object Object],Projects,[object Object],Communities,[object Object],Tasks,[object Object],Practices,[object Object]

Business Process Workshops,[object Object]

Visio 2010 Demo,[object Object]

Common Intranet Processes,[object Object],[object Object]

Equipment and Room Reservation and Management

Meeting Planning and Management

Interview Management and Hiring Processes

Training Sign Up and Management

Sales Lead Pipeline,[object Object]

The Outcome,[object Object],Using visual tools provides shared understanding, which is a crucial driver of shared commitment to a goal.,[object Object]

What to watch out for…,[object Object],Workshops become much more interactive; more people are actively involved which leads to greater shared commitment and understanding.,[object Object]

Making,[object Object],Information Architecture Decisions,[object Object]

The Importance of Making Good Information Architecture Decisions,[object Object]

What is the ultimate IA structure?,[object Object],There isn’t one!,[object Object]

You need to ,[object Object],Un-enterprise your architecture,[object Object]

Why Enterprise IA doesn’t work,[object Object],One IA doesn’t rule them all,[object Object],What happens when it all gets out of control (and it will),[object Object],Assumes all processes are created equal (and they are not),[object Object],Global doesn’t necessarily mean better (how many people really need to search everything),[object Object],Do not fret, there are models that do work….,[object Object]

Information Architecture and Governance Areas,[object Object],Permanent central portal,[object Object],- Few authors/Many readers,[object Object],Communication Portal,[object Object],[object Object]

Enterprise searchCentralPortal,[object Object],Departmental sites,[object Object],[object Object]

Business Processes- Few authors/Many readers,[object Object],Increasing Strictness of Governance,[object Object],Collaboration,[object Object],[object Object]

Local searchSemi Structured ,[object Object],Team sites,[object Object],- Multiple authors,[object Object],Blogs, bios, ,[object Object],Social,[object Object],Personal,[object Object],Above The Line versus Below The Line,[object Object]

Recommended Approach,[object Object],Bob Mixon on SharePoint 2007 Site Collections ,[object Object]

Enterprise Publishing,[object Object],Many consumer, few contributors,[object Object],Examples: Company communications, employee relations, sales & marketing, human resources,[object Object],IA rules,[object Object],Content tends to be highly controlled & published via established processes,[object Object],Content is published via a ‘push’ method,[object Object],Ability to interact is ‘locked down’,[object Object],Information is well defined and frequently accessed,[object Object],Access to SharePoint publishing support feature set,[object Object]

Enterprise Publishing,[object Object]

Enterprise Collaboration,[object Object],Many contributors, mature processes,[object Object],Examples: Help desk, Job request, Process tracking, Document Management system,[object Object],IA rules,[object Object],Processes have been refined and well documented,[object Object],User interaction is well defined and tested,[object Object],Contributors are well trained,[object Object],Access to the full SharePoint feature set,[object Object]

And for the rest of us?,[object Object]

Teams & Other Junk,[object Object],Many contributors, no control,[object Object],Examples: Team sites, Temporary projects, Departmental sharing,[object Object],IA rules,[object Object],Tightly governed and ‘locked down’,[object Object],Contributor can do what they want, but have limited abilities,[object Object],Support is minimal,[object Object],Does not participate in Enterprise processes (i.e. global search, managed metadata practices, retention policies),[object Object],Access to limited SharePoint feature set,[object Object]

How can SharePoint help?,[object Object]

SharePoint Containment Hierarchy,[object Object],What we care about from an information architecture perspective.,[object Object]

SharePoint Containment Hierarchy,[object Object]

Site Collection or Site (Subsite)?,[object Object],OR,[object Object]

Site Collection,[object Object]

When To Use A Site Collection,[object Object]

When To Use A Site Collection,[object Object],Site Collection 1,[object Object],Site Collection 2,[object Object], Webparts & Aggregation,[object Object], Webparts & Aggregation,[object Object],Masterpages & Page Layouts,[object Object],Masterpages & Page Layouts,[object Object], Navigation,[object Object], Navigation,[object Object], Search Across Site Collection Boundaries,[object Object]

When To Use A Site Collection,[object Object],Site Collection 1,[object Object],Site Collection 2,[object Object], Group Y,[object Object], Group A,[object Object], Group Z,[object Object], Group B,[object Object], Collection Admin Y,[object Object], Group C,[object Object], Collection Admin A,[object Object], Collection Admin Z,[object Object], Collection Admin B,[object Object]

SharePoint Permissions,[object Object]

Purpose of a List?,[object Object],[object Object]

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,[object Object]

When To Use a Single List,[object Object],[object Object]

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).,[object Object]

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).,[object Object]

One Library or Multiple Libraries?,[object Object],OR,[object Object]

When To Use a Single Library,[object Object],[object Object]

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 receive consolidated updates on the collection of documents (alerts or RSS).,[object Object]

Default Content Types and Metadata Values,[object Object]

Navigating with MetadataTip!,[object Object]

Navigating with Metadata, not Folders,[object Object]

Set up with Library Settings,[object Object]

Configure Setttings,[object Object]

Filters the list,[object Object]

Document Routing Tip!,[object Object]

Content Organizer and Routing,[object Object]

Configure the router,[object Object]

Configure settings,[object Object]

Create/Modify Rules,[object Object]

Use the Drop-off Library,[object Object]

Add a document,[object Object]

Enter Metadata,[object Object]

Detour: 2010 Metadata,[object Object]

Back to Drop-off library,[object Object]

Your document was moved,[object Object]

Rules don’t apply…,[object Object]

… it doesn’t get moved,[object Object]

Folder or Metadata?,[object Object],OR,[object Object]

What’s wrong with folders?,[object Object],Deep structures hard to navigate,[object Object],Finding stuff is hard,[object Object],Figuring out where to put stuff is even harder,[object Object],Stuck with a rigid structure,[object Object],Search is not the silver bullet,[object Object]

What’s the alternative?,[object Object],metadata,[object Object]

What’s the alternative?,[object Object]

Metadata = No more folders,[object Object],Filtering,[object Object],Views,[object Object]

Really? No more folders? Ever?,[object Object],What situations would you use folders?,[object Object],Subdivide large libraries/lists,[object Object],Security/Permissions,[object Object],Ease of use for users,[object Object],Really? No more folders?,[object Object],Really? ,[object Object]

Downsides of Metadata,[object Object],No free lunch (there is pain here),[object Object],Awful architectural choices to make,[object Object],Multiple site collections,[object Object],Good Practice,[object Object],Bad for Metadata,[object Object],Maintenance headache,[object Object],Can be mitigated ,[object Object],Define at top level if possible,[object Object]

Folders for easy permissions,[object Object],Create folder,[object Object],Set permissions,[object Object],Create view without folders,[object Object],Easy for users (they only see what they are supposed to),[object Object]

Folders and Default Values,[object Object]

The Sales document library,[object Object]

Drill down into Military folder,[object Object]

Drill down into Air-to-Ground,[object Object]

Add a new document here,[object Object]

Note: Some metadata prefilled,[object Object]

How did we do that?,[object Object],Library tab,[object Object],Library settings,[object Object]

Column default value settings,[object Object]

Select a folder and set defaults,[object Object],Note folder inheritance,[object Object]

Set the default value,[object Object]

in SharePoint 2010,[object Object],Managed Metadata Service,[object Object],Share Metadata across site collections,[object Object],Multilingual Metadata (big gotcha ),[object Object],Hierarchical Metadata,[object Object],Navigate via Metadata (already discussed),[object Object],Keywords/Folksonomy (Out of scope today),[object Object],Folders can assign default metadata (already discussed),[object Object],metadata,[object Object]

Working With Managed Metadata,[object Object]

Term Store Management,[object Object]

Turn off “Available for Tagging”,[object Object],Add sub elements: Proposal, Quote, Invoice,[object Object],Leave “Available for Tagging checked”,[object Object]

Term Store Manager,[object Object],Painful & Slow,[object Object],Needs a better way,[object Object],I created a ‘toy’ to try out some ideas,[object Object],http://bit.ly/ruveng-mmts,[object Object],Article links to other solutions (Excel),[object Object]

CSV file for Import to Term Store,[object Object]

To Sum Up…,[object Object],SharePoint 2007,[object Object],Folders BAAAAD!,[object Object],Never use them,[object Object],Except when the situation warrants,[object Object],SharePoint 2010,[object Object],Folders GOOOOD!,[object Object],Never use them,[object Object],Except when the situation warrants,[object Object]

Folder or Document Set?,[object Object],OR,[object Object]

Folders vs. Document Sets,[object Object],Document Sets vs Folders,[object Object]

Document Sets,[object Object],Document Sets vs Folders,[object Object]

Folders vs. Document Sets,[object Object],Document,[object Object],Document,[object Object],Document,[object Object],Folder,[object Object],Document Library,[object Object],Folder,[object Object],Folder,[object Object],Document,[object Object],Folder,[object Object],Document,[object Object],Document Set,[object Object],Folder,[object Object],Document,[object Object],Document Set,[object Object],Document,[object Object]

Great Resource!,[object Object],Scott Jamison and Susan Hanley Wrote…,[object Object],!LINK TO WHITEPAPER!,[object Object]

The Outcome,[object Object],You need to understand all of the SharePoint objects, their limitations, and their benefits to make effective decisions.,[object Object]

SharePoint Information Architecture & Usability - SharePoint Saturday The Conference

SharePoint Information Architecture & Usability - SharePoint Saturday The Conference

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