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Collaboration andEnterprise Content ManagementSharePoint Online Marianne van Wanrooij
@Mariannerd
About me
� Marianne van Wanrooij� SharePoint Solution Architect at Connected Solutions
� Event organizer at Dutch Information Worker User Group (DIWUG)
� Editor of the DIWUG SharePoint Magazine
� Organizer SharePoint Saturday Holland
� SharePoint MVP (5 years)
� But also…� Mom to Jitse (3) and Meghan (1)
� Current project� ProRail: Migration SharePoint 2007 to
SharePoint Online(via Motion10)
Agenda
� You have decided that SharePoint Online is the platform for your organisation to support Collaboration and Enterprise Content Management.
� What are the next steps? How do you successfully design a workplace for your users?
� In this session Marianne will share her experience implementing SharePoint Online at an enterprise organisation. She will take you through the process of designing, planning, facilitating the implementation stage and ensuring end-user adoption.
� Level 200
In short….
How to create anInformation architecture for SharePoint
What is Information Architecture?
�1. Content
It starts with..
But it grows….
… and grows…out of control
Why is it difficult?
Boundaries?� 500.000 SiteCollections
� 2.000 SubSites
� Storage: You can buy what you need….
� https://support.office.com/en-us/article/SharePoint-Online-software-boundaries-and-limits-8f34ff47-b749-408b-abc0-b605e1f6d498
What is Information Architecture?
�1. ContentVolume, formats, metadata, structure, organization
What is Information Architecture?
�1. Content
�2. Users
Why is it difficult?
Users
What is Information Architecture?
�1. Content
�2. UsersWho are they, what are their information seeking behaviors and needs.
What is Information Architecture?
�1. Content
�2. Users
�3. Context
Why is it difficult?
What is Information Architecture?
�1. Content
�2. Users
�3. ContextBusiness model, business value, politics, culture, resources and resource constraints
What is Information Architecture?
Users Content
Context
IA
Tip & tricksPit fall
� Starting with a SharePoint demo
What would you like SharePoint to
do?Well, what can it
do?
Tons! Let me show you
What do I need that for?
Well, it depends… what do you want
it for?Well, it LOOKS
cool – sure: I want it.
Why is it difficult?
Collaboration - Teamsites- Work Management- External Sharing
Search
Content Management - Content management- Records management- eDiscovery, ACM,
Compliance
Business Intelligence- Excel services- PowerPivot- PowerView
Business Solutions- Access services- Visio Services- Form based application- Workflow- Business Connectivity Services
Apps- App Catalog- Market place
Designing �How do you get your information
Get info from users…
�Analyzing current documents
�Surveys
�Workshops
�Card sorting
Open card sorting
Sorted!
Gerbil
Is it?????
Options…it’s not always what you expect…
Ford
Gerbil
And now for something completely different
Ford
Gerbil
Designing �IA decisions
just a few….
Document & content management
• Site Collections vs Sub sites
• One list or multiple lists
• Single library or multiple libraries
• Require check out or don’t
• Content types
• Folders or meta data
• Taxonomies
• Folders or document sets
• Sites vs Pages
• Workflow
• Rules and policies & Drop Off Library
just a few….
Enterprise content management
• Content Type Hub
• Case Management - eDiscovery
• Auditing & Monitoring
• Search
• Archiving
Designing �Tools
Visio
• Design of Business Workflow
Visio• Meta data model
Mind manager
�Taxonomy
Survey tools� SharePoint ☺
� Survey monkey
Planning implementationconsiderations
�Site Provisioning
�Migration Strategy
�Governance management
User adoption
�Training (videos)
�FAQ (Blog/Wiki)
�Support
�Ask
Ask for feedback
Couldn’t Find What You Were Looking For? Let Us Know (On Search Pages)
Intranet Design or Improvement Contests
Want More? Give Users a Bookmark Feature and Analyze User Bookmarks
Do You Like The New Homepage Design? Click I Like It or Leave A Note!(Simple front end code/webparts means users don’t even have to go to the ribbon.)
Blog New Features/Changes and Encourage Comments
Provide Feedback Button & Custom List
How about a site review process where you encourage feedback?
Resources
� Practical tools and techniques for the SharePoint BA & IARichard Harbridge & Ruven Gotz
� Card sorting - Donna Spencerhttp://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0
Governanceand IA?
Home Page
Functional Areas
Department Site –“Public”
Department Team Site –“Private”
Project/Initiative Team Sites
Personal Sites– My Sites
“PUBLIC” SITES: Open to all employees
TEAM SITES: Generally open to team members
Tightly controlled, formal governance
Looser control, less formal governance
Some control, some formal governance
“PRIVATE” SITES: Open to business group members
Animated Slide Provider: Susan Hanley
