SPSMontreal - Practical SharePoint IA + Bonus: Social in the Enterprise


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At SharePoint Saturday Montreal (Feb 2014), I presented about the use of visual tools for Information Architecture (IA). Then, in the last 20 minutes, I did a 'bonus talk' about the value of social in the enterprise.

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  • …and you’ll have to fight hard for the win
  • Afixie riding hipster who does user interface design (UX?)Information Architecture Institute (iainstitute.org), who defines information architecture as:1. The structural design of shared information environments.2. The art and science of organizing and labeling web sites, intranets, onlinecommunities, and software to support usability and findability.3. An emerging community of practice focused on bringing principles of designand architecture to the digital landscape.
  • Or, more of a business analyst, working with stakeholders to establish requirements?International Institute of Business Analysis (www.iiba.org) :A business analyst works as a liaison among stakeholders to elicit, analyze, communicate and validate requirements for changes to business processes, policies and information systems. The business analyst understands business problems and opportunities in the context of the requirements, and recommends solutions that enable the organization to achieve its goals.
  • I feel like I have to cover both of those as a consultant who works to understand the goals of my stakeholders, and then architect the solution
  • A lot of doing this job well comes down to soft skills: - Listening - Honesty - Humour
  • If you have three main stakeholders, and they have different mental models for what success looks like, then you have zero chance of real success. Only when you have shared commitment to the same goal, do you have any chance at success.
  • This is the most important message of this talk: You MUST achieve a shared understanding to have a chance at success.
  • Mind mapping – wireframing – process flow diagramming
  • There are two types of problems: Tame & Wicked.Landing a person on the moon is Tame (but really, really complex)Solving poverty is wickedYou don’t understand the problem until you’ve developed the solutionYou don’t really know when you’ve accomplished the goalSolutions are not right or wrong, they are just better or worseEvery wicked problem is uniqueEvery solution is a one-shot operationYou are dealing with social complexity
  • A moon-shot is a hard problem, but it can be stated clearly and simply: Take a man to the moon, bring him back aliveCure poverty: That’s a wicked problem. We can’t even agree on who’s poor, what poverty means, and how to know if we’ve been successful.And, when we’re working on TRYING to solve this, solutions are not right or wrong, they are just better or worse.
  • All the mapping that I’ve shown so far, uses facilitation and a shared display.The new thing is IBIS: Issue Based Information System
  • IBIS grammar has only four elements: Question, Idea, Pro, and ConIdeas respond to questions (and ONLY questions)Pro’s support ideas (and ONLY ideas)Con’s challenge ideas (and ONLY ideas)Questions can respond to anything
  • Is social just a big party?
  • Is this what we’re talking about for enterprise social?NO: This is personal social, and as far as companies are involved it falls under part of digital marketingThe part in common is that we are using virtual networks of people to share informationHow do ENTERPRISES use these social tools?
  • A brand, an organization is engaging with their customers on social media
  • Sell you something directly
  • Engage more fully with their product
  • But… engagement is really a synonym for “getting you to buy more, at some point”
  • Finding potential candidates to hire…
  • It’s been six months since these two friends met up… How’s the conversation go?Hey man, how are you?Good, good! You?Oh yeah, good – Busy!Yeah, me too – really busy!So, what’s new?Awe, not much, how about you?You know, same old same-old…
  • I’ve learned an interesting lesson from being part of the SharePoint community and being on Facebook.Many of us are on FB, but I think this experience is a bit different from most people…I have a fairly large community of people who I consider to be friends, but whom I only see occasionally. Some I see 5, 6 times a year, others only once or twice, and some even less often.
  • That I was working on a project in VancouverWho I spent time with at SharePoint Saturday New YorkThat my daughter graduated from UniversityThat I had a brief health issue
  • Seb, you’re looking good!You were out for a good 10 days there with that cold…Yeah, feeling ton’s better.Hey, I see you’ve been travelling to Vancouver a whole lot. Do you like it? I was thinking of heading out there on a vacation with the family… Congrats on your daughter’s grad – you must be proud… and hey, your eye looks great, can’t tell you had that problemWe have a foundation for conversation that picks up from FB as if it never left off…
  • Why does facebook add so much value to these situations?AND: How does this apply to the enterprise?
  • We are not physically close to each other
  • Even if we’re not a continent apart, we are not necessarily close enough to see each other every day, or even every week
  • We have something in-common that brings us together…It can be family, it can be military unit, it can be sports club… but we have something.For me, it’s the SharePoint community
  • We care about each other and about what’s happening in the lives of others.
  • So, that’s Facebook… the question is how do similar tools translate to the enterprise?
  • I work on a team where people are located across the country from each other, or are on-site at clientsIn your org it can be different reasons: different branches. Departments in other provinces or countriesOr even just a large building where you don’t actually interact face-to-face that much
  • Solving problems for customers (or balancing the books, or making sales, or whatever your cause may be)
  • We work together – we want to succeed and we are engaged with each other (or, at least, we want to be)
  • Being dispersed, yet needing to work together in some ways presents a problem… a problem that’s’ not addressed by email and instant messageLet’s look at how w
  • Email – Narrow: Discussions are lost, no one else has visibilityLync – Narrow: same as email (but immediate and synchronousWebinar/Conf call: Broad reach, but usually mostly one-waySocial – Tools like yammer allow for asynchronous, broad communicationThe thing that’s new that social tools bring is to broaden communication.The stuff you post is highly visible, searchable, and available to be interacted with…But the tools to enable this are just TECHNOLOGYIt leads to a new way of working.
  • Implementing a new technology will not, alone, provide value.There needs to be a cultural shift in the way people work together.
  • It’s called “Working out Loud”
  • Definition of WOL is that your work is visible to others – they can see what you’ve done and how you’ve done it.In many ways, SharePoint enables this side of thingsThe bigger, trickier, culture changing component is narrating your work.The essential ingredient is “In order to help others”. It’s not about your lunch, or what you think of your boss.It’s info that can potentially help another person
  • Making your work visible - FundamentalMaking your work better – others see it and provide feedbackLeading with generosity – Contribute, it’s not about self promotionBuilding a social network – Expand your interactions beyond peers and immediate reports/supervisorsMaking it all purposeful – Having a goal in mind helps prevent this from becoming a time-suck
  • Bring the team together virtually…We know what we’re all working on.We can offer help when neededWe feel comfortable asking for helpThe boss is aware of her team, and doesn’t require as much status update work
  • You have a difficult problem to solve
  • With your team, and individually, you come up with some really great ideas…
  • Compile and deliver an awesome result
  • And, it gets files for future reference and re-use
  • I mean… it goes into a KM system of some type
  • Based on NewsGator (we’re migrating to Yammer very shortly)
  • Social tools allow for this free-flow of ideas and interaction that enables the finding of expertise and knowledge.How many times have we seen SharePoint sold for this purpose. But in many organizations, people are slow and reluctant to fill-out their profiles. Yammer has profiles too, but people can be just as bad there.The nice thing is that with search and hash-tags, you can find experts, even if they haven’t done a good profile.
  • In this case, I’ll click on the hashtag, and get all conversations that have been tagged with #taxonomy
  • Scroll down the list, find someone I want to potentially contactMouse over his name
  • SPSMontreal - Practical SharePoint IA + Bonus: Social in the Enterprise

    1. 1. Practical SharePoint Information Architecture (with super extra-bonus social session) SharePoint Saturday – MONTRÉAL 8 février 2014 – February 8th 2014
    2. 2. Merci à nos commanditaires! Thanks to our sponsors!
    3. 3. Ruven Gotz DIRECTOR & REGIONAL LEAD ruven.gotz@avanade.com @ruveng spinsiders.com/ruveng
    4. 4. SharePoint can be dangerous to your career! © 2012 Ruven Gotz
    5. 5. Expectations are set very high © 2012 Ruven Gotz
    6. 6. Reality: The waters can be rougher than expected…
    7. 7. …but the results can make it worthwhile
    8. 8. What is an Information Architect? http://www.flickr.com/photos/racingmix/274777460/ © 2012 Ruven Gotz
    9. 9. What is a Business Analyst? © 2012 Ruven Gotz
    10. 10. In the SharePoint world, it’s a bit of a hybrid © 2012 Ruven Gotz
    11. 11. Dealing with humans in tough circumstances © 2012 Ruven Gotz
    12. 12. Soft skills matter © 2012 Ruven Gotz
    13. 13. You have got to get everyone onto the same page
    14. 14. The key to shared commitment is Shared Understanding © 2012 Ruven Gotz
    15. 15. Visual tools are a great way to get to shared understanding © 2012 Ruven Gotz
    16. 16. We will cover visual tools that assist with SharePoint © 2012 Ruven Gotz
    17. 17. Let’s start with Mind Mapping © 2012 Ruven Gotz
    18. 18. Building a simple mind map © 2012 Ruven Gotz
    19. 19. Using a mind map for navigation © 2012 Ruven Gotz
    20. 20. Using a mind map for prioritization © 2012 Ruven Gotz
    21. 21. Discovery workshops © 2012 Ruven Gotz
    22. 22. Using a mind map for taxonomy © 2012 Ruven Gotz
    23. 23. Dealing with Wicked Problems
    24. 24. Hard (but tame) Wicked
    25. 25. Dialogue Mapping Facilitation & Mapping Notation (IBIS) Dialogue Mapping Shared Display http://cognexus.org/ © 2012 Ruven Gotz
    26. 26. A very simple example IBIS map © 2012 Ruven Gotz
    27. 27. Real example © 2012 Ruven Gotz
    28. 28. Wireframing with Balsamiq © 2012 Ruven Gotz
    29. 29. Process mapping © 2012 Ruven Gotz
    30. 30. This stuff is hard © 2012 Ruven Gotz
    31. 31. Social complexity makes every problem ‘wicked’ © 2012 Ruven Gotz
    32. 32. Getting to shared understanding is crucial © 2012 Ruven Gotz
    33. 33. Visual tools with shared displays can help
    34. 34. Tools Mentioned: - Mindjet MindManager Balsamiq Mockups BizAgi Entry Level Microsoft Visio Ruven Gotz @ruveng spinsiders.com/ruveng ruven.gotz@avanade.com
    35. 35. WOW! SUPER-EXTRA-BONUS SESSION!!! FANTSTIC! Ok with you?
    36. 36. Understanding Enterprise Social Ruven Gotz Avanade
    37. 37. Goals for this talk Understand what we mean by “Enterprise Social” • Differentiating it from social/digital marketing • What we can learn from facebook • Two key examples of how social can drive value
    38. 38. Social is the big noise these days
    39. 39. It’s not just a big party!
    40. 40. Twitfacelink?
    41. 41. Enterprise Social? No! This is digital marketing using social tools
    42. 42. Sell Image credit
    43. 43. Engage
    44. 44. Get you to buy more…
    45. 45. Recruiting
    46. 46. So, what then is Enterprise Social? Let me start with a story
    47. 47. Two friends meet again after six months apart
    48. 48. How has this changed with the advent of social networks?
    49. 49. SharePoint: Community is everything
    50. 50. Facebook supports the relationship
    51. 51. Two friends meet again after six months
    52. 52. What are the unique characteristics of this situation?
    53. 53. Geographic Separation
    54. 54. Maybe not that far apart?
    55. 55. Common Cause
    56. 56. Interested in each other & what’s happening
    57. 57. How do these characteristics translate to the enterprise?
    58. 58. Dispersed Team
    59. 59. Common Cause
    60. 60. Care about our team
    61. 61. Give people a way to stay in the loop How do we allow people who are not co-located the ability to remain connected? Hint: It’s not just about technology
    62. 62. Asynchronous Synchronous Narrow E-mail Lync/IM Broad Modes of communication Social Webinar /ConfCall
    63. 63. What is the supporting cultural shift that’s required?
    64. 64. Working “out loud”
    65. 65. Working Out Loud = Observable Work + Narrating Your Work Essential ingredient: in order to help others
    66. 66. Result: Shrink the separation
    67. 67. Summary of Story 1 • Bring dispersed workers together virtually • Build the foundation for “continuing conversations” • Remain engaged with your immediate and wider team • How: • Asynchronous, broadcast tools • By Working Out Loud
    68. 68. Story 2: Accessing Knowledge
    69. 69. You’ve got a problem…
    70. 70. Collaborate with peers
    71. 71. Come up with some great ideas…
    72. 72. Deliver an awesome report
    73. 73. It gets filed
    74. 74. In a knowledge base
    75. 75. So that it’s easily searchable
    76. 76. Problem! This is hard work, and it’s hard to get people to do this SLOW Collaborate or Work Alone KM System SLOW People aren’t good at searching and they don’t trust the search engines
    77. 77. Here’s where social can help Social Collab KM
    78. 78. Access peoples’ heads KM System Here’s a link to the spec, call me if you have questions Just what I need to solve this @Bill was the tech lead on that @Sue did last year Collaborate or Work Alone Has anyone ever worked with Product X in situation Y?
    79. 79. My current social network
    80. 80. Yammer
    81. 81. Search for people, groups and conversations
    82. 82. Ask him my Q
    83. 83. Summary of Story 2 • What’s in the KM system is not always easy to find • Not all the good stuff gets into the KM system • Rapidly accessing people’s knowledge is a HUGE win • Social tools make this fast and easy to do
    84. 84. Goals for this talk Understand what we mean by “Enterprise Social” • Differentiating it from social/digital marketing • What we can learn from facebook • Two key examples of how social can drive value
    85. 85. I hope I’ve met those goals for you today Thank You!
    86. 86. Merci à nos commanditaires ! Thanks to our sponsors!
    87. 87.  Visitez-nous! – Visit Us!      Site principal / Main site – www.sharepointquebec.org Twitter - @guspquebec Facebook - http://www.facebook.com/groups/206445679432304/ Meetup- http://www.meetup.com/guspquebec/ LinkedIn - http://www.linkedin.com/groups?gid=149597
    88. 88. Ruven Gotz ruven.gotz@avanade.com @ruveng spinsiders.com/ruveng