Share point saturday edmonton 2016 designing team sites

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SharePoint Saturday Calgary

A Step by Step GuideBy Mark Morris

Designing a SharePoint Team Site

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AgendaIntroductions12 Step ProgramQ & A

Image Source: https://pixabay.com/p-311168/?no_redirect

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Who is in the room?SharePoint Use?Versions of SharePoint?Your Role?

Image Source: https://upload.wikimedia.org/wikipedia/commons/f/f3/Uncle_Sam_(pointing_finger).jpg

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Just a show of hands.How many of you have used SharePoint before?How many of you use SharePoint everyday?How many of you use SharePoint 2010.2013.2016 or o365How many of you identify as a developer? a Designer?.... a manager? Content Manager?

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What is a team?A group of people with a full set of complementary skills required to complete a task, job, or project.Team members operate with a high degree of interdependence, share authority and responsibility for self-management, are accountable for the collective performance, and work toward a common goal and shared rewards(s). Read more: http://www.businessdictionary.com/definition/team.html

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Teams do not always 4

CultureCollaborationCommunicationContentActivity/WorkflowWhat is a team site?

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A team site is a central location for a group of colleagues to work together. They are used for enhancing culture, collaboration and communication.They are the home for content and afford technological enrichment for activities and workflows.

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What is a team site, technically?A site or collection of sites, pages, lists, libraries, calendars, and other content management tools.Typically, security controlled for a specific subset of employees in an organization.Different from an o365 group

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Groups in o365 are used in a similar manner but lack in some key areas of functionalityNo Retention policy keep good records of the groups you have created and those that need to be deleted.Cant rename a folderNo Compliance features. Files are stored in a hidden site collection that even farm admins will have a hard time tracking down.All groups are public make SFW names.You cannot recover deleted groups6

12 Step Program

Step 1: Identify Users and User StoriesDetermine the needs and uses of the team siteInternal (Security Trimmed)External (Company wide)Areas of focus: Communication, Collaboration, Services, Processes

Use CaseUserAreaI want to share a book with a coworkerTeam MemberCollaborationI want to review a book before it is publishedTeam ManagerProcessI want to look at available booksExternal MemberServices

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Before you can begin to create a team site, you will need to think about who is on that team and what is their purpose for needing a team site.Typical areas to focus on are Users within the team and users external to the team. Additionally, you may want to identify supervisors and managers to the team.

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Step 2: Map out use casesProcess MappingIdentify all users using swim lanesLook for areas for automationApprovalsMessages (email, text)Task assignment and tracking

Keep an eye out for thingsBonus: Identify complexity and holes/gaps in a process.

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It is important to create the visualizations/ diagrams for the use cases identified.The visualization helps to ensure that all participants are identified (via swim lanes) and that there is a clear start and end to the workflow.Visualizations can also help to unify vision and expectation from all parties involved.They help to see at a glance the complexity and any holes/gaps in a processI also find it very useful to include the system swim lane9

Use Case Example

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We are designing a system, it is important to know what the system does in a process10

Step 3: Identify the Things (Information Architecture)What are the things the team uses?What are the characteristics of those things (Meta Data)?Search

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One of the primary uses of a SharePoint team site is as a content management system.In order to leverage search and many other features of SharePoint, we recommend that teams work together to identify all the things they are going to put on their team site.Once you have identified the things, you can identify the characteristics of the things. These characteristics will translate into meta data that can be leveraged once your site is up and running.11

Step 4: Map out associations (Information Architecture)Determine how the things are related Build containers and groupingsCategorization and Classification

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Now that you have identified the things, and the characteristics of the things, its time to create the associations between those things.This will help to guide the design of your SharePoint site.For example if you find that your team uses Books, Magazines and Newsletters, you can create a grouping called Publications. This is how we will determine what content can be grouped together in a new library and what characteristics can be created as a list to use in association with lookup columns.12

Step 5: Define the Content StrategySubstanceWhat is the messageWorkflowProcess and tools for Create, Edit, Maintain, ArchiveStructureMeta Data and TaggingGovernanceHierarchy of decision makers

Image Source: http://www.uxbooth.com/articles/complete-beginners-guide-to-content-strategy/

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Ensure that your team has at least considered their content strategy.What is the structure of the content? (think back to the things and their relationships in Steps 3 and 4)What are the workflows associated with the content? (think back to the use cases from Step 2)What is the substance of the content? (what is the message we are trying to send to someone)What are the rules around governance of the content? (Who are the approvers? Who are authorized authors of content)13

Step 6: Outline Records Management RulesOutline the life cycle of each thing (creation, access, distribution, storage, and disposition)Consider short term and long term policiesOutline the roles and responsibilities around the records (RACI)

Image Source: https://upload.wikimedia.org/wikipedia/commons/9/93/Fondos_archivo.jpg

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RACI = Responsible, Accountable, Consulted, InformedFrom WikipediaResponsible(alsoRecommender)Those who do the work to achieve the task.[7]There is at least one role with a participation type ofresponsible, although others can be delegated to assist in the work required (see alsoRASCIbelow for separately identifying those who participate in a supporting role).Accountable(alsoApproverorfinal approving authority)The one ultimately answerable for the correct and thorough completion of the deliverable or task, and the one who delegates the work to thoseresponsible.[7]In other words, anaccountablemust sign off (approve) work thatresponsibleprovides. Theremustbe only oneaccountablespecified for each task or deliverable.[4]Consulted(sometimesConsultantorcounsel)Those whose opinions are sought, typicallysubject matter experts; and with whom there is two-way communication.[7]Informed(alsoInformee)Those who are kept up-to-date on progress, often only on completion of the task or deliverable; and with whom there is just one-way communication.[7]14

Step 7: Design SecurityTiers for inheritanceGroup vs IndividualContainerUserAccess levelPublicationsJane SmithReadPublicationsRolando ChavezWritePublicationsAdam StevensonApprove

ContainerGroupAccess levelPublicationsReadersReadPublicationsAuthorsWritePublicationsManagersApprove

Site CollectionSite and Sub SitesLibraries and ListFolderItem

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A very important step of the team site design is the security model. The team will need to work together to determine the groupings and security settings for the things and content that they want to have on their site.Remember that in SharePoint security can be set at many levels : Site Collection, Site or subsite, Library, Folder, Item. As a general rule, we try to avoid item level security as it becomes a maintenance nightmare when employees change roles or jobs. 15

Step 8: Consider common elementsMost Team sites use some of the following:Calendar(s)AnnouncementsCommunication BoardTask TrackingProject TrackingDocuments LibrariesShared LinksContacts ListOneNote

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Additional points of considerationSharing outside the teamPublishing Site & PagesContent roll upContent Type HubUser Experience (UX)Use common vernacularAvoid AcronymsEmbed web parts together

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If your team is going to be sharing information with other groups or even external users, you may want to consider using publishing sites and pages that will require approval before they can be viewed by outside users.Consider any content roll ups that may be required for information from many sub sites or other site collections.If you are using a Thing that others in your organization are using, consider using the Content Type Hub.Creating pages with many web parts can really reduce the amount of travel a user needs to do to get the content they are looking for.Remember, views can be leveraged to show different meta data on difference web parts.17

Step 9: Put it all togetherGroup things and outline securityConsider Links and Navigation

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Step 10: Design NavigationGlobal NavigationTypically, not changed on team sitesLocal NavigationAlphabetical vs Most commonly usedPersists across entire team siteCall to Action ->Promoted Links (SharePoint 2013+)

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Global navigation is typically set in stone by your organization by the time you are designing your team site. What is important is that your team site is discoverable from within the existing intranet.The local navigation, however is completely in your hands.What links do you want to show?Audience targeting can be applied where needed.Headings can be created for collapsible groupings.External links should open in a new tab Target=_I like to create a promoted links list on the landing page of any team site to give the users their call to action.19

Step 11: Design the Interface

Organize the layout of the relevant pages/sites/libraries

Users typically start in the top left (Most Important) and end in the bottom right (Least Important)

Include a call to action

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Wireframes really help to get the message across to the site collection admin to the layout and overall look and feel for the sites and pages.Remember that colors can be distracting when discussing what elements to put on a page. Keep the discussions around the functions you want on the page. Ideally you could outline what columns should be shown on an embedded web part (Views).Ensure you have captured what happens next. The call to action should be present on every page so the user knows where to go next.20

Layout Examples

Default SharePoint 2013 Team Site

Call to ActionAnnouncements/ Message BoardDocument LibraryImage Source: http://cdn.boostsolutions.com/blog/wp-content/uploads/2014/06/team-site2.png

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PWC User Experience Team

AnnouncementsUseful LinksProject TrackingDocument LibraryCall to actionImage Source: Five Purposes of Modern Intranets - Step Two Design

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SharePoint Community Site

AnnouncementsMessage BoardCalendarCall to actionImage Source: http://nbsp.blob.core.windows.net/uploads/Images/eusp/2013-07-29-SharePointCommunitySite-10.png

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NAV Canada Department Page

Local NavigationCall to ActionAnnouncements / Promoted Links (Carousel)Document LibrariesTeam NameTeam DetailsTeam Member ProfileImage Source: Intranet_ Design_Annual_2016.pdf- Step Two Design

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Step 12: Build and Enjoy

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In SummaryConsider the user and their use caseIdentify and classify the ThingsDesign the experienceUpgrade and improve

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Take Aways

Steps to designing a SharePoint team siteIdentify users and user StoriesMap out use casesIdentify the thingsMap out associationsDefine the content strategyOutline records management rulesDesign securityConsider common elementsPut it all togetherDesign navigationDesign the interfaceBuild and enjoy

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QuestionnaireWho are the users of your site collection?What are they using it for?What services does your team offer to other groups in your organization?What Types of Documents/Files does your team use?Who should have access to what?Do you want any of the following?Calendar(s)?Message Board(s)?Task List(s)?External Links to important web sites or services for your team?OneNote?

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A BA shouldnt really just bring a script into a discovery meeting, but I have found getting the answers to these questions can really help drive the rest of the design phase.30

Lets continue the conversation!

mark.morris@devfacto.com

@markpatmorris

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I am a business analyst and information architect at DevFacto Technologies.I am a member of the international institute of business analysis (IIBA) and the information architecture institute (IAI).I am also a Neilson Norman group UX certified professional.That means that I like to know what the process is and obsess over the terms and descriptions associated with it. It also means I have some very good insight into designing a solution in a way the end users can understand it.I am a father to 3 wonderful young boys all aged 6 and under.I have been married to the love of my life for just over 8 years now and dont see any end in sight I am an avid gamer and super amateur board game designer.31

The EndAny Questions?

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