A Step by Step GuideBy Mark Morris
Designing a SharePoint Team Site
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Agenda Introductions 12 Step Program Q & 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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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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Culture Collaboration Communication Content Activity/Workflow
What is a team site?
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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
12 Step Program
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Step 1: Identify Users and User Stories
Determine the needs and uses of the team site Internal (Security Trimmed) External (Company wide)
Areas of focus: Communication, Collaboration, Services, Processes
Use Case User AreaI want to share a book with a coworker
Team Member Collaboration
I want to review a book before it is published
Team Manager Process
I want to look at available books
External Member Services
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Step 2: Map out use cases Process Mapping
Identify all users using swim lanes Look for areas for automation
Approvals Messages (email, text) Task assignment and tracking
Keep an eye out for “things” Bonus: Identify complexity and holes/gaps
in a process.
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Use Case ExampleVa
catio
n Re
ques
t
Empl
oyee
Man
ager
Syst
em
Submit a Vacation Request
Notify Manager of Submission Vacation RequestStatus: Submitted
Review Submission Approved?
Notify Employee of Rejection Notfify Employee of Approval Vacation RequestStatus: Approved
Vacation RequestStatus: Rejected
End
Start
Reject
Approve
Cancel Vacation Plans
Book Vacation
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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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Step 4: Map out associations (Information Architecture)
Determine how the things are related Build containers and groupings
Categorization and Classification
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Step 5: Define the Content Strategy
Substance What is the message
Workflow Process and tools for Create,
Edit, Maintain, Archive Structure
Meta Data and Tagging Governance
Hierarchy of decision makersImage Source: http://www.uxbooth.com/articles/complete-beginners-guide-to-content-strategy/
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Step 6: Outline Records Management Rules
Outline the life cycle of each thing (creation, access, distribution, storage, and disposition) Consider short term and long term policies
Outline 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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Step 7: Design Security Tiers for inheritance Group vs Individual
Container User Access level
Publications Jane Smith ReadPublications Rolando
ChavezWrite
Publications Adam Stevenson
Approve
Container Group Access level
Publications Readers ReadPublications Authors WritePublications Managers Approve
Site CollectionSite and Sub SitesLibraries and ListFolderItem
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Step 8: Consider common elements
Most Team sites use some of the following: Calendar(s) Announcements Communication Board Task Tracking Project Tracking Documents Libraries Shared Links Contacts List OneNote
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Additional points of consideration Sharing outside the team
Publishing Site & Pages Content roll up
Content Type Hub User Experience (UX)
Use common vernacular Avoid Acronyms Embed web parts together
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Step 9: Put it all together
Group things and outline security Consider Links and Navigation
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Step 10: Design NavigationGlobal Navigation
Typically, not changed on team sitesLocal Navigation
Alphabetical vs Most commonly used Persists across entire team site
Call to Action ->Promoted Links (SharePoint 2013+)
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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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Layout Examples
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Default SharePoint 2013 Team Site
Call to Action
Announcements/ Message Board
Document Library
Image Source: http://cdn.boostsolutions.com/blog/wp-content/uploads/2014/06/team-site2.png
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PWC – User Experience Team
Announcements
Useful Links
Project TrackingDocument Library
Call to action
Image Source: Five Purposes of Modern Intranets - Step Two Design
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SharePoint Community Site
Announcements
Message BoardCalendar
Call to action
Image 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 Navigation
Call to Action
Announcements / Promoted Links (Carousel)Document Libraries
Team NameTeam Details
Team Member Profile
Image Source: Intranet_ Design_Annual_2016.pdf- Step Two Design
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Step 12: Build and Enjoy
Image Source: https://upload.wikimedia.org/wikipedia/en/c/c5/Bob_the_builder.jpg
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In Summary
Consider the user and their use case Identify and classify the “Things” Design the experience Upgrade and improve
Take Aways
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Steps to designing a SharePoint team site1. Identify users and user Stories2. Map out use cases3. Identify the things4. Map out associations5. Define the content strategy6. Outline records management rules7. Design security8. Consider common elements9. Put it all together10. Design navigation11. Design the interface12. Build and enjoy
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Questionnaire Who 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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Let’s continue the conversation!
[email protected]@markpatmorris
The End
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