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Site Structure
     One or Many
One-or-many
“Should we create a separate collaborative space
for each project team, or have everyone collaborate
in a single, shared space”?

I call this the “one-or-many” question. It comes up
all the time.

There’s no right or wrong answer. Both approaches
have pros and cons, but there are very clear criteria
for when you should take which approach.
The case for many
Good reasons to have multiple workspaces (e.g.,
one for each project):
• There’s confidential material that’s not
  shareable within the organization
• Employees are intensely risk-averse and won’t
  participate honestly if their contributions are
  broadly accessible outside the immediate
  team
• People work in disparate areas, and will view
  updates from other areas as spam
The case for one or few
Good reasons to have one workspace:
• You want to support and encourage cross-silo
  collaboration and coordination
• You want colleagues to have greater visibility
  into what’s happening in other parts of the
  organization
• You have a small implementation and don’t
  want to dilute the network effects by splitting
  the cocktail party up into multiple private
  rooms
100 user tipping point
In general, I find that very small implementations
(<100 participants) almost always benefit from
working in one big workspace. The group is
small, confidentiality is rarely an issue, and business
processes are so fluid that everyone needs to be in
everyone else’s business.

Once you get over 100 people, however, business
processes and accountabilities become more
formal, and you want to augment that one big
workspace with smaller workspaces that are
specific to teams, geographies, projects, etc.
One workspace – everyone sees everything
    Finance              Marketing            Sales                Engineering
    •   Projects         •   Projects         •   Projects         •   Projects
    •   KPIs - metrics   •   KPIs - metrics   •   KPIs - metrics   •   KPIs - metrics
    •   Processes        •   Processes        •   Processes        •   Processes
    •   News, Blogs      •   News, Blogs      •   News, Blogs      •   News, Blogs
    •   Knowledge base   •   Knowledge base   •   Knowledge base   •   Knowledge base
    •   Meeting notes    •   Meeting notes    •   Meeting notes    •   Meeting notes



    Support              Production           Quality              Inventory
    •   Projects         •   Projects         •   Projects         •   Projects
    •   KPIs - metrics   •   KPIs - metrics   •   KPIs - metrics   •   KPIs - metrics
    •   Processes        •   Processes        •   Processes        •   Processes
    •   News, Blogs      •   News, Blogs      •   News, Blogs      •   News, Blogs
    •   Knowledge base   •   Knowledge base   •   Knowledge base   •   Knowledge base
    •   Meeting notes    •   Meeting notes    •   Meeting notes    •   Meeting notes



    Accounting           HR                   Info Tech            Corporate
    •   Projects         •   Projects         •   Projects         •   Projects
    •   KPIs - metrics   •   KPIs - metrics   •   KPIs - metrics   •   KPIs - metrics
    •   Processes        •   Processes        •   Processes        •   Processes
    •   News, Blogs      •   News, Blogs      •   News, Blogs      •   News, Blogs
    •   Knowledge base   •   Knowledge base   •   Knowledge base   •   Knowledge base
    •   Meeting notes    •   Meeting notes    •   Meeting notes    •   Meeting notes
Few workspaces by business groups

  Corporate    Marketing   Engineering   Inventory
  Pages        Pages       Pages         Pages




  Finance      Sales       Product Dev   Production
  Pages        Pages       Pages         Pages




  Accounting   Support                   Quality
  Pages                                  Pages
               Pages




  HR
  Pages




  Info Tech
  Pages
Few workspaces by geography
Corporate    Marketing     Inventory    Corporate    Marketing     Inventory    Corporate    Marketing     Inventory
Pages        Pages         Pages        Pages        Pages         Pages        Pages        Pages         Pages




Finance      Sales         Production   Finance      Sales         Production   Finance      Sales         Production
Pages        Pages         Pages        Pages        Pages         Pages        Pages        Pages         Pages




Accounting   Support       Quality      Accounting   Support       Quality      Accounting   Support       Quality
Pages        Pages         Pages        Pages        Pages         Pages        Pages        Pages         Pages




HR           Engineering                HR           Engineering                HR           Engineering
Pages        Pages                      Pages        Pages                      Pages        Pages




Info Tech    Product Dev                Info Tech    Product Dev                Info Tech    Product Dev
Pages        Pages                      Pages        Pages                      Pages        Pages
Few workspaces by function across geography

Corporate     Corporate     Corporate                                       HR       HR
Pages         Pages         Pages         Info Tech     Info Tech           Pages    Pages
                                          Pages         Pages


Finance       Finance       Finance
Pages         Pages         Pages         Info Tech                         HR
                                          Pages                             Pages


Accounting    Accounting    Accounting
Pages         Pages         Pages




Marketing     Marketing     Marketing
Pages         Pages         Pages          Inventory       Inventory    Inventory
                                           Pages           Pages        Pages


Sales         Sales         Sales
Pages         Pages         Pages          Production      Production   Production
                                           Pages           Pages        Pages


Support       Support       Support
Pages         Pages         Pages
                                           Quality         Quality      Quality
                                           Pages           Pages        Pages
Product Dev   Product Dev   Product Dev
Pages         Pages         Pages




Engineering   Engineering   Engineering
Pages         Pages         Pages
Many workspaces by department
 Corporate    Marketing   Engineering   Inventory
 Pages        Pages       Pages         Pages




  Finance     Sales       Product Dev   Production
  Pages       Pages       Pages         Pages




              Support
 Accounting   Pages                     Quality
 Pages                                  Pages




  HR
  Pages




  Info Tech
  Pages
Workspaces by knowledge type

   Projects             Customer Info     Product Info          Raw Material Info
   Program mgmt         Pages             Engineering           Pages




   Processes            KPIs - metrics   People/staff Info   News/Announcements
   Company-wide         Financial        Pages               Pages




   FAQs                 Market Info       Administrative             Info Tech
   Wikipedia-intranet   Competition       HR, forms                  Pages
                        Trends
Workspaces organically grown as needed
                                                                                                                           Market 1
                                                                                                                           Competition
                                       Project 1                                                                           Trends
                                       Tasks, Milestones,
                                       Risks, Scope


Project 1                                                                                        Product 1
Tasks, Milestones, Ris                                                                           Specs, documents
ks, Scope
                                                                        Location 1
                                                                        Department 1, 2, 3, 4
                                                                                                                               Location 1
                                                                                                                               Department 1, 2, 3, 4




                                                                                                    All Staff
                Team / Group 1                              Team / Group 1                          Announcements
                Company-wide                                Company-wide                            News, Admin
                                                                                                    FAQs                                               Project 1
                                                                                                                                                       Tasks, Milestones,
                                                                                                                                                       Risks, Scope




                                                                                                                        Product 1
                                                                                                Location 1              Specs, documents
Team / Group 1                                     Market 1                                     Department 1, 2, 3, 4
Company-wide                                       Competition
                                                   Trends




                                                                                                                        Team / Group 1
                                                                                                                        Company-wide

                  Project 1
                  Tasks, Milestones,                             Product 1                      Market 1
                  Risks, Scope                                   Specs, documents               Competition
                                                                                                Trends

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Site structure one or many

  • 1. Site Structure One or Many
  • 2. One-or-many “Should we create a separate collaborative space for each project team, or have everyone collaborate in a single, shared space”? I call this the “one-or-many” question. It comes up all the time. There’s no right or wrong answer. Both approaches have pros and cons, but there are very clear criteria for when you should take which approach.
  • 3. The case for many Good reasons to have multiple workspaces (e.g., one for each project): • There’s confidential material that’s not shareable within the organization • Employees are intensely risk-averse and won’t participate honestly if their contributions are broadly accessible outside the immediate team • People work in disparate areas, and will view updates from other areas as spam
  • 4. The case for one or few Good reasons to have one workspace: • You want to support and encourage cross-silo collaboration and coordination • You want colleagues to have greater visibility into what’s happening in other parts of the organization • You have a small implementation and don’t want to dilute the network effects by splitting the cocktail party up into multiple private rooms
  • 5. 100 user tipping point In general, I find that very small implementations (<100 participants) almost always benefit from working in one big workspace. The group is small, confidentiality is rarely an issue, and business processes are so fluid that everyone needs to be in everyone else’s business. Once you get over 100 people, however, business processes and accountabilities become more formal, and you want to augment that one big workspace with smaller workspaces that are specific to teams, geographies, projects, etc.
  • 6. One workspace – everyone sees everything Finance Marketing Sales Engineering • Projects • Projects • Projects • Projects • KPIs - metrics • KPIs - metrics • KPIs - metrics • KPIs - metrics • Processes • Processes • Processes • Processes • News, Blogs • News, Blogs • News, Blogs • News, Blogs • Knowledge base • Knowledge base • Knowledge base • Knowledge base • Meeting notes • Meeting notes • Meeting notes • Meeting notes Support Production Quality Inventory • Projects • Projects • Projects • Projects • KPIs - metrics • KPIs - metrics • KPIs - metrics • KPIs - metrics • Processes • Processes • Processes • Processes • News, Blogs • News, Blogs • News, Blogs • News, Blogs • Knowledge base • Knowledge base • Knowledge base • Knowledge base • Meeting notes • Meeting notes • Meeting notes • Meeting notes Accounting HR Info Tech Corporate • Projects • Projects • Projects • Projects • KPIs - metrics • KPIs - metrics • KPIs - metrics • KPIs - metrics • Processes • Processes • Processes • Processes • News, Blogs • News, Blogs • News, Blogs • News, Blogs • Knowledge base • Knowledge base • Knowledge base • Knowledge base • Meeting notes • Meeting notes • Meeting notes • Meeting notes
  • 7. Few workspaces by business groups Corporate Marketing Engineering Inventory Pages Pages Pages Pages Finance Sales Product Dev Production Pages Pages Pages Pages Accounting Support Quality Pages Pages Pages HR Pages Info Tech Pages
  • 8. Few workspaces by geography Corporate Marketing Inventory Corporate Marketing Inventory Corporate Marketing Inventory Pages Pages Pages Pages Pages Pages Pages Pages Pages Finance Sales Production Finance Sales Production Finance Sales Production Pages Pages Pages Pages Pages Pages Pages Pages Pages Accounting Support Quality Accounting Support Quality Accounting Support Quality Pages Pages Pages Pages Pages Pages Pages Pages Pages HR Engineering HR Engineering HR Engineering Pages Pages Pages Pages Pages Pages Info Tech Product Dev Info Tech Product Dev Info Tech Product Dev Pages Pages Pages Pages Pages Pages
  • 9. Few workspaces by function across geography Corporate Corporate Corporate HR HR Pages Pages Pages Info Tech Info Tech Pages Pages Pages Pages Finance Finance Finance Pages Pages Pages Info Tech HR Pages Pages Accounting Accounting Accounting Pages Pages Pages Marketing Marketing Marketing Pages Pages Pages Inventory Inventory Inventory Pages Pages Pages Sales Sales Sales Pages Pages Pages Production Production Production Pages Pages Pages Support Support Support Pages Pages Pages Quality Quality Quality Pages Pages Pages Product Dev Product Dev Product Dev Pages Pages Pages Engineering Engineering Engineering Pages Pages Pages
  • 10. Many workspaces by department Corporate Marketing Engineering Inventory Pages Pages Pages Pages Finance Sales Product Dev Production Pages Pages Pages Pages Support Accounting Pages Quality Pages Pages HR Pages Info Tech Pages
  • 11. Workspaces by knowledge type Projects Customer Info Product Info Raw Material Info Program mgmt Pages Engineering Pages Processes KPIs - metrics People/staff Info News/Announcements Company-wide Financial Pages Pages FAQs Market Info Administrative Info Tech Wikipedia-intranet Competition HR, forms Pages Trends
  • 12. Workspaces organically grown as needed Market 1 Competition Project 1 Trends Tasks, Milestones, Risks, Scope Project 1 Product 1 Tasks, Milestones, Ris Specs, documents ks, Scope Location 1 Department 1, 2, 3, 4 Location 1 Department 1, 2, 3, 4 All Staff Team / Group 1 Team / Group 1 Announcements Company-wide Company-wide News, Admin FAQs Project 1 Tasks, Milestones, Risks, Scope Product 1 Location 1 Specs, documents Team / Group 1 Market 1 Department 1, 2, 3, 4 Company-wide Competition Trends Team / Group 1 Company-wide Project 1 Tasks, Milestones, Product 1 Market 1 Risks, Scope Specs, documents Competition Trends