This document provides an agenda for a SharePoint conference session presented by Ruven Gotz. The agenda covers a range of topics related to practical SharePoint information architecture, including: requirements gathering, introduction to mind mapping, the importance of metadata, business process mapping, governance and adoption strategies. It includes times for sessions, breaks and lunch. The agenda is detailed and extensive, spanning from 9:00am to 3:30pm.

1. Practical SharePoint Information Architecture
Ruven Gotz – Director, Avanade

2. It’s all about me…
Ruven Gotz
Toronto
@ruveng
spinsiders.com/ruveng
ruveng.gotz@avanade.com
Intro - Animated
London, UK
Johannesburg, SA
Sydney, AU

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

4. Agenda for the day
• Mini-Keynote (30 min)
• Introduction (15 min)
• Preparing for successful outcomes & Requirements gathering (30 min)
• Coffee(15 min)
• Introduction to Mind Mapping (30 min)
• The Magic of Metadata (35 min)
• Lunch (60 min) @12:00
• Catch-up (15 min)
• Card Sorting & Wireframing (30 min)
• Business process mapping (30 min)
• Coffee (15 min)
• Governance, Adoption & Training (30 min)
• Wicked Problems & Dialogue Mapping (30 min)
• Conclusion & wrap-up (15 min)

5. MINI-KEYNOTE
Front matter

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Why are
you
here?

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Lost

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Not
going
so well
http://upload.wikimedia.org/wikipedia/commons/thumb/e/e1/Car_crash

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Show me

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Attend
sessions

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I can
do this

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Back to work

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Show others

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Get
down to
work

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Can I
do this?

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Can’t win the game
Know how to move

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Wanted:

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Got:

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Why is this so hard?

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Reality is
messy
(and chaotic)

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Dirty secret

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We know it’s
true & we
don’t like it
either

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I’d like my
money back.
Now!

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Do I have
the answer?
NoDo you want
the solution?
(sorry)

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But, I can
help with
the pain

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One Law

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Shared understanding

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Two
main
strategies

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1. Simplicity

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2. Flexibility

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Three
main
strategies

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3. Focus

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Let’s
dive
in

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One Law

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Shared understanding

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Yes!
A bridge!

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Odds of
Success?

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Project
goes?

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Same
page

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Wicked
problems

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Hard
(but tame)
Wicked

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Guess what
SharePoint is…

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Usually a bunch
of people who all
have a different
idea of what
success looks like

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, won’t talk to each other

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Shared understanding

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1. Simplicity

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Go Big or
Go Home

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Photo: ultrarob.com

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Learn how
things work
first

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Don’t
stink-up
the joint

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Bar
the
doors

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Your
governance
plan

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Simple &
Consumable
- Sue Hanley

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Your
metadata
strategy

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Handcuffing
your users is
not a strategy

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Anger + confusion + frustration
= Adoption failure

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A controversial idea

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Your
training
strategy
won‘t work

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3 days of training
Training fail

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You won’t squeeze the
juice out of SharePoint

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You need
a coach

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Follow the
KISS
principle
As simple as possible, but no simpler
- Albert Einstein

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2. Flexibility

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Steering
Committee
Issues

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The
cowboy
CIO

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The
savior

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(nothing)

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Grassroots campaign

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Hit the road

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Flexibility

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3. Focus

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Focus
on the
right things

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Project
failure

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Is launch the goal?

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Why do we
put all the
focus on a
launch date?

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If you are not planning
for change on day 1
You are already behind

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This stuff is
confusing and
difficult

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Your
success
strategy

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One Law

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Three Strategies
Simplicity Flexibility Focus

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You can
do this

102. INTRODUCTION
Front matter

103. SharePoint can be dangerous to your career
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Expectations are set very high

105. The waters can be rougher than expected
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…but the results can make it worthwhile

107. My point of view

108. What is an Information Architect?
http://www.flickr.com/photos/racingmix/274777460/

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What is a Business Analyst?

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

111. Dealing with humans in tough circumstances

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You have got to get everyone onto the same page

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The key to shared
commitment is
Shared Understanding

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Visual tools are a great
way to get to shared
understanding

115. PREPARING FOR
SUCCESSFUL OUTCOMES
Chapter 1.
Everything should be made as simple as
possible, but no simpler.
Attributed to Albert Einstein

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Soft skills

117. Machiavelli (not exactly  )
It must be considered that there is nothing more
difficult to carry out nor more doubtful of success nor
more dangerous to handle than to initiate a new
SharePoint project; for the project team has enemies in
all those who profit by the old portal, and only
lukewarm defenders in all those who would profit by
the new portal; this lukewarmness arising partly from
the incredulity of mankind who does not truly believe
in anything new until they actually have experience of
it.

118. Dealing with humans in tough circumstances

119. Dealing with humans in tough circumstances

120. Building confidence

121. Listening

122. Humor

123. Brutal Honesty

124. Requirements gathering

125. Requirements

126. What makes something a requirement?

127. My three rules of SharePoint
1. Simplicity
2. Simplicity
3. Simplicity

128. We can do that for $10

129. We can do that for $1,000,000

130. We require a jumbo solution to get to our destination

131. The SharePoint “Hammer Problem”

132. Is it really close by?

133. Is fast and light-weight the way to go?

134. Is a pre-built solution the best course?

135. Do you need a specialized solution?

136. Do you need to think outside the box?

137. Sometimes you need the jumbo solution

138. It’s the destination that matters

140. The environment will change

141. The unexpected will happen

142. A lot of “required” features never get used

144. DON’T demo SharePoint

145. Initial discovery workshops

146. SharePoint Workshop

147. Agenda
• About the Project , Our Team & Goals
• SharePoint Overview
• Department and Role
• Document Collaboration
• Document Storage and Search
• Compliance, Records Management & Off-line
• Questions

148. 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)

149. 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

150. 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

151. 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?

152. 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?

153. 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.

154. 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.

155. Questions

156. NOW it’s ok to demo SharePoint

157. Roadmapping

158. The Simplest Prioritization Formula Ever…
Estimated Value
Estimated Difficulty

159. Prioritization Example
 I have a difficult solution. It’s an 8 in difficulty (out of 10).
 I have an easy solution. It’s a 2 in difficulty (out of 10).
 The expected value of the difficult solution is 4 (out of 10).
 The expected value of the easy solution is 6 (out of 10).
Estimated Value
Estimated Difficulty

160. Centralize
Knowledge and
Resources
Enhance
Collaboration
Automate and
Improve Business
Processes
Enhance
Governance
Model
Reduce
Redundancy and
Improve Efficiency
Centralize
Knowledge and
Resources
Centralize Centralize Centralize Centralize
Enhance
Collaboration Improve BP Governance Redundancy
Automate and
Improve Business
Processes
Governance Redundancy
Enhance
Governance
Model
Redundancy
Reduce
Redundancy and
Improve Efficiency
Paired Comparison Matrix
Objective Weight
Centralize 4
Collaboration 0
Improve BP 1
Governance 2
Redundancy 3

161. The Power Of Zero $$ Change Orders

162. Morning Coffee (15 min)

163. INTRODUCTION TO MIND MAPPING
Chapter 2
What do you call what we just did there? That was
amazing!
More than a few of my clients on more
than a few occasions after a workshop
where I used mind mapping

174. Mapping for Navigation

175. Mapping for Prioritization

176. Mapping for Scoping

177. THE MAGIC OF METADATA
Chapter 3
If it walks like a duck, quacks like a duck, looks like a
duck, it must be a duck.
—Proverb

178. This is a Meta-Presentation
• Two Goals and a Meta Goal:
• Understand metadata
• How it applies to taxonomy
• How it applies to content types
• Understand why it matters in SharePoint
• Meta Goal
• Educate you
• Give you tools to educate YOUR stakeholders

179. The BIG question
What is
Metadata?

180. Data about data

181. Questions

182. The BIG question
What is
Metadata?
I think
I get it
Oh!
Now I see
(Mostly)
What is Metadata?
I think I get it

183. To understand what are

184. We’ll use a

185. What does a cow say?

186. What does a chicken say?

187. What does a duck say?

188. What’s the difference?

189. What is the ‘content’?
What are some attributes?
• Artist: Prince
• Genre: Pop/Rock
• Year: 1984
Example from Yoav Lurie

190. Organizing Content

191. Another metaphor
Adapted from the “pea
soup” story by Serge
Tremblay

192. Labels can help

193. Food taxonomy nirvana
http://caseyxrobertson.deviantart.com/art/Grocery-Store-2-191196289

194. So, what is metadata?

195. or this…Not this!
What is taxonomy?

196. It’s this…

197. Carl Linnaeus (1751)

198. Taxonomy
Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and
Voles
Porcupines Guinea Pigs
Fish Amphibians Reptiles Birds
Superclass
Class
Order
Suborder
Family
Kingdom

199. The bottom of this tree Animal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats
Hamsters and
Voles
Real Hamsters
Short-tailed
dwarf hamsters
Djungarian
dwarf
hampsters
Roborovski
Hamster
Long-tailed
dwarf hamsters
Voles Gerbils
Porcupines Guinea Pigs
Fish Amphibians Reptiles Birds

200. Taxonomy 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
Shared drive zoo

201. Taxonomy 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

202. We’ve all seen how well this works out…

203. Taxonomy 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
Shared drive zoo

204. Moving this mess to SharePoint only makes it worse

205. SharePoint Sux!
SharePoint is confusing! Why?

206. What is our base metaphor for files?

207. Folders on the Mac

208. What if we saw this?

209. Better…

210. Solve it with folders!

211. Now, you hire an intern to add documents

212. Finding vs. Saving

213. Findability

214. Putability

215. The #1 rule of SharePoint
Never use
folders
Except when it makes sense to
do so
ever

216. When it makes sense…
Permissions assigned
per folder

217. SharePoint Taxonomy

218. SharePoint Taxonomy (Metadata)
Customer Type
• Lab
• Hospital
• Clinic
• Mobile
Sector
• Private
• Public
Size
• Large
• Medium
• Small
Location
• Urban
• Rural
University
• Yes
• No

219. Adding metadata (when uploading)

220. A SharePoint Simulation

221. Inventory worksheet

222. What is metadata?

223. What is taxonomy?

224. What are content types?

225. 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

226. Both content types in one list

227. Content types for: Workflow, Policy, Security

228. Inventory
Worksheet

229. Mind Map
from Inventory
Worksheet

230. Key Points to Take Home
• Metadata takes a while to understand
• Use of metaphors can help
• Use of visual tools can help a LOT
• Much more than technology, it’s governance that makes the
difference
• Folders are bad, except when they’re not

231. Lunch (60 min)

232. Morning Recap (15 min)

233. This is tough, but the results can be worthwhile

234. Differences between BA and IA

235. Getting to Shared Understanding is crucial; visual tools can help

236. Soft Skills need to be developed:
Confidence, Listening, Humour & Honesty

237. Gather requirements – Focus on business outcomes
Requirements

238. Run the discovery workshops and build the roadmap

239. The magic of metadata

240. CARD SORTING
Chapter 4

241. What is Card Sorting?

242. “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

243. What are the types of card sort?
Open & Closed

244. Open card sorting process
Gerbil

245. Results
Gerbil

246. But not always what you expect
Ford
Gerbil

247. But not always what you expect (2)
Ford
Gerbil

248. Analysis
http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_
spreadsheet_template

249. WIREFRAMING
Chapter 5
You can't do sketches enough. Sketch everything
and keep your curiosity fresh.
John Singer Sargent

250. I used to hate wireframing!

251. A useless wireframe

252. Way too much work
Erik Swenson

253. Balsamiq: Just right

254. BUSINESS PROCESS MAPPING
Chapter 7
If you can’t describe what you are doing as a process,
you don't know what you’re doing.
—W. Edwards Deming

255. Information doesn’t just ‘pop’ into existence

256. Afternoon Coffee (15 min)

257. GOVERNANCE, ADOPTION & TRAINING
Chapter 7
Mary, Mary quite contrary, how does your garden grow? With
silver bells and cockleshells and pretty maids all in a row.
—Nursery Rhyme

258. Done?
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259. You need to tend the garden
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260. Final gardening metaphor 
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261. Above the line vs. Below the line
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262. Marcy Kellar’s Publishing Cheat Sheet
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P 86

263. The modified pyramid
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265. What is governance
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266. An outcome based concept (Paul Culmsee)
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267. A definition from outside SharePoint
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269. Steering committee
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The job of the steering committee includes:
• Establishing vision and strategy,
• Creating and managing the portal roadmap,
• Synchronizing the vision across business
units,
• Acting as champions within individual
business units as well as enterprise wide,
• Defining success factors and key
performance indicators and measuring results,
• Procuring and allocating the intranet budget,
• Reviewing and tracking intranet project
budgets,
• Providing operations team oversight.

270. Operations Team
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The operations team is a partnership between
IT and business owners of the portal. Its job is
to communicate and cooperate to ensure that
the portal runs smoothly and efficiently. The
team members have to work together to
balance the needs of IT for control and
manageability and the needs of the business
for
responsiveness, reliability, performance, and
flexibility. The team as a group doesn’t
have specific roles and responsibilities; those
are dictated by their individual roles further
down in the
hierarchy.

271. IT Manager
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The IT manager is responsible for the physical
infrastructure as well as operational aspects of
the SharePoint service, including:
• Hardware service and upgrades,
• System assurance (uptime, performance,
availability, security, disaster recovery,
system updates and upgrades, monitoring),
• Development or procurement and
subsequent deployment of new features,
• Help desk, second-level support,
• Training and coaching (Optional: In many
organizations, this is owned by other groups),
• Key member of the operations team and the
governance committee.

272. Editor in Chief
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The editor in chief (sometimes called the portal
owner) is the person responsible for the
content that appears on the site. His or her
responsibilities include:
• Approving overall content on the site,
ensuring consistency of look, feel, tone,
style (words and pictures), and overall site
quality,
• Taking ownership of the home page,
including approving content that appears
there, ensuring it is fresh and accurate,
• Nurturing and supporting the internal
SharePoint community,
• Leading communications efforts (letting the
company know of new features or
changes to the portal),
• Being a key member of the operations team
and governance committee.

273. Site Owner/Section Owner
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The responsibilities of these owners include:
• Maintaining quality for the content in this
section or site,
• Ensuring that high-risk
(confidential/inappropriate) material is not
exposed on the portal,
• Ensuring that existing content is updated as
required,
• Ensuring that content is removed from the
site if it is out of date, expired, or
otherwise no longer relevant (while adhering
to the records management policy),
• Remaining aware of content in other areas to
ensure consistency and to ensure
that duplicate content does not exist
elsewhere,
• Ensuring that published content adheres to
style policies.

274. Site Owners/Section Owners
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275. Content Approver
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This role is not usually assigned to a separate
person; the section owner may be the
approver of content for the sites contained
within that section. Or a site owner may be the
approver for subsites. In some cases, where
there are legal or other high-risk issues, there
may be approvers assigned from the legal or
other departments. The responsibilities of the
approver include:
• Checking that content is factually correct,
• Providing oversight to ensure that high-risk
(confidential/inappropriate) material
is not exposed on the portal,
• Ensuring that content follows corporate policies for
style and content,
• Being responsible for timely approval (not being a
bottleneck),
• Ensuring that metadata has been properly entered,
• Ensuring content is posted to the correct location.

276. Content Owner
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The content owner may be the same person as
the site owner, or that person may just be
responsible for a subset of content within a
particular area of a site.
There is a lot of overlapping responsibility here
That is because at every level, people have an
absolute responsibility to ensure the quality
and impact (safety and risk) of the content
on the site. As we move up the responsibility
hierarchy, each level can catch issues missed
by the layer below.
See P 195 for details here

277. Content Author
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The next layer is where the actual work gets
done: authoring. Content authors are
responsible for:
• Creating content,
• Ensuring content adheres to corporate
policies,
• Ensuring that high-risk
(confidential/inappropriate) material is not
exposed on the portal,
• Ensuring that appropriate metadata are
properly and completely entered,
• Ensuring that the content is placed in the
correct location within the site.

278. Visitors/Readers
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Finally, we get to the layer of those who have
no hand in the creation, approval, or
management of content: the readers. And yet,
within an organization, you must put
responsibility into the hands of readers to
notice and point out material that is
inaccurate, out of date, or that could put the
organization at risk. You have to enable the
readers to report issues by making it easy for
them to do so. There should be a link on each
page to report issues or at least to contact the
page owner (every page must display
who the owner of that page is).

279. Adoption in the real world
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280. Disengaged leadership
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281. The power of leadership
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282. Build a community
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283. Classroom Training
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SUX

284. Video Training
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SUX

285. No Training
SHARE 2012 | 294
SUX

286. Coaching
SHARE 2012 | 295

287. Your end-users DO need training
SHARE 2012 | 296
• Classroom
• Video
• Lunch and learn
• Community

288. A new world
SHARE 2012 | 297

289. COMPLEXITY, WICKEDNESS AND
DIALOGUE MAPPING
Chapter 6
“Something wicked this way comes”
—Ray Bradbury

290. Two books you must read

291. What are wicked problems?
• You don’t really understand the problem until you’ve
developed the solution
• You don’t know when you’ve accomplished your goal
• Solutions are not right or wrong, they are just better or
worse
• Every wicked problem is unique
• Every solution to a wicked problem is a one-shot
operation
• You are dealing with social complexity

292. Tools that can help

293. IBIS Notation

294. I use Mind Manager to express the same notation

295. Dialog mapping to capture argumentation

296. Dialog mapping to capture argumentation

297. Dialog mapping to capture argumentation

298. Dialog mapping to capture argumentation

299. Dialog mapping to capture argumentation

300. Dialog mapping to capture argumentation

301. Dialogue Mapping for scoping

302. CONCLUSION & WRAP UP
Chapter 7
Things done well and with a care, exempt themselves
from fear.
—William Shakespeare

303. Practice or Practitioner

304. Kick-off – Identify the players

305. Nail down the vision

306. Roles & Personas

307. Assess Current Maturity http://www.sharepointmaturity.com/home.aspx

308. Run your discovery
workshops

309. Managing Content
• Inventory content and identify content owners
• Writing for the web – learn to do it properly
• Create and approve content as early as possible

310. Navigation Workshops

311. Collaboration strategy

312. Infrastructure

313. Search strategy

314. Wireframing & Branding

315. Communication Planning and Community Building

316. Training, Adoption
& Governance

317. Summary

318. This presentation will be available on the Toronto
SharePoint Summit web site a few days after the event.
Thank you

319. Please rate this session!
Fill out the survey and get a chance to win a Surface

320. www.sharepointsummit.org
Ruven Gotz
@ruveng
spinsiders.com/ruveng
ruveng.gotz@avanade.com
Intro - Animated

321. Summary

322. 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.

323. 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

324. Site Collection or Site (Subsite)?
OR

325. Site Collection

326. Site Collection

327. When To Use A Site Collection

328. When To Use A Site Collection

329. When To Use A Site Collection

330. When To Use A Site Collection

331. When To Use A Site Collection

332. When To Use A Site Collection

333. 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

334. 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