SPTechCon - July 2012 - Practical SharePoint Information Architecture

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Understand what is needed to be a successful SharePoint Information Architect and Business Analyst. Learn about the tools that will help you to achieve shared understanding and shared committement

Technology Education

Practical SharePoint
Information Architecture

Ruven Gotz

Intro - Animated

@ruveng
spinsiders.com/ruveng
Toronto

ruveng@navantis.com
Ruven Gotz

Buy the Book (or Kindle):
http://amzn.to/JnxlcC

SharePoint can be dangerous to
your career!

© 2012 Ruven Gotz

Expectations are set very high

© 2012 Ruven Gotz

Reality: The waters can be rougher than expected…

What is an Information Architect?

http://www.flickr.com/photos/racingmix/274777460/

© 2012 Ruven Gotz

What is a Business Analyst?

© 2012 Ruven Gotz

In the SharePoint world, it’s a bit of a hybrid

© 2012 Ruven Gotz

Dealing with humans in tough circumstances

© 2012 Ruven Gotz

You have got to get everyone onto the same page

The key to shared
commitment is
Shared Understanding

© 2012 Ruven Gotz

Visual tools are a great
way to get to shared
understanding

© 2012 Ruven Gotz

We will cover visual tools that assist with SharePoint

© 2012 Ruven Gotz

Let’s start with Mind Mapping

© 2012 Ruven Gotz

Building a simple mind map

© 2012 Ruven Gotz

Using a mind map for navigation

© 2012 Ruven Gotz

Using a mind map for prioritization

© 2012 Ruven Gotz

Using a mind map for taxonomy

© 2012 Ruven Gotz

Dialogue Mapping

Facilitation Dialogue Mapping
& Mapping

Notation Shared
(IBIS) Display

http://cognexus.org/ © 2012 Ruven Gotz

A very simple example IBIS map

© 2012 Ruven Gotz

Wireframing with Balsamiq

© 2012 Ruven Gotz

Social complexity makes every problem ‘wicked’

© 2012 Ruven Gotz

Getting to shared
understanding is
crucial

© 2012 Ruven Gotz

Visual tools with shared displays can help

Tools Mentioned:
- Mindjet MindManager
- Balsamiq Mockups
- BizAgi Entry Level Ruven Gotz
- Microsoft Visio @ruveng
spinsiders.com/ruveng
ruveng@navantis.com

This document discusses metadata and taxonomy. It begins by defining metadata as "data about data" and provides examples of metadata like an artist, genre and year for a song. It then discusses taxonomy and how it is used to classify items in a hierarchical manner, providing an example taxonomy for different types of animals. The document concludes by discussing how to build a taxonomy and apply metadata in SharePoint to improve findability of information.

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This document discusses using visual tools to aid in information architecture and shared understanding for Practical SharePoint projects. It describes how mind mapping can be used for navigation, prioritization, and taxonomy in discovery workshops. Dialogue mapping with Issue-Based Information Systems (IBIS) notation on shared displays can help deal with "wicked problems" in social environments. Wireframing and process mapping are also discussed. The document emphasizes that getting stakeholders to shared understanding is crucial when complex social factors are involved, and visual tools can facilitate shared displays to help achieve this.

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Ruven Gotz

PLEASE DOWNLOAD TO VIEW ANIMATIONS & SPEAKER NOTES. Analyst: What would you like SharePoint to do? Customer: Well, what can it do? Analyst: Tons! Let me show you… All too often, this is how conversations between analysts and customers/stakeholders begin, and it isn’t helpful to anyone. SharePoint has a vast array of capabilities, but if you start by describing or demonstrating what SharePoint can do and how the technology works, you will end up with customers who are confused and don’t know where to begin, or who have massively overblown expectations. In this session, you will learn how to set up and conduct workshops with various stakeholders that will allow you to understand their real needs. You will then learn how to document and organize this information so that it is useful to the stakeholders and that will allow you to guide them through prioritization and planning. You will learn when NOT to do demonstrations of SharePoint, and when and how to do demos that are powerful and effective.

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The document is a presentation on metadata that provides definitions and examples to help explain the concept. It defines metadata as "data about data" and uses animal sounds as an analogy to illustrate how metadata distinguishes different types of data. It also discusses taxonomy and how it relates to organizing metadata using classification systems. The presentation emphasizes that metadata is important for functions like search, workflows, and records management. It concludes that metadata is most successful when its purpose and use is clear, responsibility is shared, and the approach is simple focusing on key elements.

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