Workshop - Ways of Working Within the M365 Workspace.pptx
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This is an in-depth walkthrough of Microsoft 365 information architecture. It includes: * Ways into M365 - Teams, SharePoint and Viva Connections * Elements of information architecture in M365 * M365 governance * Classification, security and retention models and the role they play in enterprise search
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Workshop - Ways of Working Within the M365 Workspace.pptx
- 1. Workshop Presenter: Simon Rawson PowerMark Solutions 15 June, 2022 simon@powermark.net.au 0430 986 682
- 2. Primary ways into M365 The importance of strategy Designing an M365 information architecture M365 Information Architecture components Skills and knowledge needed by IM professionals How a well configured M365 tenant can look The roles of IT and IM and other key stakeholders 2.5 hours, 10 minutes of Q&A 15 June, 2022
- 3. Just because you can do something, doesn’t mean you should do it. Your M365 strategy is influenced by: • Strength of executive support…and budget • Value placed on IM vision and strategy • The level of authority of your Information Management team • The importance placed on information governance • The level of technical and user support you can provide • The maturity of user skills and nature of an organisation roles • Organisational culture • KISS – Keep it Simple for Staff
- 5. SharePoint Files & Security Libraries & Intranet Teams Collaboration/Chat/Calls/Meetings The front door to many apps Microsoft Groups Security Exchange Mailbox / Outlook
- 6. Executive sponsorship Initial and ongoing budget IM strategy linked to corporate strategy – VISION Architecture ◦ Consistent IA design and processes… ◦ …keyed to organisational, intranet & IM strategy ◦ Extended for individual business units… ◦ …taking into account organisational maturity/capability
- 7. Organisational change ◦ More effective business processes ◦ Training ◦ More effective communications and collaboration ◦ Behavioural change Support ◦ Deployment & migration during rollout ◦ Governance and support model ◦ Ongoing business and technical support Knowing what the technology can be made to do Time!!
- 8. • Information management strategy • Foundation IM infrastructure capability • Well managed business content (documents, images, audio-visual) • Taxonomy and classification • Navigation from any entry point • Document management-type workflow • Seamless records management • Seamless intranet • Collaboration • Extended capability • Forms and business process workflow • Retention for business applications • Business intelligence & reporting • Inter-organisation collaboration • Client engagement • Automated publishing - web and print • Processes and content spanning intra- and Internet sites, and mobilised versions of your content and forms Skills: • People • Process • Change • Information and knowledge curation • Technology & tools • Governance
- 9. Global navigation Hub structure Local site and page navigation Metadata architecture Search experience Personalised content experiences https://docs.microsoft.com/en-us/sharepoint/information-architecture-modern-experience 1 2 3 4 4 9
- 10. Finance M365 SharePoint Sites Intranet Projects (Hub) Project 2 Project 1 HR
- 12. What Information Management processes do you want to see consistent across business units? …from a Business Value and User’s perspective …technology agnostic
- 22. Review and approval is a component step in an end-to-end process As an IM professional, we should ask ‘what’s next’ and understand process analysis If your solution does not have effective approval processes, you are open to the risks seen in the last several slides, then: ◦ Your level of IM maturity is low ◦ You invariably have inefficiencies built into your IM systems, content duplication, decisions made on incorrect data, and manual processes for ensuring currency of information ◦ The risk is worthy of including in your corporate risk register
- 23. WORK IN PROGRESS Information being developed by its author, not visible to others SHARED SECURED Information shared with selected teams or external parties but not the entire organisation SHARED Information authorised for broad distribution. Appears in enterprise search and an integrated intranet LOGICAL ARCHIVE Removed from general access and live search. Available through ‘archive’ search DISPOSED Disposed with a record of destruction citing authority WITHDRAWN/SUPERSEDED COLD ARCHIVE* Removed to offline archive for retention. Available for restoration if needed. APPROVE/REVIEW
- 24. Approval Date Owner Last Review Date Next Review Date Review Status Doc Status • Draft • Review Draft • Approved • Withdrawn • Copy Doc Type • Report • Checklist • Meeting etc BCS Notes (free format text)
- 25. Not all content is equal. A policy document needs an approval date, an end date (when it’s withdrawn or superseded) and a review date. A report does not M365 allows you to assemble sets of metadata into content types, and create new content types from lower-level types PMK Document • Notes • Doc Status • BCS • Business Unit • Fin Year PMK Policy • Notes • Doc Status • BCS • Business Unit • Fin Year • Owner • Approve Date • End Date • Review Date PMK Project • Notes • Doc Status • BCS • Business Unit • Fin Year • Project • Key Document • Metadata flows from lower to higher level Content Types • Folders are a Content Type • Web pages (aka Publishing Pages) are a Content Type • Lists are a Content Type
- 26. A site may have many libraries Sites should have a consistent structure Business units have processes they share with other business units… …but have processes which make them unique Metadata is added to libraries by adding Content Types Template sites can be created… …but Content Types and Views still need to be added to libraries (aka Provisioning) PMK Document • Notes • Doc Status • BCS • Business Unit • Fin Year PMK Project • Notes • Doc Status • BCS • Business Unit • Fin Year • Project • Key Document
- 27. Content Services • Term Store (Taxonomies) • Content Types and Metadata (aka Columns) M365 Admin Finance M365 SharePoint Sites Intranet Projects (Hub) Project 2 Project 1 HR
- 30. Named sets of library columns ◦ Grouped ◦ Filtered ◦ Sorted ◦ Display formats …including ` Gantt charts Support processes and search within a library
- 32. Global navigation Hub structure Local site and page navigation Metadata architecture Search experience Personalised content experiences https://docs.microsoft.com/en-us/sharepoint/information-architecture-modern-experience 1 2 3 4 4
- 35. Intranet pages: ◦ Are files in a SharePoint library ◦ Have metadata and content types ◦ Provide quick navigation to corporate resources and team sites ◦ Have a strong governance model… ◦ …central ownership with devolved responsibility to business units ◦ Should be subject to the same search, classification and retention rules as any other content
- 36. Very powerful – capable of spanning applications Drill-down search supported by metadata columns ‘Result sets’ can be configured for targeted search (e.g., policies and procedures) Search applies: ◦ At the site level ◦ Within Office applications ◦ Across all content in M365 Full text search has a syntax similar to Google search ◦ E.g., from: simon AND tennis in Outlook will find emails sent by me to my Monday evening tennis competition players
- 37. Bake search into site and intranet navigation
- 41. Bake search into site and intranet navigation
- 45. Search at first glance is complex!!! …but very powerful ‘Result Sets’ allow you to define the scope of search Refiners are metadata which allow you to drill down on search results using taxonomies like your BCS Technical design issues apply to search The key stakeholders are IM, IT, MARCOMMS…and business users Search needs a strategy and must be built into training, communications, and change management
- 47. ‘Must have’ elements of IA Templates ◦ Corporate and business unit resources are needed ◦ Part of Ways of Working ◦ Will drive future auto- classification and generation of documents (Syntex) ◦ Metadata can be incorporated into templates ◦ Templates can be added to the New menu in a library Default metadata columns ◦ Avoid the need for users to enter metadata ◦ Libraries and folders can have default values ◦ Content Types can have default values ◦ Templates can have default values
- 51. Site design – inc. hubs, sites, libraries & folders Metadata & Content Types Taxonomies (including your BCS) Library Views Navigation and menus Search – targeted search and search refinement Intranet Retention rules & policies (labels) Security Templates Metadata Defaults Workflow & Processes Syntex auto- classification Viva topic cards
- 52. Global navigation Hub structure Local site and page navigation Metadata architecture Search experience Personalised content experiences 1 2
- 53. • Keep it Simple for Staff (KISS) • Build your IM processes and use of metadata and templates into training, comms, and change management • Make default metadata a major part of your IA • Start small –you can add more metadata later • …but you need the Content Type structure in place • Minimum set of metadata • Notes – it’s valuable and people will use it • BCS – drives search and records management • Doc Status (lifecycle – Draft, Review Draft, Final, Withdrawn etc) Add more to higher value content Policies, procedures, contracts
- 54. IM meets process improvement and innovation Every cloud system has a vendor feedback button Feedback provides a structured approach to capturing opportunities for process improvement ‘Fix it or flag it’ – a lesson from Knowledge Centred Services (KCS) Types: ◦ Errors in documents ◦ Questions (clarification) ◦ Ideas for document improvement ◦ Ideas for process improvement
- 55. Information management is multi-disciplinary and strategic Information Management Process / Quality Office Digital Transformation Information Technology Marketing & Comms Knowledge Mgmnt HR / Training Customer Support Customer Self Service Digital Transformation Business Units
- 57. “Without IM it’s **IT”
- 58. Simon Rawson Principal Consultant, Information Management PowerMark Solutions simon@powermark.net.au LinkedIn https://www.linkedin.com/in/simonrawson/ SlideShare https://www.slideshare.net/lanceter 0430 986 682
- 59. Date Change 3/3/23 Slide 34 – notes added about hidden libraries and the new libraries added by Microsoft Syntex