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Share point saturday edmonton 2016 designing team sites
- 1. A Step by Step Guide
- 2. 2 | SharePoint Saturday Edmonton – 22 OCT 2016 Agenda Image Source: https://pixabay.com/p-311168/?no_redirect
- 3. 3 | SharePoint Saturday Edmonton – 22 OCT 2016 Who is in the room? Image Source: https://upload.wikimedia.org/wikipedia/commons/f/f3/Uncle_Sam_(pointing_finger).jpg
- 4. 4 | SharePoint Saturday Edmonton – 22 OCT 2016 What is a team? http://www.businessdictionary.com/definition/team.html
- 5. 5 | SharePoint Saturday Edmonton – 22 OCT 2016 What is a team site?
- 6. 6 | SharePoint Saturday Edmonton – 22 OCT 2016 What is a team site, technically?
- 8. 8 | SharePoint Saturday Edmonton – 22 OCT 2016 Step 1: Identify Users and User Stories Use Case User Area I want to share a book with a coworker Team Member Collaboration I want to review a book before it is published Team Manager Process I want to look at available books External Member Services 1 2 3 4 5 6 7 8 9 10 11 12
- 9. 9 | SharePoint Saturday Edmonton – 22 OCT 2016 Step 2: Map out use cases 1 2 3 4 5 6 7 8 9 10 11 12
- 10. 10 | SharePoint Saturday Edmonton – 22 OCT 2016 Use Case Example VacationRequest EmployeeManagerSystem Submit a Vacation Request Notify Manager of Submission Vacation Request Status: Submitted Review Submission Approved? Notify Employee of Rejection Notfify Employee of Approval Vacation Request Status: Approved Vacation Request Status: Rejected End Start Reject Approve Cancel Vacation Plans Book Vacation 1 2 3 4 5 6 7 8 9 10 11 12
- 11. 11 | SharePoint Saturday Edmonton – 22 OCT 2016 Step 3: Identify the Things (Information Architecture) 1 2 3 4 5 6 7 8 9 10 11 12
- 12. 12 | SharePoint Saturday Edmonton – 22 OCT 2016 Step 4: Map out associations (Information Architecture) 1 2 3 4 5 6 7 8 9 10 11 12
- 13. 13 | SharePoint Saturday Edmonton – 22 OCT 2016 Step 5: Define the Content Strategy Image Source: http://www.uxbooth.com/articles/complete-beginners-guide-to-content-strategy/ 1 2 3 4 5 6 7 8 9 10 11 12
- 14. 14 | SharePoint Saturday Edmonton – 22 OCT 2016 Step 6: Outline Records Management Rules Image Source: https://upload.wikimedia.org/wikipedia/commons/9/93/Fondos_archivo.jpg 1 2 3 4 5 6 7 8 9 10 11 12
- 15. 15 | SharePoint Saturday Edmonton – 22 OCT 2016 Step 7: Design Security Container User Access level Publications Jane Smith Read Publications Rolando Chavez Write Publications Adam Stevenson Approve Container Group Access level Publications Readers Read Publications Authors Write Publications Managers Approve 1 2 3 4 5 6 7 8 9 10 11 12
- 16. 16 | SharePoint Saturday Edmonton – 22 OCT 2016 Step 8: Consider common elements 1 2 3 4 5 6 7 8 9 10 11 12
- 17. 17 | SharePoint Saturday Edmonton – 22 OCT 2016 Additional points of consideration 1 2 3 4 5 6 7 8 9 10 11 12
- 18. 18 | SharePoint Saturday Edmonton – 22 OCT 2016 Step 9: Put it all together 1 2 3 4 5 6 7 8 9 10 11 12
- 19. 19 | SharePoint Saturday Edmonton – 22 OCT 2016 Step 10: Design Navigation 1 2 3 4 5 6 7 8 9 10 11 12
- 20. 20 | SharePoint Saturday Edmonton – 22 OCT 2016 Step 11: Design the Interface Organize the layout of the relevant pages/sites/libraries Users typically start in the top left (Most Important) and end in the bottom right (Least Important) Include a call to action 1 2 3 4 5 6 7 8 9 10 11 12
- 21. Layout Examples 1 2 3 4 5 6 7 8 9 10 11 12
- 22. 22 | SharePoint Saturday Edmonton – 22 OCT 2016 Default SharePoint 2013 Team Site Call to Action Announcement s/ Message Board Document Library Image Source: http://cdn.boostsolutions.com/blog/wp-content/uploads/2014/06/team-site2.png 1 2 3 4 5 6 7 8 9 10 11 12
- 23. 23 | SharePoint Saturday Edmonton – 22 OCT 2016 PWC – User Experience Team Announcement s Useful Links Project Tracking Document Library Call to action Image Source: Five Purposes of Modern Intranets - Step Two Design 1 2 3 4 5 6 7 8 9 10 11 12
- 24. 24 | SharePoint Saturday Edmonton – 22 OCT 2016 SharePoint Community Site Announcement s Message Board Calendar Call to action Image Source: http://nbsp.blob.core.windows.net/uploads/Images/eusp/2013-07-29-SharePointCommunitySite-10.png 1 2 3 4 5 6 7 8 9 10 11 12
- 25. 25 | SharePoint Saturday Edmonton – 22 OCT 2016 NAV Canada – Department Page Local Navigation Call to Action Announcement s / Promoted Links (Carousel) Document Libraries Team Name Team Details Team Member Profile Image Source: Intranet_ Design_Annual_2016.pdf- Step Two Design 1 2 3 4 5 6 7 8 9 10 11 12
- 26. 26 | SharePoint Saturday Edmonton – 22 OCT 2016 Step 12: Build and Enjoy Image Source: https://upload.wikimedia.org/wikipedia/en/c/c5/Bob_the_builder.jpg 1 2 3 4 5 6 7 8 9 10 11 12
- 27. 27 | SharePoint Saturday Edmonton – 22 OCT 2016 In Summary
- 28. Take Aways
- 29. 29 | SharePoint Saturday Edmonton – 22 OCT 2016 Steps to designing a SharePoint team site 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12.
- 30. 30 | SharePoint Saturday Edmonton – 22 OCT 2016 Questionnaire
- 31. 31 | SharePoint Saturday Edmonton – 22 OCT 2016 Let’s continue the conversation! mark.morris@devfacto.com
- 34. 34 | SharePoint Saturday Edmonton – 22 OCT 2016 Sponsors EDSPUG
Editor's Notes
- Just a show of hands. How many of you have used SharePoint before? How many of you use SharePoint everyday? How many of you use SharePoint 2010….2013….2016 or o365 How many of you identify as a developer? … a Designer?.... a manager? … Content Manager?
- Teams do not always
- A team site is a central location for a group of colleagues to work together. They are used for enhancing culture, collaboration and communication. They are the home for content and afford technological enrichment for activities and workflows.
- Groups in o365 are used in a similar manner but lack in some key areas of functionality No Retention policy – keep good records of the groups you have created and those that need to be deleted. Can’t rename a folder No Compliance features. – Files are stored in a hidden site collection that even farm admins will have a hard time tracking down. All groups are public – make SFW names. You cannot recover deleted groups
- Before you can begin to create a team site, you will need to think about who is on that team and what is their purpose for needing a team site. Typical areas to focus on are Users within the team and users external to the team. Additionally, you may want to identify supervisors and managers to the team.
- It is important to create the visualizations/ diagrams for the use cases identified. The visualization helps to ensure that all participants are identified (via swim lanes) and that there is a clear start and end to the workflow. Visualizations can also help to unify vision and expectation from all parties involved. They help to see at a glance the complexity and any holes/gaps in a process I also find it very useful to include the ‘system’ swim lane
- We are designing a system, it is important to know what the system does in a process
- One of the primary uses of a SharePoint team site is as a content management system. In order to leverage search and many other features of SharePoint, we recommend that teams work together to identify all the ‘things’ they are going to put on their team site. Once you have identified the things, you can identify the characteristics of the things. These characteristics will translate into meta data that can be leveraged once your site is up and running.
- Now that you have identified the things, and the characteristics of the things, it’s time to create the associations between those things. This will help to guide the design of your SharePoint site. For example if you find that your team uses Books, Magazines and Newsletters, you can create a grouping called “Publications”. This is how we will determine what content can be grouped together in a new library and what characteristics can be created as a list to use in association with lookup columns.
- Ensure that your team has at least considered their content strategy. What is the structure of the content? (think back to the things and their relationships in Steps 3 and 4) What are the workflows associated with the content? (think back to the use cases from Step 2) What is the substance of the content? (what is the message we are trying to send to someone) What are the rules around governance of the content? (Who are the approvers? Who are authorized authors of content)
- RACI = Responsible, Accountable, Consulted, Informed From Wikipedia Responsible (also Recommender)Those who do the work to achieve the task.[7] There is at least one role with a participation type of responsible, although others can be delegated to assist in the work required (see also RASCI below for separately identifying those who participate in a supporting role). Accountable (also Approver or final approving authority)The one ultimately answerable for the correct and thorough completion of the deliverable or task, and the one who delegates the work to those responsible.[7] In other words, an accountable must sign off (approve) work that responsible provides. There must be only one accountable specified for each task or deliverable.[4] Consulted (sometimes Consultant or counsel)Those whose opinions are sought, typically subject matter experts; and with whom there is two-way communication.[7] Informed (also Informee)Those who are kept up-to-date on progress, often only on completion of the task or deliverable; and with whom there is just one-way communication.[7]
- A very important step of the team site design is the security model. The team will need to work together to determine the groupings and security settings for the things and content that they want to have on their site. Remember that in SharePoint security can be set at many levels : Site Collection, Site or subsite, Library, Folder, Item. As a general rule, we try to avoid item level security as it becomes a maintenance nightmare when employees change roles or jobs.
- If your team is going to be sharing information with other groups or even external users, you may want to consider using publishing sites and pages that will require approval before they can be viewed by outside users. Consider any content roll ups that may be required for information from many sub sites or other site collections. If you are using a ‘Thing’ that others in your organization are using, consider using the Content Type Hub. Creating pages with many web parts can really reduce the amount of ‘travel’ a user needs to do to get the content they are looking for. Remember, views can be leveraged to show different meta data on difference web parts.
- Global navigation is typically set in stone by your organization by the time you are designing your team site. What is important is that your team site is discoverable from within the existing intranet. The local navigation, however is completely in your hands. What links do you want to show? Audience targeting can be applied where needed. Headings can be created for collapsible groupings. External links should open in a new tab – Target=“_” I like to create a promoted links list on the landing page of any team site to give the users their call to action.
- Wireframes really help to get the message across to the site collection admin to the layout and overall look and feel for the sites and pages. Remember that colors can be distracting when discussing what elements to put on a page. Keep the discussions around the functions you want on the page. Ideally you could outline what columns should be shown on an embedded web part (Views). Ensure you have captured what happens next. The call to action should be present on every page so the user knows where to go next.
- A BA shouldn’t really just bring a script into a discovery meeting, but I have found getting the answers to these questions can really help drive the rest of the design phase.
- I am a business analyst and information architect at DevFacto Technologies. I am a member of the international institute of business analysis (IIBA) and the information architecture institute (IAI). I am also a Neilson Norman group UX certified professional. That means that I like to know what the process is and obsess over the terms and descriptions associated with it. It also means I have some very good insight into designing a solution in a way the end users can understand it. I am a father to 3 wonderful young boys all aged 6 and under. I have been married to the love of my life for just over 8 years now and don’t see any end in sight I am an avid gamer and super amateur board game designer.