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Practical Tools and Techniques
for the SharePoint
Information Architect
#SPSummit @RHarbridge @RuvenG
Facilitated By: Rich...
Who am I?
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
Ruven Gotz
Toronto
@ruveng
spinsiders.com/ruveng
ruveng@navantis.com
The Goal is
Success
SharePoint is
huge
With many
Moving parts
The people stuff
is complex
How do we build
the best solution?
How do we
define the
problem?
We are here to
share some ideas
… and give you
some tools
Still not easy
Proven success
Take Away: Confidence
20
Take Away: Improved Communication
21
Take Away: Knowledge You Can Use
Our Goal Today…
From Here To Here
What We Will Cover Today:
1. Why is SharePoint IA so difficult?
2. Visualizing and Communicating SharePoint Concepts
3. Ma...
What We Won’t Cover (In Depth) Today:
1. Governance (not enough time today… )
2. Records Management (and Information Poli...
Why is SharePoint IA
so difficult?
It started out simple
Then it grew
Then it got TOTALLY out of control!!
What is the best approach to use
when working with SharePoint?
ITERATIVE
APPROACH
Why Iterative?
 SharePoint is a very large platform.
 It takes time to understand SharePoint.
 SharePoint is great for ...
How people think it works…
Image from Paul Culmsee
How it really works…
Image from Paul Culmsee
#SPSMI @RHarbridge
SharePoint is not a Silver Bullet…
SharePoint is not a Silver Bullet at NothingButSharePoint.com
 Utilized by Business Users to develop and implement business solutions that use
technology without IT’s direct involveme...
Foundation
Standard
Enterprise
SharePoint has Multiple Options
2007
2010
Online
On Site
It’s Big Ecosystem
Why Prioritized
Objectives Matter
Prioritize and Plan
Centralize
Knowledge and
Resources
Enhance
Collaboration
Automate and
Improve Business
Processes
Enhance
Governance
Model
...
HR Onboarding Solutions
• Onboarding Workflow
• Onboarding Electronic Forms
• Integration with HRIS
• New Employee Site
Map Solutions to Objectives
HR Employee
Files
HR Onboarding
Absence
Management
Centralize
Knowledge and
Resources
HR Self ...
SharePoint Solutions (Evolution)
*Super Simplified
Business
Intelligence
Driven
Business
Process Driven
Collaboration
Driv...
The Outcome
Effective prioritized objectives are
foundational for avoiding prioritization
paralysis or understanding capac...
What to watch out for…
Watch out for the ‘platitude’ trap and
make certain you manage expectations
accordingly.
Requirements
Definition and Mapping
What makes something a requirement?
We can do that for $10
We can do that for
$1 Million
SharePoint chicken & egg problem
DON’T demo
SharePoint
Initial discovery
workshop
SharePoint Workshop
Agenda
• About the Project , Our Team & Goals
• SharePoint Overview
• Department and Role
• Document Collaboration
• Docum...
About the Project, Our Team & Goals
About this Project
– Determine the requirements and scope for a SharePoint
implementat...
SharePoint 2007 Overview
Collaboration
Portal
Search
Enterprise
Content
Management
Business
Process
and
Forms
Business
Int...
SharePoint 2010 Overview
Ribbon UI
SharePoint Workspace
SharePoint Mobile
Office Client and Office Web App Integration
Sta...
Department and Role
Please introduce yourself:
• Name
• Department
• What is your role within your department?
• How do yo...
Document Collaboration
• Do you work on documents with others?
– How do you collaborate (e-mail, shared drive) ?
• What do...
Document Storage and Search
• Can you find the documents that you need, when you
need them?
– Does your shared drive folde...
Compliance, Records Management
& Off-line
• Do you have any regulatory requirements that you need to
meet?
– ISO 9000
– Sa...
Questions
OK to demo
SharePoint
How do you scale this?
Send a questionnaire/survey before the
meeting…
You have three primary goals:
• Get people excited ...
#SPSummit @RHarbridge @RuvenG
Simple Scenarios Are Your Best Friend
#SPSummit @RHarbridge @RuvenG
When To Demo SharePoint
 When you need help scoping requirements and
managing expectations.
 When you need help building...
The Outcome
Using workshops, facilitation and by
engaging the business you will define,
prioritize, and phase SharePoint
r...
What to watch out for…
Without clear requirements,
prioritization and the right expectations
being set SharePoint projects...
Visualizing and Communicating
IA Concepts
What is
Metadata?
The BIG
Question
Data about data
What is
Metadata?
I think
I get it
Oh!
Now I see
(Mostly)
What is Metadata?
I think I get it
The BIG
Question
What’s a
Let’s use a
What does a cow say?
What does a chicken say?
What does a duck
say?
The sounds these animals make are
attributes that distinguish them
Example from Yoav Lurie
• Prince
• Pop/Rock
• 1984
Adapted from the “pea
soup” story by Serge
Tremblay
What is our Base Metaphor
for files?
What if we saw this?
Better…
Solve with folders
Hire an intern
What is metadata?
This is metadata!
Not this!
or this…
What is Taxonomy?
#SPSummit @RHarbridge @RuvenG
Carl Linnaeus
(1751)
#SPSummit @RHarbridge @RuvenG
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels...
#SPSummit @RHarbridge @RuvenG
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels...
#SPSummit @RHarbridge @RuvenG
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels...
#SPSummit @RHarbridge @RuvenG
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels...
#SPSummit @RHarbridge @RuvenG
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels...
#SPSummit @RHarbridge @RuvenG
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels...
#SPSummit @RHarbridge @RuvenG
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels...
#SPSummit @RHarbridge @RuvenG
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels...
#SPSummit @RHarbridge @RuvenG
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels...
#SPSummit @RHarbridge @RuvenG
Shared Drive Zoo X:
Production
Sales &
Marketing
Marketing
Commercial Industrial Government ...
#SPSummit @RHarbridge @RuvenG
Linnaeus vs Buffon
Everything can be
organized based
on a standard!
Nay! Each person
can org...
#SPSummit @RHarbridge @RuvenG
Arrangement and Context
Wholesale Warehouse
Department Store
Taskonomy?
#SPSummit @RHarbridge @RuvenG
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Fish Amph...
#SPSummit @RHarbridge @RuvenG
As we’ve already seen:
This always works out great
This is a common result…
#SPSummit @RHarbridge @RuvenG
X Drive Challenges
X:
Production
Sales &
Marketing
Marketing
Commercial Industrial Governmen...
#SPSummit @RHarbridge @RuvenG
Shared Drive Zoo X:
Production
Sales &
Marketing
Marketing
Major
Hospitals
Commercial Indust...
#SPSummit @RHarbridge @RuvenG
Moving this mess to SharePoint
makes it worse
#SPSummit @RHarbridge @RuvenG
SharePoint Sux
The #1 rule of SharePoint?
Never use
folders
Except when it makes
sense
ever
Folders for Security
Permissions assigned
per folder
Folders in SP2010 – They’re back!
• Combine metadata and folders
• Best of both worlds
A SharePoint Taxonomy
If only there was a
way content could
be organized so
content could be
found/viewed in
multiple ways...
Customer Type
• Lab
• Hospital
• Clinic
• Mobile
Sector
• Private
• Public
Size
• Large
• Medium
• Small
Location
• Urban
...
Adding Metadata (when uploading)
A SharePoint Simulation
#SPSummit @RHarbridge @RuvenG
What is metadata?
#SPSummit @RHarbridge @RuvenG
What is Taxonomy?
What are content types?
Name _________
Emp. # _________
Date _________
Dates Requested:
From __________
To: __________
Manager ________
Approved Y...
Both Content Types in One Library
Content Types
for:
Workflo
w,
Policy,Security
The Outcome
Shared Understanding of Metadata’s
Importance and Usage to Improve
‘Findability’ and Information Utility.
What to watch out for…
People Must Understand The Value Of
Metadata, Or They Will Reject The Idea.
Tools For The
Information Architect
Same Page
Abstract
Concrete
Mind Mapping Demonstration
Navigation
workshops
Navigational Map
Navigation Systems
• Global navigation
• Local navigation
• Breadcrumbs/Up One Level Control
• Contextual navigation
• Sup...
What is Card Sorting?
“Card sorting is a great, reliable,
inexpensive method for finding
patterns in how users would expect
to find content or f...
Why use Card Sorting?
• Card sorting can help you identify trends
– Do the users want to see the information grouped
by su...
Types of Card Sorting
• Open Card Sorting
– Participants are given cards showing site content
with no pre-established grou...
Open card sorting process
Gerbil
Results
Gerbil
But not always what you expect
Ford
Gerbil
But not always what you expect
Ford
Gerbil
Analysis
http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_
spreadsheet_template
Advantages of Card Sorting
• Simple
• Cheap
• Quick to execute
• Established
• Involves users
• Provides a good foundation
Disadvantages of Sorting
• Does not consider users’ tasks
• Results may vary
• Analysis can be time consuming
• May captur...
Document inventory workshops
#SPSummit @RHarbridge @RuvenG
Analyze Existing Content
• What type of content is it?
• How is the content organized
today?...
#SPSummit @RHarbridge @RuvenG
Use Survey Tools!
Compiling results from 20 to 50
participants using excel
sheets/hand outs ...
The Inventory Worksheet
Build the Taxonomy
Build Mind Map (based on inventory worksheet)
The Outcome
Using visual tools provides shared
understanding, which is a crucial driver
of shared commitment to a goal.
What to watch out for…
Workshops become much more
interactive; more people are actively
involved which leads to greater sh...
Wireframing, and
Process Mapping
Wireframing Workshops
Balsamiq
Common Intranet Components
Component Name Purpose
Message from the President/Owner/Founder Informative
News and Announceme...
Balsamiq DEMO
Business Process Workshops
Visio 2010 Demo
Common Intranet Processes
• Absence Reporting and Vacation Scheduling
• Expense Reimbursement
• Equipment and Room Reserva...
Roadmap
Making
Information Architecture
Decisions
The
Importance
of Making
Good
Information
Architecture
Decisions
Governance and IA?
Home Page
Functional Areas
Department Site –
“Public”
Department Team Site – “Private”
Project/Initiati...
Recommended Approach
#SPSummit @RHarbridge @RuvenG
Incorporate Feedback Planning
Couldn’t Find What You Were Looking For?
Let Us Know (On Searc...
SharePoint Containment Hierarchy
Documents, Items and Pages
Folders and Document Sets
Libraries and Lists
Sites
Site Colle...
SharePoint Containment Hierarchy
Metadata
Item
Documents, Events, Pages, Custom Item, Image, etc.
Folders and Document Set...
Site Collection or Site (Subsite)?
OR
Site Collection
Site Collection
When To Use A Site Collection
When To Use A Site Collection
When To Use A Site Collection
When To Use A Site Collection
When To Use A Site Collection
When To Use A Site Collection
When To Use A Site Collection
Site Collection 1 Site Collection 2
Webparts &
Aggregation
Webparts &
Aggregation
Masterpage...
When To Use A Site Collection
Group A
Group B
Group C
Collection Admin A
Collection Admin B
Group Y
Group Z
Collection Adm...
Purpose of a List?
• To Replace Excel
Spreadsheets
• To Track Complex Input
From Multiple People
• To Centralize Storage a...
One List or Multiple Lists?
OR
When To Use a Single List
• You want to simplify viewing the same set of
items.
(When dispersed across many lists it requi...
When To Use Multiple Lists
• You don’t expect people to need summaries of
the items together.
(When dispersed across many ...
Advanced Uses Of Lists
Calendar or Calendar View?
​Capabilities Calendar list Calendar view​
​​Supports direct creation and editing of calendar
e...
One Library or Multiple Libraries?
OR
When To Use a Single Library
• You want to simplify viewing the same set of
documents.
(When dispersed across many librari...
When To Use Multiple Libraries
• You don’t expect people to need summaries of
the documents together.
(When dispersed acro...
Require Check Out or Don’t?
OR
How do we do it?
• Library tab
• Library settings
Require Check Out?
Require Check Out?
Require Check Out?
Not Enabled By Default
Require Check Out?
When enabled bulk uploading
or explorer view additions are
checked out by default. Pro?
Require Check Out?
Work Around: Navigate to Manage
Content and Structure and then to the
library. Select all of the docume...
Require Check Out?
You cannot edit multiple
documents in datasheet view.
Require Check Out?
Work Around: By turning the require
check out option off we can make edits in
the data sheet view tempo...
Require Check Out?
Workflows and code must
check the file out before being
able to update it/it’s metadata.
Require Check Out?
When required check out is
enabled ‘storing files to local
drafts’ is an enabled option.
Require Check Out?
Co-Authoring is disabled on
libraries where check out is
required.
• Office 2007 and Office 2010 let’s the user know
it is being used by someone else.
• This eventually times out.
(15 mins ...
Require Check Out?
• You do not need to co-author documents.
• You do not need to bulk update metadata.
• There is typical...
• You do need to co-author documents.
• You do need to bulk update metadata.
• There are few people updating documents
in ...
List and Content Type Tip!
Default Content Types and
Metadata Values
Navigating with Metadata Tip!
Navigating with Metadata, not Folders
Set up with Library Settings
Configure Setttings
Filters the list
Document Routing Tip!
Content Organizer and Routing
Configure the router
Configure settings
Create Rules
Create/Modify Rules
Use the Drop-off Library
Add a document
Enter Metadata
Detour: 2010 Metadata
Back to Drop-off library
Your document was moved
Rules don’t apply…
… it doesn’t get moved
Folder or Metadata?
OR
The #1 rule of SharePoint?
Never use
folders
Except when it makes
sense
ever
What’s wrong with folders?
• Deep structures hard to
navigate
• Finding stuff is hard
• Figuring out where to put
stuff is...
What’s the alternative?
What’s the alternative?
Metadata = No more folders
• Filtering
• Views
Really? No more folders? Ever?
• What situations would you use folders?
• Subdivide large libraries/lists
• Security/Permi...
Downsides of Metadata
• No free lunch (there is pain here)
• Awful architectural choices to make
– Multiple site collectio...
Folders for easy permissions
• Create folder
• Set permissions
• Create view
without folders
• Easy for users
(they only s...
Folders and Default Values
The Sales document library
Drill down into Military folder
Drill down into Air-to-Ground
Add a new document here
Note: Some metadata prefilled
How did we do that?
• Library tab
• Library settings
Column default value settings
Select a folder and set defaults
• Note folder inheritance
Set the default value
in SharePoint 2010
• Managed Metadata Service
• Share Metadata across site collections
• Multilingual Metadata (big gotcha...
Term Store Management
Adding Terms
Turn off “Available for Tagging”
• Add sub elements: Proposal, Quote, Invoice
• Leave “Available for Tagging checked”
Term Store Manager
• Painful & Slow
• Needs a better way
• I created a ‘toy’ to try out some ideas
• http://bit.ly/ruveng-...
CSV file for Import to Term Store
To Sum Up…
• SharePoint 2007
– Folders BAAAAD!
– Never use them
– Except when the situation warrants
• SharePoint 2010
– F...
Folder or Document Set?
OR
Folders vs. Document Sets
Document Sets vs Folders
Document Sets
Document Sets vs Folders
Folders and Default Values
Folders vs. Document Sets
Document Sets vs Folders
Folders vs. Document Sets
Document Sets vs Folders
Folders vs. Document Sets
Document Sets vs Folders
Folders vs. Document Sets
Document Sets vs Folders
Folders vs. Document Sets
Document Sets vs Folders
Folders vs. Document Sets
Document
Library
Document
Folder
Document
Document
Folder Folder Document
Document
Set
Document
...
Sites vs Pages?
• See this great whitepaper by Susan Hanley
and Scott Jamison
http://www.microsoft.com/download/en/det
ail...
The Outcome
You need to understand all of the
SharePoint objects, their limitations, and
their benefits to make effective
...
What to watch out for…
There is always a trade off and all
information architecture decisions
should be constantly re-eval...
Putting it all Together
(a case study approach)
Introducing multiMEGA Industries
The world’s leading supplier of Missiles, Produce and Soap
They Want A SharePoint Intranet!
Find and Involve Stakeholders
Educate Stakeholders
Context
UsersContent
Metadata
Item
Documents, Events, Pages, Custom Item, Image, etc.
Folders and Doc...
Define and Prioritize Objectives
Initial Discovery
Workshop
Map Solutions to Objectives
Centralize
Knowledge and
Resources
Enhance
Collaboration
Automate and
Improve Business
Process...
Roadmap
Navigation
Workshops
Document Inventory Workshops
Build Mind Map (based on inventory worksheet)
Common Intranet Processes
• Absence Reporting and Vacation Scheduling
• Expense Reimbursement
• Equipment and Room Reserva...
Business Process Workshops
Structured Approach for Navigation
Original Concept – 5 Steps to Structure SharePoint Sites
Wireframing Workshops
Common Intranet Components
Component Name Purpose
Message from the President/Owner/Founder Informative
News and Announceme...
Identify Key Pages
Mockup Key Pages
#SPSummit @RHarbridge @RuvenG
Improve Usability
The Outcome
A well planned information architecture
approach will lead to better results.
What to watch out for…
Iterative improvements are necessary
and should leverage a model like the
one we just walked throug...
Thank You
Organizers, Sponsors and You for Making this Possible.
Questions? Ideas? Feedback? Contact us:
 Twitter: @Ruven...
Information Architecture
Tips and Tricks
Make it easier to work with
Make it easier to work with
Powerful Columns You Probably Didn’t Know About
Make it easier to work with
Why Leveraging SharePoint Blog Features for News is a Great Idea
Choice vs Lookup Column
• Susan Hanley – At it again!
http://cloud.snappages.com/b8898dc2c08e13
7d03449de65b9e82e108c15658...
Time Challenges
in SharePoint Projects
Giving Estimates
Two Simple Tricks For Making Better Estimates
Never Give a Single Number
6 Hours!
At least 2 hours… 4
hou...
Always Give Ranged Estimates
Two Simple Tricks For Making Better Estimates
Ranged Estimates Help Communicate
Confidence an...
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
2-8
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
ORWithin Range
Actual Result
OVERCONFIDENT
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
ORWithin Range
Actual Result
LESS CONFIDENT
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
ORWithin Range
Actual Result
90% Confident
Give 90% Confident Ranged Estimates
Two Simple Tricks For Making Better Estimates
2-8 Hours!
Within Range
=
Visualizing Timelines
An easy way to create shared
understanding of the impact
estimates make on projects.
Visualizing Existing Timelines
A great way to take existing
project timelines and set
stakeholder expectations
or communic...
The Outcome
Using an Iterative Approach keep
learning impact in mind, use Visio
Timelines to foster shared
understanding a...
What to watch out for…
Expectation is the timeline killer. If
everyone has the same expectations
then the timeline is neve...
IBIS Dialog Mapping
Productivity Hub
IUseSharePoint
Download and install the ‘lunch’ and learn module - an interesting idea.
SharePoint Permissions
AD Groups or SharePoint Groups?
OR
Advantages Disadvantages
SharePoint
Group
• Not reliant on AD (if your AD is
a mess)
• Distributed ownership and
managemen...
Item Level
Permissions
“Item Level”
Permissions
Web Level
Permissions
Targeted
Code
New in SharePoint 2010
SPRoleAssignmentCollection.AddToCurrentScopeOnly
The Outcome
There are many ways that we can
improve usability of SharePoint and as a
result improve our Information
Archit...
What to watch out for…
Tips and Tricks are not enough to
ensure successful Information
Architecture.
Thank You
Organizers, Sponsors and You for Making this Possible.
Questions? Ideas? Feedback? Contact us:
 Twitter: @Ruven...
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques
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SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

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SharePoint Summit Toronto - Practical Information Architecture Tools and Techniques

  1. Practical Tools and Techniques for the SharePoint Information Architect #SPSummit @RHarbridge @RuvenG Facilitated By: Richard Harbridge and Ruven Gotz
  2. Who am I?
  3. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference
  4. Ruven Gotz Toronto @ruveng spinsiders.com/ruveng ruveng@navantis.com
  5. The Goal is Success
  6. SharePoint is huge
  7. With many Moving parts
  8. The people stuff is complex
  9. How do we build the best solution?
  10. How do we define the problem?
  11. We are here to share some ideas
  12. … and give you some tools
  13. Still not easy
  14. Proven success
  15. Take Away: Confidence
  16. 20 Take Away: Improved Communication
  17. 21 Take Away: Knowledge You Can Use
  18. Our Goal Today… From Here To Here
  19. What We Will Cover Today: 1. Why is SharePoint IA so difficult? 2. Visualizing and Communicating SharePoint Concepts 3. Making Information Architecture Decisions 4. Case Study Approach (Implementing SharePoint IA) 5. Information Architecture Tips and Tricks
  20. What We Won’t Cover (In Depth) Today: 1. Governance (not enough time today… ) 2. Records Management (and Information Policies) 3. Search Architecture and Considerations 4. Planning For Multiple Languages 5. Column Decisions (Choice Column vs Managed Metadata Column vs Lookup Column etc…) 6. Audience Targeting
  21. Why is SharePoint IA so difficult?
  22. It started out simple
  23. Then it grew
  24. Then it got TOTALLY out of control!!
  25. What is the best approach to use when working with SharePoint?
  26. ITERATIVE APPROACH
  27. 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.
  28. How people think it works… Image from Paul Culmsee
  29. How it really works… Image from Paul Culmsee
  30. #SPSMI @RHarbridge SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at NothingButSharePoint.com
  31.  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…
  32. Foundation Standard Enterprise SharePoint has Multiple Options 2007 2010 Online On Site
  33. It’s Big Ecosystem
  34. Why Prioritized Objectives Matter
  35. Prioritize and Plan
  36. Centralize Knowledge and Resources Enhance Collaboration Automate and Improve Business Processes Enhance Governance Model Reduce Redundancy and Improve Efficiency Centralize Knowledge and Resources Centralize - 2 Centralize – 1 Centralize – 2 Centralize – 0 Enhance Collaboration Improve BP - 2 Governance – 2 Redundancy – 2 Automate and Improve Business Processes Governance – 1 Redundancy – 1 Enhance Governance Model Redundancy – 1 Reduce Redundancy and Improve Efficiency Ensure Clear Priorities Objective Weight Importance Centralize 5 35.71% Collaboration 0 0% Improve BP 2 14.29% Governance 3 21.43% Redundancy 4 28.57%
  37. HR Onboarding Solutions • Onboarding Workflow • Onboarding Electronic Forms • Integration with HRIS • New Employee Site
  38. Map Solutions to Objectives HR Employee Files HR Onboarding Absence Management Centralize Knowledge and Resources HR Self Service Adjust Site Structure and Taxonomy     Onboarding Workflow   Onboarding Electronic Forms    Integration With HRIS      New Employee Site      Document Capture Automation     Direct Relationship Indirect Relationship * Objectives/solutions should be more specific – Example purposes only.
  39. SharePoint Solutions (Evolution) *Super Simplified Business Intelligence Driven Business Process Driven Collaboration Driven Information Driven Communication Collaboration Workflow/ Auditing Reporting Dashboards
  40. The Outcome Effective prioritized objectives are foundational for avoiding prioritization paralysis or understanding capacity.
  41. What to watch out for… Watch out for the ‘platitude’ trap and make certain you manage expectations accordingly.
  42. Requirements Definition and Mapping
  43. What makes something a requirement?
  44. We can do that for $10
  45. We can do that for $1 Million
  46. SharePoint chicken & egg problem
  47. DON’T demo SharePoint
  48. Initial discovery workshop
  49. SharePoint Workshop
  50. Agenda • About the Project , Our Team & Goals • SharePoint Overview • Department and Role • Document Collaboration • Document Storage and Search • Compliance, Records Management & Off-line • Questions
  51. About the Project, Our Team & Goals About this Project – Determine the requirements and scope for a SharePoint implementation at ABC Corp. Our Team – Alison Andrews – Project Manager – Bob Baker – Technical Architect – Carol Conrad – SharePoint Analyst – Don Drummond – Infrastructure Analyst Workshop Goals – Set expectations – Gather your input – Keep it to an hour (+ optional half-hour for further questions)
  52. SharePoint 2007 Overview Collaboration Portal Search Enterprise Content Management Business Process and Forms Business Intelligence Documents/tasks/calendars, blogs, wikis, e-mail integration, project management “lite,” Outlook integration, offline documents/lists Virtual Teams/Global Teams Enterprise Portal template, Site Directory, My Sites, social networking, privacy control Enterprise scalability, contextual relevance, rich search for people and business data Integrated document management, records management, and Web content management with policies and workflow OOB workflows, WF integration, rich and Web forms– based front-ends, LOB actions, pluggable SSO Server-based Microsoft Office Excel® spreadsheets and data visualization, Report Center, business intelligence Web Parts, KPIs/Dashboards Platform Services Workspaces, Mgmt, Security, Storage, Topology, Site Model
  53. SharePoint 2010 Overview Ribbon UI SharePoint Workspace SharePoint Mobile Office Client and Office Web App Integration Standards Support Intranet, Extranet, Team Collaboration Tagging, Tag Cloud, Ratings Social Bookmarking Blogs and Wikis My Sites Activity Feeds Profiles and Expertise Org Browser Enterprise Content Types Metadata and Navigation Document Sets Multi-stage Disposition Audio and Video Content Types Remote Blob Storage List Enhancements Organizing Information Social Relevance Phonetic Search Navigation FAST Integration Enhanced Pipeline Search PerformancePoint Services Excel Services Chart Web Part Visio Services Web Analytics SQL Server Integration PowerPivot Business Intelligence Business Connectivity Services InfoPath Form Services External Lists Workflow SharePoint Designer Visual Studio API Enhancements REST/ATOM/RSS Building complex solutions on top of SharePoint
  54. Department and Role Please introduce yourself: • Name • Department • What is your role within your department? • How do you interact with technology to do your job? • How does the current technology help you (or hinder you) from doing your job?
  55. Document Collaboration • Do you work on documents with others? – How do you collaborate (e-mail, shared drive) ? • What document types do you create? – Which programs do you use? • Do your documents require multiple reviews and edits? Is approval required? – How do you implement the required workflow? • How do you get the final information out to the audience that needs it? – Do you publish PDF’s? – How are they distributed/posted?
  56. Document Storage and Search • Can you find the documents that you need, when you need them? – Does your shared drive folder hierarchy work well? – How long does it take to find a document? At what point do you give up? • When you create a document, do you know where it should be saved? – Are documents saved in more than one location to ease retrieval? • Does search work well? – What features would you like to see in search that would make it better for you and your team.
  57. Compliance, Records Management & Off-line • Do you have any regulatory requirements that you need to meet? – ISO 9000 – Sarbanes-Oxley – Bill 198 • How are records management policies implemented? – Are there specific policies for document retention and destruction. • Do you have a need for off-line access? – Do you travel off-site for your work – Do you need to work when you are disconnected from the network.
  58. Questions
  59. OK to demo SharePoint
  60. How do you scale this? Send a questionnaire/survey before the meeting… 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.
  61. #SPSummit @RHarbridge @RuvenG Simple Scenarios Are Your Best Friend
  62. #SPSummit @RHarbridge @RuvenG
  63. 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. The Outcome Using workshops, facilitation and by engaging the business you will define, prioritize, and phase SharePoint requirements.
  65. What to watch out for… Without clear requirements, prioritization and the right expectations being set SharePoint projects won’t scale well.
  66. Visualizing and Communicating IA Concepts
  67. What is Metadata? The BIG Question
  68. Data about data
  69. What is Metadata? I think I get it Oh! Now I see (Mostly) What is Metadata? I think I get it The BIG Question
  70. What’s a
  71. Let’s use a
  72. What does a cow say?
  73. What does a chicken say?
  74. What does a duck say?
  75. The sounds these animals make are attributes that distinguish them
  76. Example from Yoav Lurie • Prince • Pop/Rock • 1984
  77. Adapted from the “pea soup” story by Serge Tremblay
  78. What is our Base Metaphor for files?
  79. What if we saw this?
  80. Better…
  81. Solve with folders
  82. Hire an intern
  83. What is metadata?
  84. This is metadata!
  85. Not this! or this… What is Taxonomy?
  86. #SPSummit @RHarbridge @RuvenG Carl Linnaeus (1751)
  87. #SPSummit @RHarbridge @RuvenG Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy
  88. #SPSummit @RHarbridge @RuvenG Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Superclass
  89. #SPSummit @RHarbridge @RuvenG Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Class
  90. #SPSummit @RHarbridge @RuvenG Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Order
  91. #SPSummit @RHarbridge @RuvenG Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Suborder
  92. #SPSummit @RHarbridge @RuvenG Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Family
  93. #SPSummit @RHarbridge @RuvenG Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Subfamily
  94. #SPSummit @RHarbridge @RuvenG Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Genus
  95. #SPSummit @RHarbridge @RuvenG Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Species
  96. #SPSummit @RHarbridge @RuvenG Shared Drive Zoo X: Production Sales & Marketing Marketing Commercial Industrial Government Healthcare Labs Hospitals Private Public Large Urban Not Associated University Rural Medium Small Clinics Mobile Sales Web Design Newsletter Social Taxonomy
  97. #SPSummit @RHarbridge @RuvenG Linnaeus vs Buffon Everything can be organized based on a standard! Nay! Each person can organize things based on their own context! Arrangement is key! Arrangement and categorization provides universal context! Context is key! Everything can be organized by multiple facets!
  98. #SPSummit @RHarbridge @RuvenG Arrangement and Context Wholesale Warehouse Department Store Taskonomy?
  99. #SPSummit @RHarbridge @RuvenG Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Fish Amphibians Reptiles Birds Class Supercla Order Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Fish Amphibians Reptiles Birds What if I want to find an animal by if it lives in water? Or by whether it flies? Perfect! Arrangement Challenges
  100. #SPSummit @RHarbridge @RuvenG As we’ve already seen: This always works out great This is a common result…
  101. #SPSummit @RHarbridge @RuvenG X Drive Challenges X: Production Sales & Marketing Marketing Commercial Industrial Government Healthcare Sales Web Design Newsletter Social Perfect! What if I want to find a marketing document by region and not industry? Could this be solved by using metadata so that the document could be found by both region and industry?
  102. #SPSummit @RHarbridge @RuvenG Shared Drive Zoo X: Production Sales & Marketing Marketing Major Hospitals Commercial Industrial Government Healthcare Labs Hospitals Private Public Large Urban Not Associated University Rural Medium Small Clinics Mobile Colleges Big Small Sales Web Design Newsletter Social
  103. #SPSummit @RHarbridge @RuvenG Moving this mess to SharePoint makes it worse
  104. #SPSummit @RHarbridge @RuvenG SharePoint Sux
  105. The #1 rule of SharePoint? Never use folders Except when it makes sense ever
  106. Folders for Security Permissions assigned per folder
  107. Folders in SP2010 – They’re back! • Combine metadata and folders • Best of both worlds
  108. A SharePoint Taxonomy If only there was a way content could be organized so content could be found/viewed in multiple ways… I like it!
  109. Customer Type • Lab • Hospital • Clinic • Mobile Sector • Private • Public Size • Large • Medium • Small Location • Urban • Rural University • Yes • No Metadata I like it!
  110. Adding Metadata (when uploading)
  111. A SharePoint Simulation
  112. #SPSummit @RHarbridge @RuvenG What is metadata?
  113. #SPSummit @RHarbridge @RuvenG What is Taxonomy?
  114. What are content types?
  115. 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
  116. Both Content Types in One Library
  117. Content Types for: Workflo w, Policy,Security
  118. The Outcome Shared Understanding of Metadata’s Importance and Usage to Improve ‘Findability’ and Information Utility.
  119. What to watch out for… People Must Understand The Value Of Metadata, Or They Will Reject The Idea.
  120. Tools For The Information Architect
  121. Same Page
  122. Abstract
  123. Concrete
  124. Mind Mapping Demonstration
  125. Navigation workshops
  126. Navigational Map
  127. Navigation Systems • Global navigation • Local navigation • Breadcrumbs/Up One Level Control • Contextual navigation • Supplemental navigation – Sitemap – A-Z Index – Guides
  128. What is Card Sorting?
  129. “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
  130. 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?
  131. 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.
  132. Open card sorting process Gerbil
  133. Results Gerbil
  134. But not always what you expect Ford Gerbil
  135. But not always what you expect Ford Gerbil
  136. Analysis http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_ spreadsheet_template
  137. Advantages of Card Sorting • Simple • Cheap • Quick to execute • Established • Involves users • Provides a good foundation
  138. Disadvantages of Sorting • Does not consider users’ tasks • Results may vary • Analysis can be time consuming • May capture “surface” characteristics only
  139. Document inventory workshops
  140. #SPSummit @RHarbridge @RuvenG 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?
  141. #SPSummit @RHarbridge @RuvenG 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.
  142. The Inventory Worksheet
  143. Build the Taxonomy
  144. Build Mind Map (based on inventory worksheet)
  145. The Outcome Using visual tools provides shared understanding, which is a crucial driver of shared commitment to a goal.
  146. What to watch out for… Workshops become much more interactive; more people are actively involved which leads to greater shared commitment and understanding.
  147. Wireframing, and Process Mapping
  148. Wireframing Workshops
  149. Balsamiq
  150. 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
  151. Balsamiq DEMO
  152. Business Process Workshops
  153. Visio 2010 Demo
  154. 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
  155. Roadmap
  156. Making Information Architecture Decisions
  157. The Importance of Making Good Information Architecture Decisions
  158. 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
  159. Recommended Approach
  160. #SPSummit @RHarbridge @RuvenG 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?
  161. 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.
  162. 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
  163. Site Collection or Site (Subsite)? OR
  164. Site Collection
  165. Site Collection
  166. When To Use A Site Collection
  167. When To Use A Site Collection
  168. When To Use A Site Collection
  169. When To Use A Site Collection
  170. When To Use A Site Collection
  171. When To Use A Site Collection
  172. 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
  173. 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
  174. 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
  175. One List or Multiple Lists? OR
  176. 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).
  177. 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).
  178. Advanced Uses Of Lists
  179. 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
  180. One Library or Multiple Libraries? OR
  181. 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).
  182. 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).
  183. Require Check Out or Don’t? OR
  184. How do we do it? • Library tab • Library settings
  185. Require Check Out?
  186. Require Check Out?
  187. Require Check Out? Not Enabled By Default
  188. Require Check Out? When enabled bulk uploading or explorer view additions are checked out by default. Pro?
  189. 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.
  190. Require Check Out? You cannot edit multiple documents in datasheet view.
  191. 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.
  192. Require Check Out? Workflows and code must check the file out before being able to update it/it’s metadata.
  193. Require Check Out? When required check out is enabled ‘storing files to local drafts’ is an enabled option.
  194. Require Check Out? Co-Authoring is disabled on libraries where check out is required.
  195. • 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?
  196. 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.
  197. • 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?
  198. List and Content Type Tip!
  199. Default Content Types and Metadata Values
  200. Navigating with Metadata Tip!
  201. Navigating with Metadata, not Folders
  202. Set up with Library Settings
  203. Configure Setttings
  204. Filters the list
  205. Document Routing Tip!
  206. Content Organizer and Routing
  207. Configure the router
  208. Configure settings
  209. Create Rules
  210. Create/Modify Rules
  211. Use the Drop-off Library
  212. Add a document
  213. Enter Metadata
  214. Detour: 2010 Metadata
  215. Back to Drop-off library
  216. Your document was moved
  217. Rules don’t apply…
  218. … it doesn’t get moved
  219. Folder or Metadata? OR
  220. The #1 rule of SharePoint? Never use folders Except when it makes sense ever
  221. 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
  222. What’s the alternative?
  223. What’s the alternative?
  224. Metadata = No more folders • Filtering • Views
  225. 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?
  226. 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
  227. Folders for easy permissions • Create folder • Set permissions • Create view without folders • Easy for users (they only see what they are supposed to)
  228. Folders and Default Values
  229. The Sales document library
  230. Drill down into Military folder
  231. Drill down into Air-to-Ground
  232. Add a new document here
  233. Note: Some metadata prefilled
  234. How did we do that? • Library tab • Library settings
  235. Column default value settings
  236. Select a folder and set defaults • Note folder inheritance
  237. Set the default value
  238. 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)
  239. Term Store Management
  240. Adding Terms
  241. Turn off “Available for Tagging” • Add sub elements: Proposal, Quote, Invoice • Leave “Available for Tagging checked”
  242. 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)
  243. CSV file for Import to Term Store
  244. 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
  245. Folder or Document Set? OR
  246. Folders vs. Document Sets Document Sets vs Folders
  247. Document Sets Document Sets vs Folders
  248. Folders and Default Values
  249. Folders vs. Document Sets Document Sets vs Folders
  250. Folders vs. Document Sets Document Sets vs Folders
  251. Folders vs. Document Sets Document Sets vs Folders
  252. Folders vs. Document Sets Document Sets vs Folders
  253. Folders vs. Document Sets Document Sets vs Folders
  254. Folders vs. Document Sets Document Library Document Folder Document Document Folder Folder Document Document Set Document Folder Folder Document Set Document Document
  255. Sites vs Pages? • See this great whitepaper by Susan Hanley and Scott Jamison http://www.microsoft.com/download/en/det ails.aspx?id=12500
  256. The Outcome You need to understand all of the SharePoint objects, their limitations, and their benefits to make effective decisions.
  257. What to watch out for… There is always a trade off and all information architecture decisions should be constantly re-evaluated.
  258. Putting it all Together (a case study approach)
  259. Introducing multiMEGA Industries The world’s leading supplier of Missiles, Produce and Soap
  260. They Want A SharePoint Intranet!
  261. Find and Involve Stakeholders
  262. Educate Stakeholders Context UsersContent 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
  263. Define and Prioritize Objectives
  264. Initial Discovery Workshop
  265. Map Solutions to Objectives Centralize Knowledge and Resources Enhance Collaboration Automate and Improve Business Processes Enhance Governance Model Reduce Redundancy and Improve Efficiency Adjust Site Structure and Taxonomy      Migrate File Shares     Create Dashboards      Implement Workflow Solutions     Configure Search Services      Branding      Direct Relationship  Indirect Relationship * Objectives/solutions should be more specific – Example purposes only.
  266. Roadmap
  267. Navigation Workshops
  268. Document Inventory Workshops
  269. Build Mind Map (based on inventory worksheet)
  270. 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
  271. Business Process Workshops
  272. Structured Approach for Navigation Original Concept – 5 Steps to Structure SharePoint Sites
  273. Wireframing Workshops
  274. 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
  275. Identify Key Pages
  276. Mockup Key Pages
  277. #SPSummit @RHarbridge @RuvenG Improve Usability
  278. The Outcome A well planned information architecture approach will lead to better results.
  279. What to watch out for… Iterative improvements are necessary and should leverage a model like the one we just walked through.
  280. Thank You Organizers, Sponsors and You for Making this Possible. Questions? Ideas? Feedback? Contact us:  Twitter: @RuvenG & @RHarbridge  Blogs: spinsiders.com/RuvenG & RHarbridge.com  Email us: RuvenG@Navantis.com & Richard@RHarbridge.com  Resources: http://www.PracticalIntranet.com
  281. Information Architecture Tips and Tricks
  282. Make it easier to work with
  283. Make it easier to work with Powerful Columns You Probably Didn’t Know About
  284. Make it easier to work with Why Leveraging SharePoint Blog Features for News is a Great Idea
  285. Choice vs Lookup Column • Susan Hanley – At it again! http://cloud.snappages.com/b8898dc2c08e13 7d03449de65b9e82e108c15658/Choice_v_Lo okup_Column_Tradeoffs.pdf
  286. Time Challenges in SharePoint Projects
  287. 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
  288. Always Give Ranged Estimates Two Simple Tricks For Making Better Estimates Ranged Estimates Help Communicate Confidence and Set Expectations 2-8 Hours!
  289. Are You Confident In That Range? Two Simple Tricks For Making Better Estimates 2-8
  290. Are You Confident In That Range? Two Simple Tricks For Making Better Estimates ORWithin Range Actual Result OVERCONFIDENT
  291. Are You Confident In That Range? Two Simple Tricks For Making Better Estimates ORWithin Range Actual Result LESS CONFIDENT
  292. Are You Confident In That Range? Two Simple Tricks For Making Better Estimates ORWithin Range Actual Result 90% Confident
  293. Give 90% Confident Ranged Estimates Two Simple Tricks For Making Better Estimates 2-8 Hours! Within Range =
  294. Visualizing Timelines An easy way to create shared understanding of the impact estimates make on projects.
  295. Visualizing Existing Timelines A great way to take existing project timelines and set stakeholder expectations or communicate impact of changes.
  296. The Outcome Using an Iterative Approach keep learning impact in mind, use Visio Timelines to foster shared understanding and commitment.
  297. What to watch out for… Expectation is the timeline killer. If everyone has the same expectations then the timeline is never ‘off’.
  298. IBIS Dialog Mapping
  299. Productivity Hub
  300. IUseSharePoint Download and install the ‘lunch’ and learn module - an interesting idea.
  301. SharePoint Permissions
  302. AD Groups or SharePoint Groups? OR
  303. 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
  304. Item Level Permissions
  305. “Item Level” Permissions
  306. Web Level Permissions
  307. Targeted Code New in SharePoint 2010 SPRoleAssignmentCollection.AddToCurrentScopeOnly
  308. The Outcome There are many ways that we can improve usability of SharePoint and as a result improve our Information Architecture.
  309. What to watch out for… Tips and Tricks are not enough to ensure successful Information Architecture.
  310. Thank You Organizers, Sponsors and You for Making this Possible. Questions? Ideas? Feedback? Contact us:  Twitter: @RuvenG & @RHarbridge  Blogs: spinsiders.com/RuvenG & RHarbridge.com  Email us: RuvenG@Navantis.com & Richard@RHarbridge.com  Resources: http://www.PracticalIntranet.com

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