Introducing new learning courses and educational videos from Apress. Start watching. Information Architecture is a guide and tool set for planning and documenting the scope, navigational taxonomy, document taxonomy, metadata, page layouts and workflows for a successful Share.
Practical SharePoint Information Architecture is a guide and tool set for planning and documenting the scope, navigational taxonomy, document taxonomy, metadata, page layouts and workflows for a successful SharePoint project. If you have been tasked with delivering an intranet for collaboration, document management or as a corporate portal, your only chance for success is to get all of these elements right, and then to make sure that you and your stakeholders are all on the same page.
SharePoint can be dangerous to your career: Expectations are often set very high, and not enough time is invested in understanding how those expectations can be met. Many SharePoint projects fail to meet their initial goals. Practical SharePoint Information Architecture arms you with proven tools that will help you to ensure that there is an agreement on the goals and scope, and how to then efficiently design your taxonomies.
Carl Linnaeus Moving this mess to SharePoint only makes it worse SharePoint Sux! SharePoint is confusing! What is our base metaphor for files? Folders on the Mac What if we saw this? Better… Solve it with folders!
Now, you hire an intern to add documents Finding vs. Saving Findability Putability The 1 rule of SharePoint Never use folders Except when it makes sense to do so ever When it makes sense… Permissions assigned per folder SharePoint Taxonomy Adding metadata when uploading A SharePoint Simulation Inventory worksheet What is metadata? What are content types? Both content types in one list Content types for: Workflow, Policy, Security Inventory Worksheet Mind Map from Inventory Worksheet Lunch 60 min Morning Recap 15 min This is tough, but the results can be worthwhile Differences between BA and IA Getting to Shared Understanding is crucial; visual tools can help Gather requirements — Focus on business outcomes Requirements Run the discovery workshops and build the roadmap The magic of metadata What is Card Sorting?
What are the types of card sort? Open card sorting process Gerbil Results Gerbil But not always what you expect Ford Gerbil But not always what you expect 2 Ford Gerbil Sketch everything and keep your curiosity fresh. John Singer Sargent I used to hate wireframing! A useless wireframe Way too much work Erik Swenson Balsamiq: Just right Edwards Deming Afternoon Coffee 15 min With silver bells and cockleshells and pretty maids all in a row.
SHARE Above the line vs. Its job is to communicate and cooperate to ensure that the portal runs smoothly and efficiently. The team members have to work together to balance the needs of IT for control and manageability and the needs of the business for responsiveness, reliability, performance, and flexibility. Editor in Chief SHARE The editor in chief sometimes called the portal owner is the person responsible for the content that appears on the site. Content Approver SHARE This role is not usually assigned to a separate person; the section owner may be the approver of content for the sites contained within that section.
Or a site owner may be the approver for subsites. In some cases, where there are legal or other high-risk issues, there may be approvers assigned from the legal or other departments. Content Owner SHARE The content owner may be the same person as the site owner, or that person may just be responsible for a subset of content within a particular area of a site.
There is a lot of overlapping responsibility here That is because at every level, people have an absolute responsibility to ensure the quality and impact safety and risk of the content on the site.
As we move up the responsibility hierarchy, each level can catch issues missed by the layer below. See P for details here And yet, within an organization, you must put responsibility into the hands of readers to notice and point out material that is inaccurate, out of date, or that could put the organization at risk.
You have to enable the readers to report issues by making it easy for them to do so. There should be a link on each page to report issues or at least to contact the page owner every page must display who the owner of that page is. Two books you must read What are wicked problems? Tools that can help IBIS Notation I use Mind Manager to express the same notation Dialog mapping to capture argumentation Dialogue Mapping for scoping Practice or Practitioner Kick-off — Identify the players Nail down the vision Run your discovery workshops Navigation Workshops Collaboration strategy Infrastructure Search strategy Communication Planning and Community Building Summary This presentation will be available on the Toronto SharePoint Summit web site a few days after the event.
Thank you Please rate this session! Fill out the survey and get a chance to win a Surface Site Collections Site Collection or Site Subsite? OR Site Collection What brings you to this conference? That describes my situation exactly!!!
I can do this. I have learned so much and I am going to take this back and implement it at my organization. You weremotivatedYou learned good stuff from the best of the bestWhat went wrong? You are at a loss of what to do. But, let me ask you: Do you want the solution to this problem? Do I have the answer? No, I do not… sorry about that. I can help with the pain by giving you some strategies and some specific work-arounds in specific areas.
To have ANY chance of success with any plan, you need to have a shared understanding of the goals with your team, stakeholders, key players, etc. This is because of the social complexity that SharePoint brings- You want to fundamentally change the way people do their jobs… and that leads to wickedness Our stakeholders are excited about this project!
When you are working on your SharePoint project, you may be thinking: Go big or go homeThat MAY be a high-risk, high-reward strategy But… the risk is real — and depending on your skill and experience, quite likely photo credit: ultrarob. Nothing is as good as a small success. When people get a whiff of THAT, holding back the demand will be your biggest problem.
Local navigation is the static navigation that viewers see on every page of your site. For team sites, local navigation shows up on the left side of the page in the area referred to as the "quick launch".
For communication sites, local navigation shows up at the top of the page. Local navigation is on every page in your site. It creates a persistent experience to allow site visitors to move back and forth among the pages and content on each site.
Think about how viewers might explore your content and use local navigation to support that exploration. Example: A travel site might have the following local navigation links that support viewers who are exploring the travel site from the perspective of "what am I allowed to do? One component to modern SharePoint team sites that makes information architecture easier to implement and maintain are Microsoft groups. Microsoft groups provide a membership service that allows for easy hub and site permissions as well as additional functionality for SharePoint team sites and Microsoft Teams.
With Microsoft groups, you can give a group of people access to a collection of collaboration resources like Planner, OneNote, SharePoint team sites, and more. M groups can only be used on SharePoint team sites. Pages within team or communication sites provide an opportunity to use dynamic web parts that automatically update content from other sites and pages like News , Highlighted content , or Sites web parts.
Every page in each site tells a story for the reader. Since we know that most readers do not read every word on a web page or even scroll to the bottom, you need to pay attention to how you present information on each page. Make sure that you put the most important information — the information that your readers must have for your communication to be successful — at the top of the page.
As the page continues, you can add additional information that is helpful, but not crucial. Think of this as writing with your summary or conclusion up front, instead of at the end. Use sections, headings, and bullets to make your pages easier to read.
For more info, see Add sections and columns on SharePoint modern page. Navigational elements are menu styles like the mega menu, cascade menu, and footer menus. Secondary navigational elements include inline links and buttons. Audience targeting - Audience targeting helps the most relevant content get to the right audiences.
By enabling audience targeting, specific content will be prioritized to specific audiences through SharePoint web parts, page libraries, and navigational links. Information barriers - Information barriers are policies in Microsoft that a compliance admin can configure to prevent users from communicating and collaborating with each other.
This is useful if, for example, one division is handling information that shouldn't be shared with specific other divisions, or a division needs to be prevented, or isolated, from collaborating with all users outside of the division. Information barriers are often used in highly regulated industries and those with compliance requirements, such as finance, legal, and government. Multilingual considerations - If your organization spans a diverse population, you may want to make content in your intranet sites available in multiple languages.
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