Information Architecture Guidelines (SharePoint) - Innovate Vancouver.pdfInnovate Vancouver
Draft
Knowledge Management in Sharepoint - Article:
https://innovatevancouver.org/2022/10/10/knowledge-management-in-sharepoint/
Contact Innovate Vancouver to help on your next project!
Travis Barker, MPA GCPM
Consulting@innovatevancouver.org
http://innovatevancouver.org
This session will discuss building an effective search and information architecture strategy for SharePoint.
One of the reasons many SharePoint implementations fail to meet user expectations is the lack of investment in its underlying information architecture. Some organizations see SharePoint as an out-of-the-box solution that they can simply plug in and throw content into, but it requires as much thought and effort around data structure, organizational principles, and search configuration as any portal or intranet.
This call will discuss building an effective search and information architecture strategy for SharePoint, including such topics as:
• Building a search & IA vision
• Requirements gathering & use cases
• Implementation strategy & approaches
• The future of SharePoint search
SharePoint Site IA Architecture Design Considerations - Innovate Vancouver.pdfInnovate Vancouver
Contact Innovate Vancouver to help on your next project!
Knowledge Management in Sharepoint - Article:
https://innovatevancouver.org/2022/10/10/knowledge-management-in-sharepoint/
Travis Barker, MPA GCPM
Consulting@innovatevancouver.org
https://innovatevancouver.org
The art of information architecture in Office 365Simon Rawson
I gave this this presentation at the Collab365 Global Conference in September 2020. It covers the main elements you need to consider in developing an information architecture and management plan for Office 365
Enterprise Architecture vs. Data ArchitectureDATAVERSITY
Enterprise Architecture (EA) provides a visual blueprint of the organization, and shows key interrelationships between data, process, applications, and more. By abstracting these assets in a graphical view, it’s possible to see key interrelationships, particularly as they relate to data and its business impact across the organization. Join us for a discussion on how data architecture is a key component of an overall enterprise architecture for enhanced business value and success.
Information Architecture Guidelines (SharePoint) - Innovate Vancouver.pdfInnovate Vancouver
Draft
Knowledge Management in Sharepoint - Article:
https://innovatevancouver.org/2022/10/10/knowledge-management-in-sharepoint/
Contact Innovate Vancouver to help on your next project!
Travis Barker, MPA GCPM
Consulting@innovatevancouver.org
http://innovatevancouver.org
This session will discuss building an effective search and information architecture strategy for SharePoint.
One of the reasons many SharePoint implementations fail to meet user expectations is the lack of investment in its underlying information architecture. Some organizations see SharePoint as an out-of-the-box solution that they can simply plug in and throw content into, but it requires as much thought and effort around data structure, organizational principles, and search configuration as any portal or intranet.
This call will discuss building an effective search and information architecture strategy for SharePoint, including such topics as:
• Building a search & IA vision
• Requirements gathering & use cases
• Implementation strategy & approaches
• The future of SharePoint search
SharePoint Site IA Architecture Design Considerations - Innovate Vancouver.pdfInnovate Vancouver
Contact Innovate Vancouver to help on your next project!
Knowledge Management in Sharepoint - Article:
https://innovatevancouver.org/2022/10/10/knowledge-management-in-sharepoint/
Travis Barker, MPA GCPM
Consulting@innovatevancouver.org
https://innovatevancouver.org
The art of information architecture in Office 365Simon Rawson
I gave this this presentation at the Collab365 Global Conference in September 2020. It covers the main elements you need to consider in developing an information architecture and management plan for Office 365
Enterprise Architecture vs. Data ArchitectureDATAVERSITY
Enterprise Architecture (EA) provides a visual blueprint of the organization, and shows key interrelationships between data, process, applications, and more. By abstracting these assets in a graphical view, it’s possible to see key interrelationships, particularly as they relate to data and its business impact across the organization. Join us for a discussion on how data architecture is a key component of an overall enterprise architecture for enhanced business value and success.
Stepping-stones of enterprise-architecture: Process and practice in the real...Tetradian Consulting
What do we do when we’re doing enterprise architecture? What issues do we tackle, in what sequence, for what business reasons, for what business value? And how do we get results fast? This presentation describes how to adapt the Architectural Development Method (ADM) from The Open Group Architecture Framework (TOGAF) for use in all types of enterprise architecture - for IT and beyond - and at all architecture maturity-levels.
[Presentation at TOGAF Conference, London, April 2009. Applies to TOGAF versions 8.1 and 9. Copyright (c) Tetradian Consulting 2009]
Your Challenge
It is difficult to start the project, engage the right people, and find the necessary requirements to drive the value of an enterprise architecture operating model.
It is challenging to navigate the common enterprise architecture (EA) frameworks and right-size them for your organization.
The EA practice may struggle to effectively collaborate with the business when making decisions, resulting in outcomes that fail to engage stakeholders.
Our Advice
Critical Insight
The benefits of an EA program are only realized when all components of the operating model enable the achievement of the program goals and objectives. Many times organizations overplay the governance card while ignoring the motivational aspects that can be addressed through the organization's structure or stakeholder relations.
Info-Tech’s methodology ensures that all components of an EA operating model are considered to optimize the performance of the EA program.
Impact and Result
Place and structure your EA team to address the needs of stakeholders and deliver on the previously created strategy.
Create an engagement model by understanding each relevant process of COBIT 5 and make stakeholder interaction cards to initiate conversations.
Recognize the need for governance and formulate the appropriate boards while considering various policies, principles, and compliance.
Develop a unique architecture development framework based on best-practice approaches with an understanding of the various architectural views to ensure the creation of a successful process.
Build a communication plan and roadmap to efficiently navigate through enterprise change and involve the necessary stakeholders.
Introduction to Data Management Maturity ModelsKingland
Jeff Gorball, the only individual accredited in the EDM Council Data Management Capability Model and the CMMI Institute Data Management Maturity Model, introduces audiences to both models and shares how you can choose which one is best for your needs.
Suggest to practice EA in a three tier approach rather than a big bang. Point out EA is a planning effort rather than an engineering effort. EA is not the enterprise wide solution architecture. Clarify the confusion of business capability and business process. EA is not business process centric it is the mean to support the end of business capability. Introduce the concept of business floor plan and EA landscape. The business floor plan is similar to the floor plan of a house. EA landscape to present the situation of usage such as the landscape of application, data and technology. Practical EA use the popular EA method such as FEAF, TOGAF, DODAF to design the segment architecture .
Building a Logical Data Fabric using Data Virtualization (ASEAN)Denodo
Watch full webinar here: https://bit.ly/3FF1ubd
In the recent Building the Unified Data Warehouse and Data Lake report by leading industry analysts TDWI, we have discovered 64% of organizations stated the objective for a unified Data Warehouse and Data Lakes is to get more business value and 84% of organizations polled felt that a unified approach to Data Warehouses and Data Lakes was either extremely or moderately important.
In this session, you will learn how your organization can apply a logical data fabric and the associated technologies of machine learning, artificial intelligence, and data virtualization can reduce time to value. Hence, increasing the overall business value of your data assets.
KEY TAKEAWAYS:
- How a Logical Data Fabric is the right approach to assist organizations to unify their data.
- The advanced features of a Logical Data Fabric that assist with the democratization of data, providing an agile and governed approach to business analytics and data science.
- How a Logical Data Fabric with Data Virtualization enhances your legacy data integration landscape to simplify data access and encourage self-service.
Structured Approach to Solution ArchitectureAlan McSweeney
The role of solution architecture is to identify answer to a business problem and set of solution options and their components. There will be many potential solutions to a problem with varying degrees of suitability to the underlying business need. Solution options are derived from a combination of Solution Architecture Dimensions/Views which describe characteristics, features, qualities, requirements and Solution Design Factors, Limitations And Boundaries which delineate limitations. Use of structured approach can assist with solution design to create consistency. The TOGAF approach to enterprise architecture can be adapted to perform some of the analysis and design for elements of Solution Architecture Dimensions/Views.
ITIL History
ITIL Transition from V3 to V4
Key Concept of ITSM
ITIL Dimensions and Principles
Service Value System (SVS)
ITIL Practices
ITIL Certification Schema
The SharePoint Records Management StoryErica Toelle
The world of SharePoint records management has become more complex. Various solutions, such as on-premises, hybrid, and Office 365 all present different execution options for your organization. So what can you do to ensure your content is managed appropriately? In this session, we will review the SharePoint records management story using the following example:
1) An organization with a complex records management environment
2) Records management needs include SharePoint 2016 and Office 365
3) Other third-party tools, such as Box, have been implemented
An overview of The Open Group IT4IT Reference Architecture. It is a vendor and product-agnostic value chain-based operating model for managing the business of IT. While providing guidance on the design, procurement and implementation of the functionality needed to run IT, it also enables the systematic tracking of the state of IT services across the service life-cycle using four value streams - Strategy to Portfolio, Request to Fulfill, Requirement to Deploy, and Detect to Correct.
Download presentation from http://opengroup.co.za/presentations
Data Catalog in Denodo Platform 7.0: Creating a Data Marketplace with Data Vi...Denodo
Watch Alberto's session from Fast Data Strategy on-demand here: https://buff.ly/2wByS41
Gartner’s recently published report “Data Catalogs Are the New Black in Data Management Analytics” emphasizes the importance of data catalogs.
Watch this session to learn more about:
• The vision behind the Denodo Data Catalog
• How to maximize information value with the Denodo Data Catalog
• Why it is essential to combine data delivery with a data catalog
Stepping-stones of enterprise-architecture: Process and practice in the real...Tetradian Consulting
What do we do when we’re doing enterprise architecture? What issues do we tackle, in what sequence, for what business reasons, for what business value? And how do we get results fast? This presentation describes how to adapt the Architectural Development Method (ADM) from The Open Group Architecture Framework (TOGAF) for use in all types of enterprise architecture - for IT and beyond - and at all architecture maturity-levels.
[Presentation at TOGAF Conference, London, April 2009. Applies to TOGAF versions 8.1 and 9. Copyright (c) Tetradian Consulting 2009]
Your Challenge
It is difficult to start the project, engage the right people, and find the necessary requirements to drive the value of an enterprise architecture operating model.
It is challenging to navigate the common enterprise architecture (EA) frameworks and right-size them for your organization.
The EA practice may struggle to effectively collaborate with the business when making decisions, resulting in outcomes that fail to engage stakeholders.
Our Advice
Critical Insight
The benefits of an EA program are only realized when all components of the operating model enable the achievement of the program goals and objectives. Many times organizations overplay the governance card while ignoring the motivational aspects that can be addressed through the organization's structure or stakeholder relations.
Info-Tech’s methodology ensures that all components of an EA operating model are considered to optimize the performance of the EA program.
Impact and Result
Place and structure your EA team to address the needs of stakeholders and deliver on the previously created strategy.
Create an engagement model by understanding each relevant process of COBIT 5 and make stakeholder interaction cards to initiate conversations.
Recognize the need for governance and formulate the appropriate boards while considering various policies, principles, and compliance.
Develop a unique architecture development framework based on best-practice approaches with an understanding of the various architectural views to ensure the creation of a successful process.
Build a communication plan and roadmap to efficiently navigate through enterprise change and involve the necessary stakeholders.
Introduction to Data Management Maturity ModelsKingland
Jeff Gorball, the only individual accredited in the EDM Council Data Management Capability Model and the CMMI Institute Data Management Maturity Model, introduces audiences to both models and shares how you can choose which one is best for your needs.
Suggest to practice EA in a three tier approach rather than a big bang. Point out EA is a planning effort rather than an engineering effort. EA is not the enterprise wide solution architecture. Clarify the confusion of business capability and business process. EA is not business process centric it is the mean to support the end of business capability. Introduce the concept of business floor plan and EA landscape. The business floor plan is similar to the floor plan of a house. EA landscape to present the situation of usage such as the landscape of application, data and technology. Practical EA use the popular EA method such as FEAF, TOGAF, DODAF to design the segment architecture .
Building a Logical Data Fabric using Data Virtualization (ASEAN)Denodo
Watch full webinar here: https://bit.ly/3FF1ubd
In the recent Building the Unified Data Warehouse and Data Lake report by leading industry analysts TDWI, we have discovered 64% of organizations stated the objective for a unified Data Warehouse and Data Lakes is to get more business value and 84% of organizations polled felt that a unified approach to Data Warehouses and Data Lakes was either extremely or moderately important.
In this session, you will learn how your organization can apply a logical data fabric and the associated technologies of machine learning, artificial intelligence, and data virtualization can reduce time to value. Hence, increasing the overall business value of your data assets.
KEY TAKEAWAYS:
- How a Logical Data Fabric is the right approach to assist organizations to unify their data.
- The advanced features of a Logical Data Fabric that assist with the democratization of data, providing an agile and governed approach to business analytics and data science.
- How a Logical Data Fabric with Data Virtualization enhances your legacy data integration landscape to simplify data access and encourage self-service.
Structured Approach to Solution ArchitectureAlan McSweeney
The role of solution architecture is to identify answer to a business problem and set of solution options and their components. There will be many potential solutions to a problem with varying degrees of suitability to the underlying business need. Solution options are derived from a combination of Solution Architecture Dimensions/Views which describe characteristics, features, qualities, requirements and Solution Design Factors, Limitations And Boundaries which delineate limitations. Use of structured approach can assist with solution design to create consistency. The TOGAF approach to enterprise architecture can be adapted to perform some of the analysis and design for elements of Solution Architecture Dimensions/Views.
ITIL History
ITIL Transition from V3 to V4
Key Concept of ITSM
ITIL Dimensions and Principles
Service Value System (SVS)
ITIL Practices
ITIL Certification Schema
The SharePoint Records Management StoryErica Toelle
The world of SharePoint records management has become more complex. Various solutions, such as on-premises, hybrid, and Office 365 all present different execution options for your organization. So what can you do to ensure your content is managed appropriately? In this session, we will review the SharePoint records management story using the following example:
1) An organization with a complex records management environment
2) Records management needs include SharePoint 2016 and Office 365
3) Other third-party tools, such as Box, have been implemented
An overview of The Open Group IT4IT Reference Architecture. It is a vendor and product-agnostic value chain-based operating model for managing the business of IT. While providing guidance on the design, procurement and implementation of the functionality needed to run IT, it also enables the systematic tracking of the state of IT services across the service life-cycle using four value streams - Strategy to Portfolio, Request to Fulfill, Requirement to Deploy, and Detect to Correct.
Download presentation from http://opengroup.co.za/presentations
Data Catalog in Denodo Platform 7.0: Creating a Data Marketplace with Data Vi...Denodo
Watch Alberto's session from Fast Data Strategy on-demand here: https://buff.ly/2wByS41
Gartner’s recently published report “Data Catalogs Are the New Black in Data Management Analytics” emphasizes the importance of data catalogs.
Watch this session to learn more about:
• The vision behind the Denodo Data Catalog
• How to maximize information value with the Denodo Data Catalog
• Why it is essential to combine data delivery with a data catalog
Avoiding Failed Deployments Part 2 Interactive Discussion by Joel OlesonJoel Oleson
I had so much content I couldn't include in my keynote and so much I wanted to talk about. I put together a second deck to cover those further details around team forming, process to become a SharePoint Rockstar, and so on. The pictures helped encourage more stories and pull out customer experiences. (Best experienced with Joel)
Best Practices in Gathering Requirements for SharePoint ProjectsDux Raymond Sy
Poor requirements can be attributed to failed SharePoint implementations. The key to successful SharePoint implementation is properly developing requirements. A lot of people know that this is important, however, only a handful of folks truly understand what it takes to do this right.
In this presentation participants will be able to identify:
- The key components of requirements gathering process
- Why requirements traceability is paramount in defining ROI in SharePoint projects
- Why having a well defined business case is necessary to effectively initiate requirements gathering
Presented at the Atlanta SharePoint Users Group Meeting on August 17, 2009
Establishing a Collaboration Roadmap - SPFestSeattleDrew Madelung
Are you at the crossroads for your current SharePoint deployment or are you just starting to see if a SharePoint or Office 365 collaboration solution is right for you? Do you know where Microsoft is going next and how you plan to get there?
This session will go through some reasons that collaboration projects fail and then provide proven processes and strategies for putting together a plan that will set up your next collaboration solution for success. Real life scenarios and the tools that were used during the roadmap building process will be demonstrated. This session will provide you with the tools and information you need to perform a roadmapping process in your company.
SharePpoint Support & Managed Services by NetpeachNagaraj Yerram
The purpose of this document is to provide an overview of SharePoint, core features of SharePoint, what activities are involved in SharePoint support, and the benefits of proper implementation of SharePoint.
IIBA OO - Is a business analyst required for SharePoint projects?John Calvert
SharePoint offers the promise of instant functionality for all sorts of business needs: collaboration, document management, Internet/intranet web content management, search, business intelligence, etc. In addition there are seemingly endless possibilities for configuration and customization, much of it easily accessible to business and power users. Do SharePoint deployments and customizations need formal requirements gathering, business modeling, and functional analysis as part of the project plan? Or is it all about the technical infrastructure and IT configuration? Let’s discuss some real-world project scenarios and share our experiences to answer this question.
What if you could transform your Intranet into a place where employees go to engage and share thought leadership, not just to access HR information and forms? We will walk through a 5-day kick-start plan to turn your Intranet around by improving employee engagement. We will cover real-world examples that we’ve seen our clients use such as “No Attachment Tuesday”, “Thought Leadership Thursday” and “Feature Friday” to encourage Intranet user adoption. It won't be easy, but this plan will get you off and running with programs and templates meant to improve employee engagement and get your employees to love your Intranet again.
Piloting & Scaling Successfully With Microsoft VivaRichard Harbridge
With so many Viva capabilities available to organizations, it can be a challenge knowing which should be piloted together or what patterns and practices work best when piloting Viva Connections, Viva Learning, Viva Topics, Viva Goals, Viva Insights, Viva Pulse, Viva Amplify, and more. How do organizations get started successfully, overcome challenges in piloting and rolling out these experiences, and eventually scale to organization-wide deployments?
Join internationally recognized industry expert and Microsoft MVP Richard Harbridge as he shares insight into the lessons learned and proven approaches with Microsoft Viva. Together you will explore unique and vital challenges with Viva deployments, such as challenges with multiple tenants or multiple organizations in one tenant or challenges with experiences designed for scale – determining if an organization is large enough or has enough content for a great experience with Viva Topics and more.
Preparing, Piloting & Paths to Success with Microsoft CopilotRichard Harbridge
Preparing, Piloting & Paths to Success with Microsoft Copilot
In the modern post generative AI era, leveraging innovative tools is crucial for enhancing productivity and improving performance. This workshop will explore how to get the most out of Microsoft 365 Copilot, Microsoft Viva Copilot and Microsoft Copilot experiences. Join Microsoft MVP and industry expert Richard Harbridge as we delve into challenges surrounding its adoption including initial preparation, user training, support, governance and integration into existing workflows. We will start with an overview highlighting the critical to understand elements that make Copilot so impactful in organizations today along with plenty of data and industry insights. As we transition into guidance around piloting Microsoft 365 Copilot, participants will explore its robust features through rich examples. Engaging with real-world scenarios will unveil common hurdles and provide a clear roadmap towards optimizing Microsoft 365 Copilot for your organizational needs.
Bridging The Gap: How AI Is Transforming Both Customer Experience & Employee ...Richard Harbridge
In the post-pandemic and hybrid world, the importance of effective conversations in both customer experience (CX) and employee experience (EX) has surged.
Historically, voice data has primarily enhanced customer support, but with the integration of advanced recording, transcription, and AI-driven tools, there's a newfound potential to elevate all employee interactions.
AI copilot agents stand at the forefront of this transformation, offering streamlined customer interactions, real-time insights for support agents, and organizational agility. The transition from chat to voice calls presents both an opportunity and a challenge.
While analytics have been a mainstay in , their application in remains largely untapped. This disparity offers organizations a chance to holistically understand operations and create a seamless synergy between CX and EX.
However, the utilization of AI and analytics brings forth challenges, especially concerning data anonymization and de-anonymization in the context of employee data. As privacy norms evolve, organizations must tread carefully, balancing the promise of AI with ethical considerations.
Join industry experts , Chief Executive Officer of and Chief Technology Officer at as they share insights, best practices and lessons learned that can help your organization navigate forward faster with AI.
Getting The Most Out Of Microsoft 365 Employee Experience Today & TomorrowRichard Harbridge
There has never been a time where improving the employee experience has been more critical.
Today, every organization shares a need to enhance how we communicate and engage, collaborate and connect, and manage and develop employees.
Join internationally recognized industry expert and Microsoft MVP Richard Harbridge as he shares insight into the future of employee experiences, how Microsoft 365 is changing, and perhaps more importantly, what organizations are doing today to prepare for it.
Mastering Microsoft 365: The Winning Trio Of Automation, Governance & AdoptionRichard Harbridge
Mastering Microsoft 365: The Winning Trio of Automation, Governance, and Adoption
In today's rapidly evolving digital landscape, mastering Microsoft 365 is no longer just a luxury—it's a necessity. Join us for an enlightening webinar presented by Microsoft MVP and renowned industry expert, Richard Harbridge, as we delve deep into how automation, governance and adoption can not only improve the management, but the employee experience of Microsoft 365.
What we'll cover:
Governance and Lifecycle Mastery: Understand the critical nuances of the governance and lifecycle of SharePoint sites and teams. Navigate the complexities with ease and ensure your organization's digital assets are managed effectively and securely.
Tackling Sprawl: With the proliferation of digital tools and platforms, sprawl has become a pressing concern. Learn actionable strategies to manage and mitigate sprawl, ensuring your digital ecosystem remains organized and efficient improving both the management and employee experience.
The Power of Automation: Discover how automation and programmatic improvements not only streamline operations but also lead to proactive management. Unleash the potential of Microsoft 365 by leveraging automation to its fullest.
The Symbiotic Relationship of Governance and Adoption: Dive into the intricate relationship between governance and adoption. Understand how a robust governance framework can bolster adoption rates and how fostering adoption can, in turn, reinforce governance.
In a world where efficiency, security, and adaptability are paramount, mastering Microsoft 365 can set your organization leagues ahead of the competition. Equip yourself with the knowledge and strategies to make the most of this powerful suite and drive your organization towards unparalleled success.
Piloting & Scaling Successfully With Microsoft VivaRichard Harbridge
Piloting & Scaling Successfully With Microsoft Viva
With so many Viva capabilities available to organizations, it can be a challenge knowing which should be piloted together or what patterns and practices work best when piloting Viva Connections, Viva Learning, Viva Topics, Viva Goals, Viva Insights, Viva Pulse, Viva Amplify, and more. How do organizations get started successfully, overcome challenges in piloting and rolling out these experiences, and eventually scale to organization-wide deploymentsJoin internationally recognized industry expert and Microsoft MVP Richard Harbridge as he shares insight into the lessons learned and proven approaches with Microsoft Viva. Together you will explore unique and vital challenges with Viva deployments, such as challenges with multiple tenants or multiple organizations in one tenant or challenges with experiences designed for scale - determining if an org is large enough or has enough content for a great experience with Viva Topics and more.
Getting The Most Out Of Microsoft 365 Employee Experience Today & Tomorrow SH...Richard Harbridge
There has never been a time where improving the employee experience has been more critical. Today, every organization shares a need to enhance how we communicate and engage, collaborate and connect, and manage and develop employees.
Join internationally recognized industry expert and Microsoft MVP Richard Harbridge as he shares insight into the future of employee experiences, how Microsoft 365 is changing, and perhaps more importantly, what organizations are doing today to prepare for it.
Elevate Your Microsoft 365 Experience The Winning Trio Of AI, Analytics & Aut...Richard Harbridge
Let Microsoft MVP Richard Harbridge guide you through the exciting world of AI, analytics, and automation in Microsoft 365.
Uncover the innovative ways organizations are optimizing collaboration, communication, and management for employees, leaders, and managers, all while empowering your organization to thrive in an ever-evolving digital landscape.
Elevate Your Microsoft 365 Experience The Winning Trio Of AI, Analytics & Rec...Richard Harbridge
Redefine and elevate your SaaS experience.
In today's rapidly evolving digital landscape, Software as a Service (SaaS) platforms are no longer just about providing tools; they're about enhancing user experiences, driving efficiency, and ensuring that businesses stay ahead of the curve. Enter the transformative trio: AI, Analytics, and Recommendations. This session delves deep into the synergistic relationship between these three pillars, illustrating how they can be harnessed to elevate your SaaS experience to unprecedented heights.
Join Richard Harbridge, Microsoft MVP and leading industry expert as he shares best practices and real-world examples from Microsoft 365, SharePoint Online, Microsoft Teams, and Microsoft Viva that advance your SaaS experience.
Together attendees will gain insights into:
Analytics - Understand your user behavior, workflow efficiencies, and areas of improvement. Dive into how Microsoft 365's robust analytics can offer actionable insights to optimize your business processes.
AI - Beyond just data, discover how AI can be a game-changer in action management. Learn how Microsoft's AI capabilities not only predict but proactively address challenges, ensuring a seamless and enhanced user experience.
Recommendations - Personalization is key in today's SaaS world. Explore how Microsoft 365 tailors recommendations based on user behavior, ensuring that each interaction is relevant, timely, and actionable.
By the end of this session, participants will be equipped with the knowledge and inspiration to leverage the power of AI, analytics, and recommendations, transforming their SaaS platforms from mere tools to dynamic, adaptive, and optimized experiences. Join us for this first session of this series and embark on a journey to redefine and elevate your SaaS experience.
Metaverse & The Employee Experience: What You Need To KnowRichard Harbridge
Back in the day we would use 'who installed a browser' that wasn't the default as an 'indirect signal' that denoted a level of individual interest in improving their digital productivity or experience. Nowadays we are swimming in indirect signals - from who organizes the most meetings (named if you use Audit log etc) to dynamics around networking (Viva Insights) to who uses Teams Apps (another great indirect signal of expanding productivity/investing in digital experiences).
What still works best though is direct signals like comments, nominations, champion programs (yearly and NON MANAGER & NON IT focused) and more that help identify people and map them/amplify their visibility as potential super collaborators, those with high amounts of digital debt and those who would better benefit from greater digital fitness or digital experience investments.
Elevate Your Microsoft 365 Experience The Winning Trio Of AI, Analytics & Aut...Richard Harbridge
Let Microsoft MVP Richard Harbridge guide you through the exciting world of AI, analytics, and automation in Microsoft 365.Uncover the innovative ways organizations are optimizing collaboration, communication, and management for employees, leaders, and managers.In this session, you will learn to:• Enhance your organization's potential by learning how to pinpoint areas of focus, tackle risks, and automate tasks for a more productive and efficient workflow.• Delve into the practical applications and benefits of these technologies, from streamlining repetitive tasks to uncovering valuable insights for informed decision-making.• Gain a comprehensive understanding of how to successfully integrate AI, analytics, and automation into your Microsoft 365 environment, empowering your organization to thrive in an ever-evolving digital landscape.
Ideas & Inspiration: Getting Started & Driving Success With Power Platform At...Richard Harbridge
Understanding the many capabilities of the Microsoft Power Platform is essential for any technology leader in today's world. Yet, the more significant challenge for many business leaders is understanding how they can drive meaningful impact in their own business based on these technologies.Power Platform makes incredible things possible at a fraction of the cost. Still, the focus often is on the plumbing or ways Power Platform supports that future state instead of envisioning future states powered by them. This session will focus on the best strategies to leverage when building business momentum around the Microsoft Power Platform. We will explore how organizations inspire and grow their usage of these tools and ideas/examples of Power Platform solutions that drive success for other customers.Join Richard Harbridge, a Microsoft MVP and internationally recognized expert on Microsoft 365 and the Employee Experience, as he shares insight on how to better plan for, prepare for and benefit from the future of the Microsoft Power Platform.
Smarter, Not Harder How AI Is Changing Employee Experience - Reworked Connect...Richard Harbridge
Over the past few years, rapid changes have disrupted how companies lead, enable, empower, and engage around employee experience. Leaders in communications and human resources are all tackling new challenges in connecting with employees and may be overwhelmed with increased communication and collaboration volume, velocity, and variety. To help combat this challenge, rapid innovations in automation and artificial intelligence technology have created new tools for employees and leaders to use and master.
In this masterclass session, Richard Harbridge - a Microsoft MVP and leading industry expert on employee experience - will share insights on how automation and AI technology are revolutionizing employee experience strategies. You’ll learn about the latest trends in AI and employee experience, including the implications of OpenAI for employee experience strategies. You’ll also discover how emerging tech innovations like ChatGPT, Microsoft Copilot, and more are changing the playing field forever.
Whether you’re a leader in communications, technology, or human resources, this masterclass will provide valuable insights and tools to help you empower and enable your employees more effectively and prepare for the future of work. Join us as we explore proven employee experience strategies to help you stay ahead of the curve.
Tackling Employee Experience Today As We Embrace The Future WorkplaceRichard Harbridge
Tackling Employee Experience Today As We Embrace The Future Workplace
The future workplace needs to take into account how the employee experience landscape is changing and the importance of digital experiences throughout the employee journey. The employee experience journey starts before the employee is hired and lasts after they depart. Focusing on the employee experience can feel like a daunting task when reviewing the many different stages of an employee’s journey, but we know understanding and improving these stages can lead to a much more positive employee experience, and maximize the retention, impact, engagement, and performance of the employee.
Smarter, Not Harder How AI Is Changing Communication - Ragan EventsRichard Harbridge
These past few years have accelerated changes and disrupted how companies lead, enable, empower, and engage around communications. Leaders in communications and human resources are all tackling new challenges in connecting with employees and may be overwhelmed with increased communication volume, velocity, and variety. To help combat this challenge, rapid innovations in automation and artificial intelligence technology have created new tools for communicators to use and master, but becoming an early adopter of emerging tech is not without its risks. Join Richard Harbridge, a Microsoft MVP and leading industry expert on employee experience, as he shares insights on the implications of OpenAI for communications strategies, the tech innovations to prepare for today, and how ChatGPT is already changing the playing field forever. * This session description was not written by ChatGPT.
Enhancing Microsoft Teams To Build A Better Digital WorkplaceRichard Harbridge
Today, many organizations have brought the Intranet, or the digital hub of their digital workplace, into Microsoft Teams via Viva Connections. But what else are organizations doing to enhance further, improve upon, and embrace Teams as a hub for not just teamwork, but also corporate communication, social collaboration, networking, and more?
Join Microsoft MVP and 2toLead CTO Richard Harbridge as he shares the unique opportunity Teams apps and solutions provide. Be prepared to explore examples, patterns, and practices for how lines of business in any organization can leverage, extend and integrate Teams to create business-oriented solutions.
Masterclass On Improving & Measuring Onboarding, Retention & Wellbeing With M...Richard Harbridge
85% of leaders say the shift to hybrid work has made it challenging to have confidence that employees are productive. 92% of employees have identified enhancing the employee experience as an essential priority.New challenges are always presented to HR from all sides, and we’re here to help you target critical areas of the employee experience at our free event.Whether you’re looking for strategic guidance or help to achieve technical excellence, our event is full of sessions from world-renowned thought leaders.On February 10th, from 10 AM to 4 PM, learn to avoid new and old challenges, build on existing success, and leverage the latest technology to facilitate your efforts. One lucky winner will walk away with a free $15,000 POC!2toLead CTO and 7X Microsoft MVP Richard Harbridge and 2toLead CEO and 13X Microsoft MVP Kanwal Khipple will lead the event.Together, they helped over 200 digital workplaces globally, plan for and increase the employee experience, keynoted conferences, published books, and published blogs for some major publications like Forbes.Join specialized sessions (business or deep dive tech breakouts) designed for HR leaders or the technical team that supports the digital employee experience.The business and general sessions aim to provide insight into the apparent and hidden value of tackling onboarding, retention, and well-being.The optional tech deep dive breakout sessions aims to walk through how to use and implement Microsoft 365 and Microsoft Viva to improve onboarding, retention, and well-being.Walk away from the event with a greater understanding of the following:- How to identify the most critical areas of the employee experience- How to improve the onboarding experience before and during the process- Building experiences to enable better onboarding- Measure for success- Creating digital employee experiences that help retain top talent- How to track employee well-being- And much more
Getting Started & Driving Success With Power Platform At ScaleRichard Harbridge
Understanding the many capabilities of the Microsoft Power Platform is essential for any technology leader in today's world. Yet, the more significant challenge for many business leaders is understanding how they can drive meaningful impact in their own business based on these technologies.Power Platform makes incredible things possible at a fraction of the cost. Still, the focus often is on the plumbing or ways Power Platform supports that future state instead of envisioning future states powered by them. This session will focus on the best strategies to leverage when building business momentum around the Microsoft Power Platform. We will explore how organizations inspire and grow their usage of these tools and ideas/examples of Power Platform solutions that drive success for other customers.Join Richard Harbridge, a Microsoft MVP and internationally recognized expert on Microsoft 365 and the Employee Experience, as he shares insight on how to better plan for, prepare for and benefit from the future of the Microsoft Power Platform.
Masterclass On Improving & Measuring Onboarding, Retention & Well-beingRichard Harbridge
85% of leaders say the shift to hybrid work has made it challenging to have confidence that employees are productive. 92% of employees have identified enhancing the employee experience as an essential priority.New challenges are always presented to HR from all sides, and we’re here to help you target critical areas of the employee experience at our free event.Whether you’re looking for strategic guidance or help to achieve technical excellence, our event is full of sessions from world-renowned thought leaders.On February 10th, from 10 AM to 4 PM, learn to avoid new and old challenges, build on existing success, and leverage the latest technology to facilitate your efforts. One lucky winner will walk away with a free $15,000 POC!2toLead CTO and 7X Microsoft MVP Richard Harbridge and 2toLead CEO and 13X Microsoft MVP Kanwal Khipple will lead the event.Together, they helped over 200 digital workplaces globally, plan for and increase the employee experience, keynoted conferences, published books, and published blogs for some major publications like Forbes.Join specialized sessions (business or deep dive tech breakouts) designed for HR leaders or the technical team that supports the digital employee experience.The business and general sessions aim to provide insight into the apparent and hidden value of tackling onboarding, retention, and well-being.The optional tech deep dive breakout sessions aims to walk through how to use and implement Microsoft 365 and Microsoft Viva to improve onboarding, retention, and well-being.Walk away from the event with a greater understanding of the following:- How to identify the most critical areas of the employee experience- How to improve the onboarding experience before and during the process- Building experiences to enable better onboarding- Measure for success- Creating digital employee experiences that help retain top talent- How to track employee well-being- And much more
Piloting & Scaling Successfully With Microsoft VivaRichard Harbridge
Getting The Most Out Of Microsoft 365 Employee Experience: Today & Tomorrow
There has never been a time where improving the employee experience has been more critical. Organizations need new and innovative approaches and solutions as work and the workforce change. Today, every organization shares a need to enhance how we communicate and engage, collaborate and connect, and manage and develop employees. The question often hard to answer is, what is the best way to meet that growing need, especially in a way that meets it faster, with less cost and risk?Join internationally recognized industry expert and Microsoft MVP Richard Harbridge as he shares insight into the future of employee communication, employee collaboration, and employee management, how Microsoft 365 is changing these digital employee experiences and perhaps more importantly, what organizations are doing today to prepare for it.
Neuro-symbolic is not enough, we need neuro-*semantic*Frank van Harmelen
Neuro-symbolic (NeSy) AI is on the rise. However, simply machine learning on just any symbolic structure is not sufficient to really harvest the gains of NeSy. These will only be gained when the symbolic structures have an actual semantics. I give an operational definition of semantics as “predictable inference”.
All of this illustrated with link prediction over knowledge graphs, but the argument is general.
Securing your Kubernetes cluster_ a step-by-step guide to success !KatiaHIMEUR1
Today, after several years of existence, an extremely active community and an ultra-dynamic ecosystem, Kubernetes has established itself as the de facto standard in container orchestration. Thanks to a wide range of managed services, it has never been so easy to set up a ready-to-use Kubernetes cluster.
However, this ease of use means that the subject of security in Kubernetes is often left for later, or even neglected. This exposes companies to significant risks.
In this talk, I'll show you step-by-step how to secure your Kubernetes cluster for greater peace of mind and reliability.
GraphRAG is All You need? LLM & Knowledge GraphGuy Korland
Guy Korland, CEO and Co-founder of FalkorDB, will review two articles on the integration of language models with knowledge graphs.
1. Unifying Large Language Models and Knowledge Graphs: A Roadmap.
https://arxiv.org/abs/2306.08302
2. Microsoft Research's GraphRAG paper and a review paper on various uses of knowledge graphs:
https://www.microsoft.com/en-us/research/blog/graphrag-unlocking-llm-discovery-on-narrative-private-data/
Kubernetes & AI - Beauty and the Beast !?! @KCD Istanbul 2024Tobias Schneck
As AI technology is pushing into IT I was wondering myself, as an “infrastructure container kubernetes guy”, how get this fancy AI technology get managed from an infrastructure operational view? Is it possible to apply our lovely cloud native principals as well? What benefit’s both technologies could bring to each other?
Let me take this questions and provide you a short journey through existing deployment models and use cases for AI software. On practical examples, we discuss what cloud/on-premise strategy we may need for applying it to our own infrastructure to get it to work from an enterprise perspective. I want to give an overview about infrastructure requirements and technologies, what could be beneficial or limiting your AI use cases in an enterprise environment. An interactive Demo will give you some insides, what approaches I got already working for real.
UiPath Test Automation using UiPath Test Suite series, part 3DianaGray10
Welcome to UiPath Test Automation using UiPath Test Suite series part 3. In this session, we will cover desktop automation along with UI automation.
Topics covered:
UI automation Introduction,
UI automation Sample
Desktop automation flow
Pradeep Chinnala, Senior Consultant Automation Developer @WonderBotz and UiPath MVP
Deepak Rai, Automation Practice Lead, Boundaryless Group and UiPath MVP
Generating a custom Ruby SDK for your web service or Rails API using Smithyg2nightmarescribd
Have you ever wanted a Ruby client API to communicate with your web service? Smithy is a protocol-agnostic language for defining services and SDKs. Smithy Ruby is an implementation of Smithy that generates a Ruby SDK using a Smithy model. In this talk, we will explore Smithy and Smithy Ruby to learn how to generate custom feature-rich SDKs that can communicate with any web service, such as a Rails JSON API.
Encryption in Microsoft 365 - ExpertsLive Netherlands 2024Albert Hoitingh
In this session I delve into the encryption technology used in Microsoft 365 and Microsoft Purview. Including the concepts of Customer Key and Double Key Encryption.
Essentials of Automations: Optimizing FME Workflows with ParametersSafe Software
Are you looking to streamline your workflows and boost your projects’ efficiency? Do you find yourself searching for ways to add flexibility and control over your FME workflows? If so, you’re in the right place.
Join us for an insightful dive into the world of FME parameters, a critical element in optimizing workflow efficiency. This webinar marks the beginning of our three-part “Essentials of Automation” series. This first webinar is designed to equip you with the knowledge and skills to utilize parameters effectively: enhancing the flexibility, maintainability, and user control of your FME projects.
Here’s what you’ll gain:
- Essentials of FME Parameters: Understand the pivotal role of parameters, including Reader/Writer, Transformer, User, and FME Flow categories. Discover how they are the key to unlocking automation and optimization within your workflows.
- Practical Applications in FME Form: Delve into key user parameter types including choice, connections, and file URLs. Allow users to control how a workflow runs, making your workflows more reusable. Learn to import values and deliver the best user experience for your workflows while enhancing accuracy.
- Optimization Strategies in FME Flow: Explore the creation and strategic deployment of parameters in FME Flow, including the use of deployment and geometry parameters, to maximize workflow efficiency.
- Pro Tips for Success: Gain insights on parameterizing connections and leveraging new features like Conditional Visibility for clarity and simplicity.
We’ll wrap up with a glimpse into future webinars, followed by a Q&A session to address your specific questions surrounding this topic.
Don’t miss this opportunity to elevate your FME expertise and drive your projects to new heights of efficiency.
Essentials of Automations: Optimizing FME Workflows with Parameters
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
21. 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
22. 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
29. 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.
33. 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…
38. 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%
39. HR Onboarding Solutions
• Onboarding Workflow
• Onboarding Electronic Forms
• Integration with HRIS
• New Employee Site
40. 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.
41. SharePoint Solutions (Evolution)
*Super Simplified
Business
Intelligence
Driven
Business
Process Driven
Collaboration
Driven
Information
Driven
Communication Collaboration
Workflow/
Auditing
Reporting
Dashboards
53. Agenda
• About the Project , Our Team & Goals
• SharePoint Overview
• Department and Role
• Document Collaboration
• Document Storage and Search
• Compliance, Records Management & Off-line
• Questions
54. 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)
55. 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
56. 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
57. 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?
58. 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?
59. 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.
60. 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.
63. 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.
68. 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.
69. The Outcome
Using workshops, facilitation and by
engaging the business you will define,
prioritize, and phase SharePoint
requirements.
70. What to watch out for…
Without clear requirements,
prioritization and the right expectations
being set SharePoint projects won’t
scale well.
107. #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
108. #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!
110. #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
112. #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?
113. #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
118. Folders in SP2010 – They’re back!
• Combine metadata and folders
• Best of both worlds
119. 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!
120. Customer Type
• Lab
• Hospital
• Clinic
• Mobile
Sector
• Private
• Public
Size
• Large
• Medium
• Small
Location
• Urban
• Rural
University
• Yes
• No
Metadata
I like it!
126. 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
138. Navigation Systems
• Global navigation
• Local navigation
• Breadcrumbs/Up One Level Control
• Contextual navigation
• Supplemental navigation
– Sitemap
– A-Z Index
– Guides
140. “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
141. 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?
142. 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.
148. Advantages of Card Sorting
• Simple
• Cheap
• Quick to execute
• Established
• Involves users
• Provides a good foundation
149. Disadvantages of Sorting
• Does not consider users’ tasks
• Results may vary
• Analysis can be time consuming
• May capture “surface” characteristics only
151. #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?
152.
153.
154. #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.
158. The Outcome
Using visual tools provides shared
understanding, which is a crucial driver
of shared commitment to a goal.
159. What to watch out for…
Workshops become much more
interactive; more people are actively
involved which leads to greater shared
commitment and understanding.
171. 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
173. #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?
174. 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.
175. 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
185. 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
186. 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
187. 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
189. 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).
190. 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).
192. 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
194. 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).
195. 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).
201. Require Check Out?
When enabled bulk uploading
or explorer view additions are
checked out by default. Pro?
202. 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.
204. 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.
208. • 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?
209. 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.
210. • 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?
236. The #1 rule of SharePoint?
Never use
folders
Except when it makes
sense
ever
237. 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
241. 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?
242. 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
243. Folders for easy permissions
• Create folder
• Set permissions
• Create view
without folders
• Easy for users
(they only see
what they are
supposed to)
258. Turn off “Available for Tagging”
• Add sub elements: Proposal, Quote, Invoice
• Leave “Available for Tagging checked”
259. 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)
262. 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
301. Make it easier to work with
Powerful Columns You Probably Didn’t Know About
302. Make it easier to work with
Why Leveraging SharePoint Blog Features for News is a Great Idea
303. Choice vs Lookup Column
• Susan Hanley – At it again!
http://cloud.snappages.com/b8898dc2c08e13
7d03449de65b9e82e108c15658/Choice_v_Lo
okup_Column_Tradeoffs.pdf
306. 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
307. Always Give Ranged Estimates
Two Simple Tricks For Making Better Estimates
Ranged Estimates Help Communicate
Confidence and Set Expectations
2-8 Hours!
308. Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
2-8
309. Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
ORWithin Range
Actual Result
OVERCONFIDENT
310. Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
ORWithin Range
Actual Result
LESS CONFIDENT
311. Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
ORWithin Range
Actual Result
90% Confident
312. Give 90% Confident Ranged Estimates
Two Simple Tricks For Making Better Estimates
2-8 Hours!
Within Range
=
322. 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
327. The Outcome
There are many ways that we can
improve usability of SharePoint and as a
result improve our Information
Architecture.
328. What to watch out for…
Tips and Tricks are not enough to
ensure successful Information
Architecture.
329. 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
Editor's Notes
My dedication to you before I begin. By the end of this you will have gained 3 things. It might be new knowledge, it might be a new method but you MUST gain 3 things by the end. If you don’t my first challenge to you is to stalk me, hunt me down and make sure you get 3 things from me. Because I owe you 3 things! This is meant to help you.
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Why are we here?
We have a common goal: To implement a successful SharePoint Project
But… SharePoint is huge
And very complicated, with lots of moving parts
Even more complicated than SharePoint is people, and their moving parts
(i.e. the way they think, their allegiances, their perceived roles within the organization)
We’re trying to find the best solution
But to do that, we need to know to best define the problem
We are here to share some ideas
… and give you some tools
These are not magic bullets: You will still experience frustrations and difficulties along the way
But everything we’ll show you has worked for us and helped us to deliver successful projects in the past.
My goal for you:
Ability to move forward confidently, knowing that you have increased your chances of delivering a solution that really works for your customers.
The techniques and tools we show you will help you communicate with your stakeholders in ways that keep you and them committed to the same goals and on the same page = prerequisites for success
Practical, proven advice that will guide you in your project
Speak to Owen Allen (creator of this map) for details on this
Meaning to re-work slide – for HR onboarding example.
Requirements is NOT the right word to use here (but you have to because your clients and stakeholders expect it).
(Sue Hanley first pointed this out to me.)
Because I said so, and I’m the customer.
If you don’t include my requirement, I’ll shoot!
One of my biggest jobs as a SharePoint BA is to manage this desire.
My three rules of SharePoint: Simplicity, simplicity, simplicity
What if we say: We can do that for $10.
Client says: Go for it!
What if we say: We can do that… for $1 Million.
Client says: Wait a sec – maybe we can think of some alternatives
(Hey! Maybe it’s no longer a ‘requirement’)
What would you like SharePoint to do?
Well, what can it do?
Tons! Let me show you
What do I need that for?
Well, it depends… what do you want it for?
Well, it LOOKS cool – sure: I want it.
Favorite phrase: If you don’t know where you’re going, any path will get you there.
But First: DO NOT DEMO SharePoint
Confuses people
Sets unreasonable expectations
The focus here needs to be on pain points and outcomes: NOT Requirements
Try to stick to one team at a time
3 – 8 people is ideal – up to 12-15 can work.
Need to make sure you hear from everyone
Don’t let manager dominate
Make SURE you get front-line workers, not just managers
Book 1.5 hours – plan on an hour and a bit.
People love some extra un-booked time at the end.
The following slides are a sample deck that I use in workshops
Most people hate the pie, but I like to use it to set scope
ARM WRESTLE WITH RICHARD ON THIS ONE?
Now, it’s ok to build a demo: Use their language, colors, logo
Show ‘day in the life’ type scenario
What would you like SharePoint to do?
Well, what can it do?
Tons! Let me show you
What do I need that for?
Well, it depends… what do you want it for?
Well, it LOOKS cool – sure: I want it.
Everyone knows…
It’s “Data about Data” as Einstein proved all those years ago
I won’t tell you yet but…
It is an iterative process – you won’t understand it right away, but you will circle in towards understanding over time
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Metadata is a new concept for many
Use of metaphors to explain the concepts
Metadata is a new concept for many
Use of metaphors to explain the concepts
Ok, so that was goofing around – now let’s get serious.
The music is the content
You can know a lot of facts about the album:
Prince
Pop/Rock
1984
You can know all the facts, but it doesn’t substitute for the content (the music)
(Purple Rain example originally suggested by Yoav Lurie)
How do you sort CD’s
Artist?
Title?
Year?
Genre?
Colour?
You have to decide up-front – and stick to it –because the objects are physical
What if the store was full of unlabeled tin cans?
You would need to open every can to see if had what you wanted
(Tin can example originally suggested by Serge Tremblay)
Now we don’t need to open each can, but they are all in a jumble and you have to pick up each can to check if has what you want.
Items are grouped by area (canned fruit, canned sauce, canned vegetables)
Signs point you to the correct area so that you can quickly find what you need.
BUT: Because the objects are physical, you need to pick a method and stick to it
This uses the base metaphor that we live with every day.
The concept of a “file” and a “file folder” as a way of storing digital data is a metaphor taken from the world of paper management
It has become so ingrained, that we think of it as natural, but it’s not: It was invented in 1983 by Apple (wikipedia)
All your files are stored in one folder and their names are completely meaningless
This is like the unlabeled cans: You have to open each file to see what it contains
You have a bit of a better situation
The naming convention lets you find the file you need (but there’s no way to sort by year)
Rely on users to follow the naming convention (religiously)
A ha!
Now we’re in great shape. We’re like the supermarket
Structured and Labelled
BUT...
... then, you hire a summer intern
Who doesn’t know the folder hierarchy and makes up their own
Findability is challenging
Putability is the real problem
This is Bill English’s word for knowing where to save a document
What if we could make putability easier while also improving findability?
This is the promise of metadata
Data about data
Yes, but not enough info
Seth Maislin of Earley & Assoc. says it's the "Is-ness" of something:
This 'is' a contract. That 'is' a pop album.
For us it enables findability, policy and process
Findability for locating the right documents
Policy – records management
Process – Status of a business process (e.g. Not started, In process, Complete, Approved, Archived)
So, let’s create an alternative structure that is logically equivalent, but that makes putability much easier while preserving findability
By the way: One way to start to figure out an organization’s metadata is to look at the folder names.
You will probably not want to simply copy this, but it can be a good guide/starting point
It’s not this… (visual joke)
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It’s not this… (visual joke)
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It’s this…
Not really this, but let’s use these creatures to understand.
Swedish botanist, physician, and zoologist, who laid the foundations for the modern scheme of binomial nomenclature. He is known as the father of modern taxonomy
This works because it’s really about governance – this is a stable structure that can’t be changed by just anybody:
Changing this structure requires a world-wide meeting of the top scientists in the field, usually involving name-calling and fist-fights (or so I’ve heard)
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Did you catch the subtle change here.
The taxonomy is now of your ‘X’ drive.
Carl Linnaeus
George Louis Leclerc Comte de Buffon
Let’s try and explain that argument in a more concrete way - Let’s talk about why your logically arranged taxonomy is not enough – you also need ‘targeted’ content based on context – think of the wholesale warehouse as your overall corporate taxonomy, but the department store (and it’s sections) as ‘target’ page structures which surface important data based on the audience, or role based interests.
The Wholesale Warehouse follows logical taxonomy structures. Items are grouped by like kind, everything can be found once you understand the system. Where the department store does some grouping by like kind, but also much of it’s grouping around target content – example you go looking for fishing rods and you find fishing lines, lures, books about fishing, hats and clothing, and a number of other ‘fishing’ items. Instead of grouping by arrangement – we are grouping by context in the department store.
Do you think that when a blacksmith finished for the day they would put their hammers neatly on the shelves together? No, when blacksmiths clean up for the night the hammer goes on the ground next to the anvil, and next to the tongs. All the tools are organized so they are ready for use – similar to how carpenters keep nails near their hammers. This ‘taskonomy’ (1982
And this is a common result
Did you catch the subtle change here.
The taxonomy is now of your ‘X’ drive.
Problem here is lack of governance – anyone can add any folder anywhere anytime
This boils down to the ‘putability’ problem – I’ll search for a long time to find a doc, but not for long to see where to put it.
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Once you’ve migrated your x drive to SharePoint, and all the promised benefits fail to emerge, The reaction is: (next slide)
Never, ever, use folders!
Except when it makes sense to do so.
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I’m not Carl, but let’s talk about why this works.
After all, it’s the same as a directory tree
The difference is governance
Is this too many to ask for?
Do we force users to answer all these questions/enter all this data?
Instead of confusing people with the SharePoint interface, I use a familiar tool: Excel
Using some simple macros, I am able to illustrate the power of filters and views.
There’s no free lunch however: People now have to enter metadata.
We can simplify this by defaulting values like “Date” to today and “Year” to current year.
We can leverage content types as well
Think of them as different forms with slots to fill in.
Two documents may have overlapping slots (or, metadata).
It may make sense to store these two types of docs in the same library (HR Requests), but use content types to drive workflow, policy and prompt users only for the metadata that applies.
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Think of them as different forms with slots to fill in.
Two documents may have overlapping slots (or, metadata).
It may make sense to store these two types of docs in the same library (HR Requests), but use content types to drive workflow, policy and prompt users only for the metadata that applies.
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To achieve success, you need shared commitment
To get that, you need to get to shared understanding
Sing from the same song-book: Get onto the same page
What is this a picture of?
With a lot of experience, training or imagination, you may figure something out – but the concept is ABSTRACT
This is something that people understand and agree on.
It is concrete
Visual tools can help make the abstract into the concrete
MindManager (from MindJet) is a tool that has changed the way I work. Here is a quick demo of how it works.
Using Mind Maps for navigational design makes this process MUCH faster and more efficient.
A technique to get input or feedback from users
You may have great ideas of how to organize you intranet, but you users may have different ideas
Donna Spencer says: “Card sorting is a great, reliable, inexpensive method for finding patterns in how users would expect to find content or functionality.”
The analysis can be useful, but it is the process of watching people do the sorts that helps provide the real value
First, I do a presentation about what metadata is to a collection of groups
Give them homework
Then, bring them back to build taxonomy:
This needs to be done with just one group at a time
Note: Picture of ‘tacks’ is a visual joke – it doesn’t mean anything
Using mind-mapping tools to build the taxonomy from the homework
I use MindJet MindManager – and I like and highly recommend it.
There are other tools that are less expensive.
What is wireframing?
Creating page mockups that show the function and structure of the page without the fonts/colors/images, etc
This tool called ‘Balsamiq’ makes it extremely simple and fast to make wireframes.
They look cartoonish, but that makes it easy to focus on what’s important (not color, font, etc.)
Even without building an automated workflow, it’s essential to understand the business process of your customers.
Use BizAgi (which is free to download) or Visio 2010 to map these processes.
If you are lucky, you can take the results of these workshops and activities and create a roadmap for a phased, rational approach to SharePoint deployment. Push HARD to do this step.
Summarize workshop results
Build Gap Analysis
Identify dependencies
Lay out a timeline (not a project plan at this point)
The Controlled IntranetIf your goals are to create an environment that nurtures the sharing of knowledge and intellectual property (IP), there are two critical success factors that must be adhered to.
We must make the addition of knowledge in the solution as simple as possible. This is accomplished by:
Thoroughly understanding how our Information Workers perform their daily job duties.
Craft a solution that simplifies these duties by automating operational business processes.
Implement your Intranet in such a manner as to ease where this knowledge is stored.
Provide a solution that makes locating information quick and simple so our Information Workers can make better, informed business decisions. We accomplish this by:
Providing topical, functional and task-based site structures that aggregate knowledge in a manner making it easy to locate based on a need.
Architect knowledge in such a manner as to provide “very” relevant search results.
The only way for you to successfully deliver a solution that adheres to these two critical success factors is to architect your corporate knowledge (information) in a manner that lends itself to aggregation and search. And, the only way to do that is through a detailed and carefully thought-out taxonomy. Simply tossing information into lists and libraries will only result in yet another repository that is similar to a file share. For an organization to successfully implement a controlled environment that improves operational efficiencies requires governance. The term governance itself implies rules, policies and best practices for the flow of information through an organization.
Collab areas:
It is also in the collaboration environments that you will find the greatest number of sites. Make sure you set the appropriate expectations (communicate, communicate, and communicate):
Information in these sites is less structured; which means you will typically see less relevant search results.
This area can quickly grow to thousands of sites. Don’t let 5,000, 10,000 or even 30,000 sites scare you; simply make sure you have the appropriate infrastructure to support it.
Govern the amount of information that can be stored on each site; configure quotas.
Govern the length of time a site may remain inactive.
Provide a means of archival.
Do Collaboration Sites Ever Become Controlled?Absolutely! You may find that a team creates a secure collaboration environment to start a community of practice. Over time, information may become key to driving success in the organization. In such a situation, the team may ask to convert the site to a more structured environment so its content is available to everyone in the organization.
There are many ways of accomplishing this task. The easiest is to leave the site intact, and move it through your internal architecture/design processes. These processes will force some level of structure, including taxonomy; which will make the information available for aggregation and search (even constrained search). You can then update your search configuration to include its content in a manner that best suits your organizational information needs. Another approach would be to provide a controlled means of moving the site and content to the Controlled Intranet Site Collection.
To Impose Specific Storage QuotasWith SharePoint Site Collections you can define specific storage quotas and email warnings to notify users when they are approaching a defined threshold on their site collection storage.
To Impose Specific Sandbox Quotas
With a SharePoint Site Collection you can define the maximum number of points sandbox solutions can use per day. Additionally you can also configure an email warning when storage exceeds a certain number of points.
For Search Separation
For Workflow Separation
So Your Site Collection Does Not Have The Same Active (or Inactive) Site Collection FeaturesThere are many times when this comes in handy. In SharePoint 2010 there are quite a few Site Collection level features you may not want active on specific site collections.
Site collection features that are not active on other site collections (for example, the Publishing Infrastructure feature)
For Search Separation
For Workflow Separation
So Your Site Collection Does Not Have The Same Active (or Inactive) Site Collection FeaturesThere are many times when this comes in handy. In SharePoint 2010 there are quite a few Site Collection level features you may not want active on specific site collections.
Site collection features that are not active on other site collections (for example, the Publishing Infrastructure feature)
To Have a Separate Help Library to Store Custom Help
Disadvantages of Using Site CollectionsAll out-of-the-box Web Parts understand and work well within the boundaries of a Site Collection. None of them, including the significantly used Content Query Web Part, will cross Site Collection boundaries. Thus, the aggregation of information across Site Collection boundaries is not possible using out-of-the-box Web Parts.
You need to consider this when determining how you will split your information across Site Collections. Any situation that requires you to aggregate and display information across Site Collection boundaries will require a custom development effort or the purchase of a 3rd party Web Part.
Your branding and content publishing customization efforts will also have to be duplicated. Currently, all master pages, page layouts, and CSS files, common publishing images and reusable content is bound to a Site Collection.
For Security Management Benefits:Every site collection creates a security boundary between one collection of sites and another collection of sites. Each site collection has its own collection of SharePoint groups and ACL references.
You cannot see a complete list of Users who have permissions to the site or Object
Users are members of more than one AD Group
Work backwards to figure out permissions
2010 – 1000 objects in an ACL, 5000 Objects per SharePoint Group
The more ACLs you have, the more ACLs you have to manage
Know the Software Boundaries and Capacity limits http://technet.microsoft.com/en-us/library/cc262787.aspx
For Privacy or Management Benefits and Different Site Collection AdministratorsEach site collection has a role of “Site Collection Administrator” and a person or more assigned to that role. There are times when either for privacy/confidentiality reasons you cannot have a specific site collection administrator with the rights to see that sites content, or where you have different people that should be assigned to manage that collection of sites. The second is an extremely common scenario in large enterprise organizations where there is a need to distribute the technical ownership of site collection administration.
Your group needs to see summary information about the list items or different views of the same set of items. For example, a manager may want to see the progress on all technical issues for an organization or see all the issues that were filed within the same time period.
People want to browse or search for the issues in the same location on a site.
You want to apply the same settings to the list items, such as tracking versions or requiring approval.
The groups working on the list share similar characteristics, such as the same levels of permission. Unique permission can be applied to specific list items, but if the levels of permission vary greatly, consider multiple lists.
You want to analyze information about the list or receive consolidated updates for the list. You can receive alerts when the list items are changed or see the changes to a list by using RSS technology. RSS feeds enable members of your workgroup to see a consolidated list of information that has changed.
You don't expect people to need summaries of the items together.
The groups of people working with the information are distinct and have different permission levels.
You need to apply different settings, such as versioning or approval, to multiple sets of items.
You do not need to analyze the items together or receive consolidated updates about the list.
Your group needs to see summary information about, or different views of, the same set of files. For example, a manager may want to see all files grouped by department or by due date.
People want to search for the files in the same location on a site.
You want to apply the same settings to files, such as tracking versions of files or requiring approval.
The groups that are working with the library share similar characteristics, such as the same levels of permission.
You want to analyze information about the files in a spreadsheet, or to receive consolidated updates about the files.
The types of files that you want to store and manage are distinct, and you don't expect people to frequently view summaries of the files or to search the files together.
The groups of people who are using the files are distinct and have distinctly different permission levels.
You need to apply different settings, such as versioning or approval, to different sets of files.
You do not need to analyze the files together or receive consolidated updates about the files.
You want to provide different sets of options for creating new files, or you want the options on the New menu of a library to appear in a different order.
You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
Your group needs to see summary information about, or different views of, the same set of files. For example, a manager may want to see all files grouped by department or by due date.
People want to search for the files in the same location on a site.
You want to apply the same settings to files, such as tracking versions of files or requiring approval.
The groups that are working with the library share similar characteristics, such as the same levels of permission.
You want to analyze information about the files in a spreadsheet, or to receive consolidated updates about the files.
The types of files that you want to store and manage are distinct, and you don't expect people to frequently view summaries of the files or to search the files together.
The groups of people who are using the files are distinct and have distinctly different permission levels.
You need to apply different settings, such as versioning or approval, to different sets of files.
You do not need to analyze the files together or receive consolidated updates about the files.
You want to provide different sets of options for creating new files, or you want the options on the New menu of a library to appear in a different order.
You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
Use if you have clear organizing requirements
Deploy a good Search Architecture Search Based Navigation
Don’t forget to turn on the Content Organizer Feature – on the Target Site too!
Don’t forget to implement Content Types in the Target Libraries
Teach the users!
Never, ever, use folders!
Except when it makes sense to do so.
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Ease of use for users: File Open/Save – reduce metadata load
Managed Metadata Services
Term Store
Hierarchical collection of terms
Multilingual
Synonyms
LimitMaximum valueLimit typeNotesMaximum number of levels of nested terms in a term store
7
Supported
Terms in a term set can be represented hierarchically. A term set can have up to seven levels of terms (a parent term, and six levels of nesting below it.)
Maximum number of term sets in a term store
1000
Supported
You can have up to 1000 term sets in a term store.
Maximum number of terms in a term set
30,000
Supported
30,000 is the maximum number of terms in a term set.
Note:
Additional labels for the same term, such as synonyms and translations, do not count as separate terms.
Total number of items in a term store
1,000,000
Supported
An item is either a term or a term set. The sum of the number of terms and term sets cannot exceed 1,000,000. Additional labels for the same term, such as synonyms and translations, do not count as separate terms.
Note:
You cannot have both the maximum number of term sets and the maximum number of terms simultaneously in a term store.
Webpage (instead of just a folder name and possible metadata)
Synchronization of metadata
The ability to synchronize metadata allows users to change metadata on multiple items at once within a collection of content. Frequently users will want to do a bulk change of metadata stored within a folder. The most common way to achieve this using Folders is by utilizing the Datasheet View for document libraries, which allows users to bulk change properties quickly. However, this can be error prone and has limitations, such as the inability to change Managed Metadata fields.
In contrast, Document Sets allow the ability to configure a column as a Shared Column. Shared Columns then share metadata across the entire Document Set. By changing the column value at the document set, all content contained within the Document Set will be updated with the new value without the user manually having to change each individual document. Another advantage is that all columns types are supported, so users can also easily change Managed Metadata columns for all content as well.
Running workflows on multiple items with SharePoint Designer
Running workflows on multiple items is another commonly asked for requirement in many organizations. The ability to send multiple items through an approval process is something that commonly appears on a list of requirements when organizations are implementing SharePoint.
With folders there is really no other option than to manually start an Approval process on each item. Unfortunately even though you can now select multiple items to perform actions on within Lists and Libraries, you cannot do this with workflows. If you have ten documents that you need to send through an Approval process, then it's a rather laborious process. Of course you can create custom workflows in .NET code to solve this issue and it's a good example of where the new Site Workflow type may be used. However, if we are limiting ourselves to out-of-the-box or SharePoint Designer declarative workflows then we are out of luck.
With Document Sets we have new Workflow Actions available in SharePoint Designer 2010. This means that we can indeed send an entire Document Set through an Approval Process. Since a Document Set includes multiple documents, we are in effect sending multiple items through an approval process
Provisioning of default content
The ability to create a template and have this reused when a user is creating a document is commonly used in SharePoint. The power of Content Types within the platform can be harnessed very effectively to create these templates and deploy them across multiple sites. However, often we don't require just a single document to be created, but rather a collection of documents to be provisioned. For example consider a project submission pack or a RFP Response that consists of multiple documents.
In an ideal world, a user would be able to create collections of documents quickly and easily. If using the folder approach, you can only create single documents, one at a time. So if a user wanted to create a project submission pack then they would create the folder that would house these documents, and then create each individual Content Type one at a time. This is obviously a cumbersome approach.
In contrast Document Sets allow us to provision default content when the Document Set is created. So if we create a RFP Response Document Set we can choose to have default content created when a user creates the Document Set:
Folders can have folders under them etc. Doc sets cant.
The focus here needs to be on pain points and outcomes: NOT Requirements
Try to stick to one team at a time
3 – 8 people is ideal – up to 12-15 can work.
Need to make sure you hear from everyone
Don’t let manager dominate
Make SURE you get front-line workers, not just managers
Book 1.5 hours – plan on an hour and a bit.
People love some extra un-booked time at the end.
First, I do a presentation about what metadata is to a collection of groups
Give them homework
Then, bring them back to build taxonomy:
This needs to be done with just one group at a time
Using mind-mapping tools to build the taxonomy from the homework
I use MindJet MindManager – and I like and highly recommend it.
There are other tools that are less expensive.
Even without building an automated workflow, it’s essential to understand the business process of your customers.
Use BizAgi (which is free to download) or Visio 2010 to map these processes.
What is wireframing?
Creating page mockups that show the function and structure of the page without the fonts/colors/images, etc
This tool called ‘Balsamiq’ makes it extremely simple and fast to make wireframes.
They look cartoonish, but that makes it easy to focus on what’s important (not color, font, etc.)
This tool called ‘Balsamiq’ makes it extremely simple and fast to make wireframes.
They look cartoonish, but that makes it easy to focus on what’s important (not color, font, etc.)
A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.
It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.
Thank You for Reading/Listening
The first tip I will give is to never ever give a single number. As an example when asked how long it will take to make ‘report A’ let the requester know a range that you feel comfortable with. Why a range? Realistically in a quick situation like that if you don’t give a range it won’t indicate how uncertain you are about the estimate.
If you were thinking about the request and felt like the task would take somewhere between 2-8 hours then communicating only a single value guess such as ’6 hours’ can be misleading as it doesn’t include any information about how confident you are.
So the first thing we need to agree on is that quickly estimating a ‘single number’ (without math/careful consideration) typically leads to poor results in both setting the right expectation and being accurate.
Now onto the difficulties of even coming up with a range of possibilities. One of the hardest parts of estimating is coming up with a range you feel really confident in.
Basically when you give an estimate you should give a range that you feel 90% confident that the real value will fall within that range (90% is the suggested optimal confidence level due to the effort involved in getting more than 90%).
You don’t have to be perfect but you have to feel willing to bet on it.
In other words if you consider giving a range of 2-8 hours on a task as an estimate you should confirm that you are actually 90% confident that the total time will fall between that range. There is a trick (one of many) that Douglas mentions in his book that is easy to remember and use for testing whether you are actually close to 90% confident about an estimate.
Imagine that you win $2000 in one of two ways:
A) You will win $2000 if the true time it takes turns out to be between the upper and lower bounds you provided. If not then you win nothing.
B) You draw a M&M at random from a bag of 9 red M&M’s and 1 blue M&M. If the M&M is red you win $2000. If it is blue you win nothing.
Which option would you take? If you choose B) (which statistically most people do) then it means you might not be 90% confident but actually less confident (say 80%, 60% etc). If you choose A) it’s also not really what we want because it means you are probably over confident (especially if you felt strongly geared toward A). So you adjust the bounds (upper and lower) until you find a place where you feel indifferent between option A) and B) – that is ‘probably’ your 90% confidence level for this estimate.
It’s not as complicated (or in some ways as effective) as many other methods you can use to calibrate how confident you are about your estimates but it works and is easy to remember and start implementing immediately.
Now onto the difficulties of even coming up with a range of possibilities. One of the hardest parts of estimating is coming up with a range you feel really confident in.
Basically when you give an estimate you should give a range that you feel 90% confident that the real value will fall within that range (90% is the suggested optimal confidence level due to the effort involved in getting more than 90%).
You don’t have to be perfect but you have to feel willing to bet on it.
In other words if you consider giving a range of 2-8 hours on a task as an estimate you should confirm that you are actually 90% confident that the total time will fall between that range. There is a trick (one of many) that Douglas mentions in his book that is easy to remember and use for testing whether you are actually close to 90% confident about an estimate.
Imagine that you win $2000 in one of two ways:
A) You will win $2000 if the true time it takes turns out to be between the upper and lower bounds you provided. If not then you win nothing.
B) You draw a M&M at random from a bag of 9 red M&M’s and 1 blue M&M. If the M&M is red you win $2000. If it is blue you win nothing.
Which option would you take? If you choose B) (which statistically most people do) then it means you might not be 90% confident but actually less confident (say 80%, 60% etc). If you choose A) it’s also not really what we want because it means you are probably over confident (especially if you felt strongly geared toward A). So you adjust the bounds (upper and lower) until you find a place where you feel indifferent between option A) and B) – that is ‘probably’ your 90% confidence level for this estimate.
It’s not as complicated (or in some ways as effective) as many other methods you can use to calibrate how confident you are about your estimates but it works and is easy to remember and start implementing immediately.
Now onto the difficulties of even coming up with a range of possibilities. One of the hardest parts of estimating is coming up with a range you feel really confident in.
Basically when you give an estimate you should give a range that you feel 90% confident that the real value will fall within that range (90% is the suggested optimal confidence level due to the effort involved in getting more than 90%).
You don’t have to be perfect but you have to feel willing to bet on it.
In other words if you consider giving a range of 2-8 hours on a task as an estimate you should confirm that you are actually 90% confident that the total time will fall between that range. There is a trick (one of many) that Douglas mentions in his book that is easy to remember and use for testing whether you are actually close to 90% confident about an estimate.
Imagine that you win $2000 in one of two ways:
A) You will win $2000 if the true time it takes turns out to be between the upper and lower bounds you provided. If not then you win nothing.
B) You draw a M&M at random from a bag of 9 red M&M’s and 1 blue M&M. If the M&M is red you win $2000. If it is blue you win nothing.
Which option would you take? If you choose B) (which statistically most people do) then it means you might not be 90% confident but actually less confident (say 80%, 60% etc). If you choose A) it’s also not really what we want because it means you are probably over confident (especially if you felt strongly geared toward A). So you adjust the bounds (upper and lower) until you find a place where you feel indifferent between option A) and B) – that is ‘probably’ your 90% confidence level for this estimate.
It’s not as complicated (or in some ways as effective) as many other methods you can use to calibrate how confident you are about your estimates but it works and is easy to remember and start implementing immediately.
Now onto the difficulties of even coming up with a range of possibilities. One of the hardest parts of estimating is coming up with a range you feel really confident in.
Basically when you give an estimate you should give a range that you feel 90% confident that the real value will fall within that range (90% is the suggested optimal confidence level due to the effort involved in getting more than 90%).
You don’t have to be perfect but you have to feel willing to bet on it.
In other words if you consider giving a range of 2-8 hours on a task as an estimate you should confirm that you are actually 90% confident that the total time will fall between that range. There is a trick (one of many) that Douglas mentions in his book that is easy to remember and use for testing whether you are actually close to 90% confident about an estimate.
Imagine that you win $2000 in one of two ways:
A) You will win $2000 if the true time it takes turns out to be between the upper and lower bounds you provided. If not then you win nothing.
B) You draw a M&M at random from a bag of 9 red M&M’s and 1 blue M&M. If the M&M is red you win $2000. If it is blue you win nothing.
Which option would you take? If you choose B) (which statistically most people do) then it means you might not be 90% confident but actually less confident (say 80%, 60% etc). If you choose A) it’s also not really what we want because it means you are probably over confident (especially if you felt strongly geared toward A). So you adjust the bounds (upper and lower) until you find a place where you feel indifferent between option A) and B) – that is ‘probably’ your 90% confidence level for this estimate.
It’s not as complicated (or in some ways as effective) as many other methods you can use to calibrate how confident you are about your estimates but it works and is easy to remember and start implementing immediately.
So the first thing we need to agree on is that quickly estimating a ‘single number’ (without math/careful consideration) typically leads to poor results in both setting the right expectation and being accurate.
more than 1000 security scopes (broken inheritance) leads to performance degradation.
50k scopes per list/doc lib is a limit or - more than 50k unique permissions per list is a hard limit.
The Practical Limit? 2000 users/groups given access
5k users/ad groups per sharepoint group
When you add a user or group to a unique ‘scope’ (broken permissions) it actually adds that user or group with ‘limited access’ to each scope in the hierarchy above the item…
Best practice:
Rely on group membership instead of indivudal user membership in the scopes. For example, if a single group can be used in place of 1,000 users, the scope will be 999 membership entries smaller for the scope and any of its parent scopes which will be updated with Limited Access rights for that single group instead of all 1,000 individual users with Limited Access rights. This additionally helps increase the speed of Limited Access rights push and ACL recalculation at the parent scope objects.
Deep hierarchies also impact performance considerably. So try and avoid very deep hierarchies with unique permissions.
Note: We do not recommend that you use SharePoint groups to assign permissions to sites, because when a SharePoint group is used to assign permissions, a full crawl of the index occurs. Instead, we recommend Domain groups to be used.
We recommend that you use FGP for only those business cases for which it is required. FGP can be expensive in terms of both operational oversight and performance.
If you must use fine-grained permissions, consider the following recommended practices:
Ensure that you do not have too many items at the same level of hierarchy in the document libraries, because the time necessary to process items in the views increases.
You can avoid the use of FGP by doing the following:
Break permission inheritance as infrequently as possible.
Use groups based on directory membership to assign permissions.
Assign permissions at the highest possible level. As part of this strategy, consider the following techniques:
Use different document publish levels to control access. Before a document is published, the advanced permissions and versioning settings can be set for users who can only approve items in the document library.
For non-document libraries (lists), use the ReadSecurity and WriteSecurity permission levels. When a list is created, the owners can set the Item-level permissions to either Read access or Create and Edit access.
Basically manage permissions by each SharePoint site uniquely (instead of at a fine grained level). So use the 3 built in groups or AD groups etc and set permissions at the web level.
From another point of view, if you have a large list where you want to uniquely set permissions try having ‘more than one list’ in multiple webs to get around some of the performance impact involved (2k unique permissions per web as an example). It avoids a lot of the hierarchy performance hits we discussed.
Of course even better is using multiple site collections, but for now we will keep it simple and say at a minimum an effective way would be doing it at the web level (or even list/library level before getting to the item level).
Use event handlers to control edit permission. You can have an event handler that registers an event using the SPEventReceiverType.ItemUpdating and SPEventReceiverType.ItemUpdated methods, and then use code to control whether the update should be allowed. This is extremely powerful, because you can make security decision based on any metadata of a list or item, without affecting the view rendering performance.
Use AddToCurrentScopeOnly method to assign Limited Access membership within a SharePoint group. The key element in this principle is to redesign the architecture so that scope membership does not cause ACL recalculation at the parent document library and Web.
This is mainly applicable if the cause of the excessive number of unique scopes was through an automated process such as an event handler or workflow that dynamically modified object permissions. The recommendation in this case is to make a code change to whatever process was creating the unique security scopes.
A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.
It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.
Thank You for Reading/Listening