Extending your Information Architecture to Microsoft Teams
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The document discusses the importance of information architecture (IA) in Microsoft Teams and SharePoint, emphasizing the need for structured collaboration and effective content management. It outlines key considerations for designing IA, common mistakes to avoid, and best practices for governance to enhance user adoption and maintain performance. The document also presents practical tips for optimizing the use of Teams and aligns with continuous improvement strategies for organizational collaboration.
![Office 365 Groups naming policy
You use a group naming policy to enforce a consistent naming strategy for Office 365 groups
created by users in your organization. A naming policy can help you and your users identify the
function of the group, membership, geographic region, or who created the group. The naming
policy can also help categorize groups in the address book. You can use the policy to block
specific words from being used in group names and aliases.
The naming policy is applied to groups that are created across all groups workloads (like
Outlook, Microsoft Teams, SharePoint, Planner, Yammer, etc). It gets applied to both the group
name and group alias. It gets applied when a user creates a group and when group name or alias
is edited for an existing group.
Examples
Policy = "GRP [GroupName] [Department]"
User's department = Engineering
Created group name = "GRP My Group Engineering"
https://docs.microsoft.com/en-us/office365/admin/create-groups/groups-naming-policy](https://image.slidesharecdn.com/extendingyourinformationarchitecturetomicrosoftteamstms202spfestsea-190823160651/85/Extending-your-Information-Architecture-to-Microsoft-Teams-48-320.jpg)
Extending your Information Architecture to Microsoft Teams
- 1. Extending your Information Architecture to Microsoft Teams Christian Buckley Founder & CEO of CollabTalk LLC Microsoft RD & MVP
- 6. your sites Communication sitesTeam sites Department Team Project Extranet (Partner, Customer) Committee (Planning, Executive) Initiative, campaign or event Share work with organization Community of practice or interest Training and policies Updates and reports
- 7. Communication sitesTeam sites Created by users or admins Created by users or adminsCreated by admins Navigation Theme and logo Search scope Hub sites A communication site or team site News and activity rollup
- 8. But does SharePoint fit every collaboration scenario?
- 10. Outlook Inner Loop • Event team working together on an upcoming customer event • Technical Support trying to resolve an open customer ticket • Project Manager assembling a v-team to collaborate over the life of an initiative SharePoint & OneDrive
- 11. Outlook Outer Loop • Ideation opportunity and you want input from the entire company • Looking for expertise outside of your working team • Open discussion on topics that should be maintained as part of the organization’s broader knowledge assets Inner Loop • Event team working together on an upcoming customer event • Technical Support trying to resolve an open customer ticket • Project Manager assembling a v-team to collaborate over the life of an initiative SharePoint & OneDrive
- 12. Outlook The Open Loop Outer Loop • Ideation opportunity and you want input from the entire company • Looking for expertise outside of your working team • Open discussion on topics that should be maintained as part of the organization’s broader knowledge assets Inner Loop • Event team working together on an upcoming customer event • Technical Support trying to resolve an open customer ticket • Project Manager assembling a v-team to collaborate over the life of an initiative SharePoint & OneDrive Groups, Graph, and Security
- 13. How does all of this impact my information architecture?
- 14. According to SharePointMaven (Greg Zelfond), SharePoint Information Architecture consists of the following 4 major building blocks: • Site Hierarchy • Navigation & Search • Taxonomy • Security Check out Greg’s blog at https://sharepointmaven.com/
- 15. In 1998, Louis Rosenfield and Peter Morville published Information Architecture and the World Wide Web, a text about applying the principles of architecture and library science to web site design. Morville and Rosenfeld describe the relationship between users, context, and content as “information ecology” and visualized it in a venn diagram. “You only understand information relative to what you already understand.” Richard Saul Wurman
- 20. News, announcements & information (top/down, bottom/up) Collaboration & communication Personal, team, division, cross-company Usability, reliability, recognizable (theming and branding) Reorg, acquisition, growth Continuous innovation, change management Mobility and flexibility – informed & engaged Intranet AND extranet Who should and can access, create and consume (governance) Secure and compliant (proactive and reactive) VPN, multi-factor authentication Apps and services integration Out-of-the-box, configuration, customization – budget vs. requirements Find what you’re looking for (Search, discovery, browse/navigation) Considerations for the modern intranet
- 23. Top 10 IA Mistakes (for websites and intranets) 1. No Structure 2. Search and Structure Not Integrated 3. Missing Category Landing Pages 4. Extreme Polyhierarchy 5. Subsites/Microsites Poorly Integrated with Main Site 6. Invisible Navigation Options 7. Uncontrollable Navigation Elements 8. Inconsistent Navigation 9. Too Many Navigation Techniques 10. Made-Up Menu Options https://www.nngroup.com/articles/top-10-ia-mistakes/
- 25. Chat for today’s teams Communicate in the moment and keep everyone in the know Customizable for each team Tailor your workspace to include content and capabilities your team needs every day. A hub for teamwork Give your team quick access to information they need right in Office 365 Security teams trust Get the enterprise-level security and compliance features you expect from Office 365.
- 26. Reorg?Restructure?Archive?Change management? What this looks like in Teams
- 27. Team Modern Group Chat Channel SharePoint Reply ChainMessage Images, Emojis, Stickers, Giphy, Recordings Teams logical architecture OneDrive Tabs Folder Tabs Activity Feed Meetings Calling Apps Apps Contacts Teams Chats Voice
- 28. Conversation storage Chat service In memory processing for speed Leverages Azure storage (moving to Cosmos DB) Exchange Chat and channel messages are also stored in Exchange for information protection Conversation images & media Inline Images/Stickers are stored in a media store, Giphys are not stored. Where are conversations stored?
- 29. File storage 1:N chats Files are uploaded to OneDrive for Business and permissions are set for the members of the chat Team conversations Files are uploaded to SharePoint. A folder is associated with each channel in the team Cloud storage Dropbox, Box, Citrix ShareFile, Google Drive Where are files stored?
- 30. Data Entity Storage Image Files Voicemail Message Recording Calendar meeting Contacts Media service on Azure (using Blob storage) Team files SharePoint Chat files OneDrive for Business Individual mailbox in Exchange Chat service table storage (moving to Cosmos DB) Media service on Azure (using Blob storage) (<24 hours) Individual mailbox in Exchange Exchange Ingested to Exchange to enable compliance Ingested to Exchange to enable compliance Encoded to Stream Telemetry Microsoft Data warehouse (No customer content) Entity Storage Storage Key data entities and location where data is stored at rest
- 31. Common question: Does using Teams replace my need for SharePoint?
- 32. No, of course not. SharePoint is a core infrastructural component of Microsoft Teams, and works side-by-side with Teams to provide powerful and flexible collaboration options for your organization, with multiple ways to connect with and leverage your legacy – and future – SharePoint content.
- 35. Exchange Inside!
- 38. Guest Access
- 39. How Microsoft Teams impacts IA
- 40. According to fellow MVP and SharePoint Librarian Sarah Haase, SharePoint information architecture is “the art and science of organizing, storing, and labeling content (e.g. documents, list data, Office 365 groups, SharePoint sites, etc.) to support content findability and usability.” She wrote a great blog post on the evolution of the modern SharePoint site, and how there is now the need of “flat” SharePoint IA: https://regarding365.com/information-architecture-in-a-flat-sharepoint-world-934885869e8a
- 43. Questions to Ask when Planning for Teams • Who can create Teams? • Do we need Teams naming conventions? • Should we allow guest access? • Will we allow users to add their own apps? • How long should we test before we broadly deploy?
- 44. How can Tabs impact your IA? Provide an interface into relevant content Surface sites and tools in context to conversations Remove the “which tool do you use when?” argument Provide a quick path to add content into your Teams that may not be properly classified / organized
- 45. How about adding Connectors? Push rich content to Microsoft Teams Connect to services like Trello, GitHub, Bing News, Twitter, etc. Receive notifications of team activities for each service / stay in sync Complete tasks within a channel
- 46. Will Bots impact my IA? Automate manual tasks Enhance a conversation thread Act as a personal assistant to find information and content Ability to answer natural language questions Run surveys Provide quick status updates on open projects and tasks, kick off workflows, etc Improve the user experience
- 47. Exchange / Outlook • Folders • Rules • Email is hard to sort into a strict taxonomy because: • Most messages could live in more than one category. • Personal and business priorities may shift several times a year, rendering email taxonomies obsolete. http://boxesandarrows.com/the-information-architecture-of-email/
- 48. Office 365 Groups naming policy You use a group naming policy to enforce a consistent naming strategy for Office 365 groups created by users in your organization. A naming policy can help you and your users identify the function of the group, membership, geographic region, or who created the group. The naming policy can also help categorize groups in the address book. You can use the policy to block specific words from being used in group names and aliases. The naming policy is applied to groups that are created across all groups workloads (like Outlook, Microsoft Teams, SharePoint, Planner, Yammer, etc). It gets applied to both the group name and group alias. It gets applied when a user creates a group and when group name or alias is edited for an existing group. Examples Policy = "GRP [GroupName] [Department]" User's department = Engineering Created group name = "GRP My Group Engineering" https://docs.microsoft.com/en-us/office365/admin/create-groups/groups-naming-policy
- 49. Enforce a naming policy for Office 365 groups in Azure Active Directory To enforce consistent naming conventions for Office 365 groups created or edited by your users, set up a group naming policy for your tenants in Azure Active Directory (Azure AD). For example, you could use the naming policy to communicate the function of a group, membership, geographic region, or who created the group. You could also use the naming policy to help categorize groups in the address book. You can use the policy to block specific words from being used in group names and aliases. Note, this policy requires the Azure Active Directory Premium. https://docs.microsoft.com/en-us/azure/active- directory/users-groups-roles/groups-naming-policy
- 50. Managing Teams
- 53. Teams clients Teams Services Skype Infrastructure Office 365 platform and services Azure https://aka.ms/teams-foundations
- 54. Teams clients Teams and Skype for Business Admin Tools Controls for managing communications and Teams specific features M365 and Azure AD Admin Tools Controls for Groups, Identity, Licenses, Access https://aka.ms/teams-foundations Security & Compliance Admin Tools Controls for managing Security & Compliance across M365
- 56. SunsetActiveInitiate ConfigurationManagement Expiration policyRetention policy Ability to create teams Naming convention Classification of teams Create a team Cloning teams Add members and owners Add channels Add apps Create team join link Archive teams Delete teams Add members and owners Add channels Add apps Create team join link Remove members, owners and channels Post messages to Teams Remove apps
- 57. What are the “Best Practices” for managing IA in Teams?
- 58. Words of Wisdom from Microsoft Having a solid information architecture is an important prerequisite for realizing a well-maintained and well- performing portal. Designing the optimal structure requires detailed planning. If not done properly, you can adversely affect user adoption or have significant performance issues; the likelihood of both is very possible. Consider the following factors: • Business objectives and the organizational structure. • The kind of content you are dealing with. Is the content collaborative or published content? • Content classification and confidentiality. • Life-cycle of the content, and possible retention/disposition strategies. This also applies to sites as well. • Users of the content, their behaviors, common tasks, and expectations. https://docs.microsoft.com/en-us/sharepoint/dev/solution-guidance/portal-information-architecture
- 59. Words of Wisdom from Microsoft Information architecture is not a one-time process, rather, it a continuous process. While an optimal information architecture may not always be obvious to end-users, a poorly designed and managed information architecture will certainly be remembered if the experience is a bad one. Keep measuring, keep evolving, and keep it relevant and fresh. https://docs.microsoft.com/en-us/sharepoint/dev/solution-guidance/portal-information-architecture
- 60. IA + Governance in Microsoft Teams • Group and team creation, naming, classification, and guest access • Document your organization’s requirements for team creation, naming, classification, and guest access. • Identify existing SharePoint sites to be “Groupified” and connected to new Teams • Identify existing Office 365 Groups to also be “Groupified” and connected to new Teams • Plan to implement these requirements as a part of your Teams rollout. • Communicate and publish your policies to inform Teams users of the behavior they can expect. https://docs.microsoft.com/en-us/microsoftteams/plan-teams-governance
- 61. IA + Governance in Microsoft Teams • Group and team expiration, retention, and archiving • Document your organization’s requirements for team expiration, data retention, and archiving. • Plan to implement these requirements as part of your Teams rollout. • Communicate and publish your policies to inform Teams users of the behavior they can expect. https://docs.microsoft.com/en-us/microsoftteams/plan-teams-governance
- 62. IA + Governance in Microsoft Teams • Teams feature management • Document your organization’s requirements for limiting Teams features at the tenant and user level. • Plan to implement your specific requirements as part of your Teams rollout. • Communicate and publish your policies to inform Teams users of the behavior they can expect. • Security and compliance https://docs.microsoft.com/en-us/microsoftteams/plan-teams-governance
- 64. 10 Tips to get Started with Microsoft Teams (article by MVP Susan Hanley) 1. Before you create a new Microsoft Team or Office 365 Group, see if one already exists. 2. If you have an existing Group and want to leverage Teams, be sure to connect the Team and Group at set up. 3. Think about naming conventions for Groups and Teams. 4. Create a new Team for each project. 5. Do a little up front planning with your team to identify some initial channels —but don’t go overboard. 6. Try to avoid customizing the default Documents (i.e. Shared%20Documents) library in your Team-connected SharePoint site. 7. Understand the different user experiences for interacting with files in the Teams vs. SharePoint interfaces—and plan accordingly. 8. Determine your “go to” user experience for files, but make it easy see the big picture. 9. Create a link to your Team from SharePoint. 10. Share your tips, ideas, and questions in the Microsoft Tech Community https://www.computerworld.com/article/3179768/enterprise-applications/10-tips-to-get-started-with-microsoft-teams.html
- 66. In my personal experience, what works is: • Start by talking to your users about their preferences – don’t design the IA on your own, with all of your personal biases. • Look at your IA through the lens of specific business scenarios – and understand the outcomes. • Be consistent! It’s easier to be consistent when governance and change management are the priority. • Look at your systems holistically, understanding both company-wide and line of business needs – and the gaps between them. • Be prepared to regularly iterate on your strategy. • Organic growth through pilots is the most sustainable model for successful enterprise collaboration.
- 68. cbuck@collabtalk.com +1 425-246-2823 www.CollabTalk.com Contact Us Strategy. Influence. Amplification.
Editor's Notes
- #8: Core message: sites are sites. All functionality & innovation accrue to all sites. You build an intranet with sites. The key difference is the connection to O365 groups & the default access/permissions. Default look & feel are secondary difference. In future, will add point about typical communication modalities (Teams/Email vs. Yammer)
- #19: If you’re unfamiliar with the famous business book ‘Who Moved My Cheese?’ by Dr. Spencer Johnson, it features four characters: two mice named Sniff and Scurry, and two humans named Hem and Haw. In the story, the four characters are in a maze and looking for cheese, which signifies success and happiness. They discover an area in the maze where the cheese is plentiful, but while the humans become content with their find, the mice recognize that the supply will not last forever, and make plans to find additional cheese. As the supply runs out, the complacent humans become angry at the unfairness of it all, but one of the humans slowly recognizes that he needs to find a new source of cheese and begins exploring the maze, writing some of what he learns along the way on the walls of the maze. The story is all about anticipating and recognizing change, and adapting to it quickly. In some ways, we may think that Microsoft Teams has “moved the cheese” when it comes to our overall information architecture (IA), but in reality, IA has always been a moving target within Office 365 and even across multiple platforms and tools, and this is yet another change….and it will continue to change and evolve over time.
- #35: Speaker notes: If the organization participating in the workshop has SharePoint On-premises or Hybrid, be clear to explain that Teams requires SharePoint Online and will only leverage SharePoint Online. OneDrive for Business license is tied to the SharePoint license To learn more, visit our doc set at https://docs.microsoft.com/en-us/MicrosoftTeams/sharepoint-onedrive-interact
- #36: Speaker notes: If the organization participating in the workshop has SharePoint On-premises or Hybrid, be clear to explain that Teams requires SharePoint Online and will only leverage SharePoint Online. OneDrive for Business license is tied to the SharePoint license To learn more, visit our doc set at https://docs.microsoft.com/en-us/MicrosoftTeams/sharepoint-onedrive-interact
- #37: When you create a Microsoft Team, on the backend, you’re creating an Office 365 Group If the person creating the Team is an owner of an existing Office 365 Public or Private Group, they can add Teams functionality to the Group. When looking at enhancing a public Office 365 Group, users can do that if the number of members is equal to or less than 2500. To learn how to use PowerShell to control the permissions, and the types of licenses that are required to take advantage of these features, see [Manage who can create Office 365 Groups](https://support.office.com/en-us/article/Manage-who-can-create-Office-365-Groups-4c46c8cb-17d0-44b5-9776-005fced8e618). Team management The Team Naming convention feature provided by Groups is in private preview, and will be available soon in public preview. To learn more about this feature, see [Office 365 Groups naming policy](https://support.office.com/en-us/article/Office-365-Groups-Naming-Policy-6ceca4d3-cad1-4532-9f0f-d469dfbbb552). Prevent Teams from showing up in the global address list (GAL). To learn more, see "Hide Office 365 Groups from GAL" in [Manage Office 365 Groups with PowerShell](https://support.office.com/en-gb/article/Manage-Office-365-Groups-with-PowerShell-aeb669aa-1770-4537-9de2-a82ac11b0540). Manage Team\Group Expiration policies. To learn more, see [Office 365 Group Expiration Policy](https://support.office.com/en-us/article/Office-365-Group-Expiration-Policy-8d253fe5-0e09-4b3c-8b5e-f48def064733).
- #38: Guests must have an AAD identity. With support for MSA identities coming soon.
- #39: Tenant admins must go an enable guest access for Microsoft Teams. Learn more here: https://docs.microsoft.com/en-us/MicrosoftTeams/set-up-guests Team owners can add guests and modify the display name if that guest is being added to the tenant for the first time: Doc: https://docs.microsoft.com/en-us/MicrosoftTeams/add-guests Video: https://youtu.be/1daMBDyBLZc Guests with MSA email addresses is a feature that will soon be supported.