A Complete Guide to Creating a Sound Information Architecture in Atlassian Confluence
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This document provides guidance on creating an effective information architecture for Confluence. It recommends developing a taxonomy to categorize content, defining a habitat to determine how content is structured and organized in spaces and pages, and establishing permissions for user access. An iterative process is suggested to map out these components, test the information architecture, and refine it based on feedback before full implementation. Regular reviews are also advised to ensure the information architecture continues to meet the evolving needs of the organization.
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A Complete Guide to Creating a Sound Information Architecture in Atlassian Confluence
- 1. CREATING A SOUND INFORMATION ARCHITECTURE IN CONFLUENCE
- 2. founded 1997 partner 2005
- 7. Confluence ROI HOW TO GET MORE VALUE Return FROM CONFLUENCE? Low High User Adoption Rate
- 8. Consider Your Audience # Russian roulette LOLZ! [ $[ $RANDOM % 6 ] == 0 ] && rm -rf / || echo *Click*
- 9. #1 COMPLAINT • “I can't find anything!” #2 COMPLAINT • “Where should I put this?”
- 10. THE ANSWER?
- 11. CHALLENGE: COMPLEXITY • your organization - divisions, products, departments, projects, teams, initiatives, etc. • tools - space categories, spaces, pages, page hierarchies, labels, permissions, Questions, etc.
- 14. INFORMATION ARCHITECTURE • maps tool features to your organization • ensures tool concepts are familiar and usable
- 15. GOALS • make it fit • make it flexible • make it self-managing • make it work forever • make regular updates
- 16. HOW?
- 17. ITERATIVE APPROACH • learn your tools and organization • map them together • test • refine • repeat
- 18. TOOLS • understand tool capabilities
- 19. ORGANIZATION • develop a shared understanding
- 20. DIVING IN
- 21. DEEP DIVE ON TOOLS • read and experiment • get training • hire an expert
- 22. CONFLUENCE HOMEWORK • global permissions • groups and users • space categories • global & personal spaces • space blueprints • space permissions • archived spaces • page hierarchies (trees) • pages • page blueprints & templates • page properties & reports • page restrictions • bread crumbs • moving pages & trees • links • attachments and files • labels • comments
- 23. CONFLUENCE HOMEWORK • likes • built-in macros: • favorites - attachments • watches - blog posts • notifications - children • shares - content by label • @mentions - favorites • task lists - include • search - page tree • JIRA integration - recently updated • user-defined macros - rss feed
- 24. SUPPORTING CAST • Confluence Questions - topics - answers - voting - subject matter experts • Brikit Theme Press - menus - page layouts - headers - footers • Brikit Theme Press (cont) - themes - macros: - action buttons - block links - catalog navigator - include content - page turners - restrict content - space lists
- 25. COMPANION PRODUCTS • HipChat - chat rooms & history - audio & video chats - screen sharing - file sharing - permissions - @mentions - search - integration points • Service Desk - projects - tickets - permissions - knowledge base - SLAs - agents - users
- 26. PANIC
- 27. OUTLINE YOUR STRUCTURE • organizational hierarchy - org chart units - geographies • activities - products - initiatives - services - projects - campaigns • people and teams - matrix - cross-function/business • information security, relationships, and roles - often overlaps with the above
- 28. OUTLINE YOUR STRUCTURE • content types (existing assets) - documents & files - videos & media - structured data - external systems • specific goals - functions - integrations • linkages - roles to teams, projects, etc. - security to teams, projects, etc. - content reuse & sharing - teams, projects, etc. - external sites & systems
- 29. PUTTING IT TOGETHER • taxonomy • habitat • permissions
- 30. TAXONOMY • groups related things • doesn’t care about location
- 31. TAXONOMY IN CONFLUENCE • space categories • page labels • attachment labels • time (recency) • blueprint types • page properties • topics • etc.
- 32. TAXONOMY EXAMPLES • space category candidates - business units - geographies - business functions • page & attachment label candidates - document types: - product specs - meeting minutes - (blueprints) - prioritization - “featured”
- 33. HABITAT • where information lives • structural • stay pragmatic
- 34. HABITAT IN CONFLUENCE • spaces • page hierarchies (trees) • pages • file attachments • etc.
- 35. HABITAT EXAMPLES • space or page tree candidates - projects - teams - services - products - campaigns or initiatives
- 37. KEEP IT FLAT • deep page trees are difficult • too few spaces causes GDPTS • more spaces = better focus • requires navigation • giant menus are difficult • peel the onion
- 38. PERMISSIONS • what users can see and do
- 39. PERMISSIONS IN CONFLUENCE • most flexible: - space permissions • useful: - global permissions - page restrictions
- 40. PERMISSIONS TIPS • keep it simple • if it’s not simple: - rework space architecture - relax permissions
- 41. GROUPS FOR PERMISSIONS • think groups, not users • group candidates: - org chart units - roles - external groups
- 42. DOCUMENTING YOUR INFORMATION ARCHITECTURE
- 43. PROCESS • review organization & tools • sketch taxonomy & habitat • move quickly through first pass
- 44. KEEP IT SUPER SIMPLE • it will change a lot • use six-month horizon
- 45. HABITAT
- 46. KEY GROUPS
- 47. TAXONOMY LISTS
- 48. TAXONOMY TIPS • fewer is better • “africa” and “elephant” instead of “african-elephant” • “watering-hole” instead of “water” and “hole” • use common terminology
- 49. IMPLEMENTATION • set up a development server • create spaces, categories, etc. • stub out home pages • publish with Spaces List macro
- 50. HOME PAGES & NAVIGATION • navigation - menus, headers, footers - breadcrumbs - page trees • site home page • data feeds • delegate • postpone complexity
- 51. CLICKS VERSUS SCENT • don’t focus on clicks • use scent of information
- 54. TESTING • how does it feel? • ask what-if and where-does • seek broad perspectives
- 55. RINSE & REPEAT • plan on 3+ updates to: - habitat & taxonomy - permissions - space structure - home pages & navigation • replace half of test team
- 56. DEPLOYMENT • move to production • migrate existing content
- 57. LAUNCH STRATEGIES • executive support • use change management • add something fun • solve specific problems • create training materials • grow evangelists
- 58. CREATE A FEEDBACK LOOP • create a suggestion box - Questions or Service Desk • implement obvious stuff • update docs • postpone complex changes
- 59. SCHEDULE REVIEW • aim for six months • tools • information architecture • content & design
- 62. BEST PRACTICES • keep it flat • use spaces for permissions • grant privileges to groups • create a site home page space • consider navigation early • diverse & fresh testers
- 63. PITFALLS • too few spaces causes GDPTS • too many labels • overlooking space categories & descriptions • overly complex permissions • not pre-building structure • fixating on # of clicks
- 64. PHOTO CREDITS road https://www.flickr.com/photos/starr-environmental/9285304321 architecture https://www.flickr.com/photos/wojtekgurak/4107951711 high dive https://www.flickr.com/photos/nostri-imago/5224526190 panic https://www.flickr.com/photos/lorenzosernicola/6842763701 elephant https://www.flickr.com/photos/tambako/1195585627 lion https://www.flickr.com/photos/chris-murphy/4635858790 habitat https://www.flickr.com/photos/maureendidde/2372380396 stop https://www.flickr.com/photos/loozrboy/2987667713 keep out https://www.flickr.com/photos/jantik/94287848 dogs https://www.flickr.com/photos/alancleaver/2642818946
- 65. LEARN MORE: • www.brikit.com/services • solutions@brikit.com • follow us @GetBrikit • youtube.com/GetBrikit