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Spark the future.
May 4 – 8, 2015Chicago, IL
Designing and Applying Information Architecture for Microsoft SharePoint and Office 365Scott JamisonCEO, [email protected]
BRK3190
Want to get the most out of your SharePoint investment and maximize adoption?
CEO
Meet Scott Jamison
What must people do?
What should people do?
1. Provide clear guidance
“I need to understand why and how I should do this.”
“It should be easy for me to do my job.”
2. Make it easy
3. Keep It Simple (Stupid).
What might help us?
Information Architecture.(backed by proper governance, of course)
In this session…Achieve success by employing Information Architecture best practices for content.
Metadata Columns
SharePoint Libraries
Search
Folders
OneDrive for Business
Web Pages and Sites
What is Information Architecture?
The art and science of organizing content…
DocumentsWeb SitesBlog PostsList Entries
…to support ease of use and findability.
What is Taxonomy?
System of classification
In other words: a way to organize things.
A content management system.
What is SharePoint?
For SharePoint solutions, two key content areas:Web Content Typically part of a Publishing Solution (aka the Intranet)
Site MapPage LayoutsWireframesNavigation
Document ContentTypically part of a Collaboration Solution
Document LibrariesColumns/MetadataFoldersOneDrive for Business
Getting your IA right: Four Key Steps
Define
Design
Implement
Govern
Putting our process to work: A solution for your forks
“I want to be able to find a fork when I need one.”
DefineWhat am I trying to do? What is my goal?
“Select an easy-to-reach drawer and then segment it into compartments for each type of utensil.”
DesignIn what manner to I accomplish my goal?
“I picked a drawer. I went to the store and got one of those divider thingies. I put the forks in one slot and the spoons in another.”
ImplementJust do it.
“I defined rules about where things go. I trained my husband and kids about the drawer. I enforce the system through smiley face stickers and stern reprimands.”
GovernMaking sure your hard work sticks.
Putting our process to work: A solution for your content
“Enable users to locate personnel forms quickly.”
“Educate new employees on policies.” “Provide company-relevant news.” “Enable users to locate the correct
document easily.”
DefineWhat am I trying to do? What is my goal?
“We used a card sorting exercise to put our content into logical categories.”
“Define a site map, page layout, and navigation taxonomy.”
“Define a tagging taxonomy, a folder structure, and a set of retention policies.”
DesignIn what manner to I accomplish my goal?
“I used out-of-the-box components in Office 365 and implemented my design.”
“I created a custom CSS and some client-side JavaScript to configure my custom site.”
“I used folders, columns, and document library settings to implement my design.”
ImplementJust do it.
“We provide both guidance and policies on how to use the system properly.”
“We held company-wide trainings and reinforce the message every year.”
“We hold employees accountable by making adherence of the policies part of their review.”
GovernMaking sure your hard work sticks.
For SharePoint solutions, two key content areas:Part 1: Web Content Typically part of a Publishing Solution (aka the Intranet)
Site MapPage LayoutsWireframesNavigation
Part 2: Document ContentTypically part of a Collaboration Solution
Document LibrariesColumns/MetadataFoldersOneDrive for Business
Part 1: Web Content
where things go vs. how things are labeled
Where content livesIn this siteOn that page
How content is labeledArticle HeadlineArticle Date
How content can be accessed
There’s a link to that article in several places or from multiple menus
Where content lives – in aisle 12
Labels
If we know where content lives, why do we need labels?
If we have labels, why care about the physical location?
Logical location With good navigation to get you there
Proper labeling To review details on the item regardless of location
Virtual access methods Technology can eliminate some of the need for physical location (but
not all)
Ideal Combination
Site Architecture
Site Architecture – the physical structure of the portal and the pages within the portal [The grocery store layout]
Page Architecture – the position of web parts and content on each page. Layout consistency helps users quickly find what they need. [How an aisle is laid out]
Navigation Taxonomy – the structure of the navigation for the portal. [How you enable folks to meander through the store, including signage]
Search Taxonomy – a way to jump directly to content [An item lookup that points to an aisle, or perhaps a teleporter]
Key Levels of IA for Web Content
Think about how content can be separated into major groups. Examples: News vs. reference info vs. project data Product categories By business role
The Site Architecture should allow people to quickly find the information they need to do their jobs, effectively improving operational efficiency
Site Architecture
Use Visio (or Balsamiq Mockups) to create a visual site map that lays out the skeleton structure of the SharePoint solution
Important to review structure to all interested parties to ensure completeness of solution and ability to grow over time
Site Map
Site Map
Information Architecture is closely related to Logical Design
IA & Logical Design
http://my/personal/<user>
http://my
Application pool
HR
Http://woodgrove/
Application pool
Facilities Purchasing
Team 1
http://team
Team 2 Team 3
Web application—Published Intranet Content Web application—My Sites Web application—Team Sites
Application pool
User ProfileManaged Metadata
SearchSecure Store Service
Access Services
I I S Web Site—“SharePoint Web Services”
Excel Calculation Services
Business Data Connectivity
Get used to single web application Multiple site collections
Categorize by workload (Intranet, document management, social, etc.) Consider hybrid scenario: team sites and OneDrive in the cloud, Intranet on-premises
(for now)
Site Collections Define: Navigation (top navigation bar, breadcrumbs) Content types Workflows Permissions Quotas Administration Content Query Web Part boundaries (use Content Search to break boundary)
Logical Design: Ready for the Cloud
Page Architecture
For the main page on each portal and top-level site, create a wireframe
Use PDF or Visio stencils
Or, a tool like Microsoft Expression Design or Balsamiq Mockups
Wireframes
For publishing pages, it may be useful to use the wireframes to define your page layouts
Page Layouts
Page Types
Home
Summary of Summaries
Summaries
DetailContent rollups of
information or rollups of rollups
Detailed content page
Most likely not edited, just summarized from
content below
Site TypesSite TemplatesDetermine basic behaviorProvide basic starting pointCan NO LONGER be customized (Office 365)Use client-side scripting and CSOM
See patterns & practices for guidance
ExamplesTeam SitesPublishing SitesBlog
Navigation Taxonomy
Navigation Concepts In SharePointLogicalGlobal Navigation – Top level places to goSecondary Navigation – PeersCurrent – Where I amRecent – Where I have beenBreadcrumb – Navigation path to here
PhysicalStructuralManagedSuite barQuick linksBreadcrumb *RibbonCustom
What About Branding?
Branding isn’t part of IA That said, determine whether there are special
requirements that will influence branding, such as: Logos and images Color requirements Header treatments Fonts Existing portal or websites Corporate Guidelines
Be careful to not over-brand Don’t use custom master pages with O365 You can do a lot with CSS and JavaScript
What about branding?
Part 2: Document Content
Typical ways to set up SharePoint for Document ContentOption 1: Like a file share (folders and default view)1. Folders – lots of clicking, single dimension for viewing2. No metadata – no navigation, no search
Great for contributors, a nightmare for consumers
Typical ways to set up SharePoint for Document ContentOption 2: Metadata instead of folders1. Unfamiliar to users2. Forces users to add metadata (they’re lazy and will pick the 1st choice)3. No good drag & drop & tag4. No good offline experience
Great for consumers, a nightmare for contributors
How Do We Fix This?
Step Away From the Keyboard: Part 1 Treat your content contributors differently than your content consumers
Step Away From the Keyboard: Part 2 1. Design columns, not folders
2. Then create folders
You want me to create folders?
I was told to avoid the ‘F’ word!
Three valid reasons for folders:1. Security2. Location-based default
values3. SharePoint Library Sync
& OneDrive for Business
IA for Document Content: The PlaybookStep 1: Fix Contribution & Offline UsageUse Folders and default properties
Different views (UX) for contributors and consumers
Step 2: Fix Consumption #1 (Browsing and Navigation)Different views (UX) for contributors and consumers
Configure navigation
Folders for Offline use
Step 3: Fix Consumption #2 (Search)Encourage better Titles
Map your crawled properties into managed properties
Step 4: Align TaxonomySeven places to configure things (you don’t have to do them all)
IA for Document Content: The PlaybookStep 1: Fix ContributionUse the best of folders (1-2 levels max) and columns (reasonable number)
Different views for contributors and consumers
Contributors: folders with default metadata & permissionsDefault metadata is like magic for OneDrive for Business & SharePoint Library Sync
Consumers: views without folders
Use Managed Metadata (Term Sets)
Provides type-ahead and centrally managed terms
IA for Document Content: The PlaybookStep 2: Fix Browsing and NavigationDifferent views for contributors and consumers
Contributors: folders with default metadata
Consumers: views without folders
Use Managed MetadataEnables metadata-based navigation and filtering
Align with FoldersFor Offline use with SharePoint Library Sync & OneDrive for Business
IA for Document Content: The PlaybookStep 3: Fix SearchEducate users on the Title property and how it’s used
Educate users on how relevance works
Configure facets
Configure managed properties
Book Giveaway!
Book Signing!
We’re giving away 3 more copies at the bookstore at 1:00 today.
Making Search Results BetterThe #1 & 2 Things you can do?
1. Make metadata easy2. Get the title property corrected!
It’s pretty simple:Explain this to users. Yes – train them!By default, show the Title property in the default viewTie the Title property to an actual field in the document
Better Adoption: The PlaybookStep 4: Make Sure Taxonomy-Related Items Align
SharePoint Gives You SEVEN Places to Configure Things!Site columns
Term Store (Lookup Values)
Folders (Default values & One Drive for Business & Library Sync navigation)
Search: Managed Properties
Search: Keywords (Definitions and Best Bets)
Global Navigation
Local Navigation: Use Metadata (Library) Navigation
Putting It All Together
Demo
Document libraries, folders, metadata, OneDrive for Business
Once You Get This Right… Only Then:Content TypesReusable collection of metadata (columns), workflow, behavior, and other settings
Document SetsSimilar documents, single work product
Content OrganizerRoute content based on tags and other criteria
Example Content Types
Legal Document
Item/Document
Company Document
SalesDocument
FinanceDocument
Never Modify!!
Content Disposition
Core Metadata
Where do files go?My work files Team/Project docs Corporate
DocumentsCorporate Records
OneDrive for Business
SharePoint (Team Site)
SharePoint(Document Center)
SharePoint (Records Center)
Secure online storage for employees
Secure storage for teams
Secure storage for enterprises
Secure storage for enterprises
Low governance Medium governance High governance High governance
Information Lifecycle
ContextContent
Ready to publish,sign off & approve
Create Edit /Review ArchivePublish
Information Architecture
Metadata
Related Topics In addition to Document Content IA, you should
explore: Role based access controls for SharePoint Online Applying consistent document deletion and preservation policies across
SharePoint Online Performing eDiscovery searches across all content Enforcing Data Loss Prevention throughout SharePoint Online Protecting and restricting content downloads on devices Auditing content usage, downloads, and sharing
SharePoint Online and OneDrive for Business Management and Control – Wednesday at 3:15 PM (Chris Bortlik)
Learn more: aka.ms/BortlikBlog
OneDrive for Business tips• Only sync the libraries that make sense.• Limit folders to 1-2 levels max.• You can sync up to 20,000 items in your OneDrive for Business library, including
folders and files.• You can sync up to 5,000 items in site libraries, including folders and files.• In any library, you can download files up to 2 GB.
OneDrive for Business tips
Personal OneDrive
OneDrive at your company (still ‘yours’)
All of the SharePoint Libraries that you’ve sync’d
Anywhere access
80
Documents stored in OneDrive for Business can be access from almost any device You can also stay connected via apps and browser.
Recap
Define
Design
Implement
Govern
Logical location With good navigation to
get you there
Proper labeling To review details on the
item regardless of location
Virtual access methods Technology can
eliminate some of the need for physical location (but not all)
Information management and governance in SharePoint 2013
https://technet.microsoft.com/en-us/library/cc262900.aspx
Information Architecture 101 http://sixrevisions.com/usabilityaccessibility/information-architecture-1
01-techniques-and-best-practices/
Nielsen Norman Group Report: 2015’s Best Intranets http://www.nngroup.com/articles/intranet-design/
Resources
Visit Myignite at http://myignite.microsoft.com or download and use the Ignite Mobile App with the QR code above.
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