SharePoint Fest - New York - 2014 - Practical SharePoint Information Architecture
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This document provides an overview of practical information architecture for SharePoint. It discusses the roles of an information architect and business analyst when working with SharePoint. It emphasizes the importance of soft skills like getting stakeholders on the same page through shared understanding. Various visual tools are presented that can help with shared understanding, such as mind mapping for navigation, taxonomy, and prioritization. Other tools discussed include dialogue mapping, wireframing with Balsamiq, and process mapping. The document stresses that social complexity makes problems "wicked" and that getting to shared understanding is crucial when using visual tools with shared displays.
SharePoint Fest - New York - 2014 - Practical SharePoint Information Architecture
- 2. © 2014 Ruven Gotz Ruven Gotz @ruveng spinsiders.com/ruveng ruven.gotz@avanade.com
- 3. Buy the Book (or Kindle): http://amzn.to/JnxlcC
- 4. © 2014 Ruven Gotz SharePoint can be dangerous to your career!
- 5. © 2014 Ruven Gotz Expectations are set very high
- 6. Reality: The waters can be rougher than expected…
- 7. …but the results can make it worthwhile
- 8. © 2014 Ruven Gotz What is an Information Architect? http://www.flickr.com/photos/racingmix/274777460/
- 9. © 2014 Ruven Gotz What is a Business Analyst?
- 10. © 2014 Ruven Gotz In the SharePoint world, it’s a bit of a hybrid
- 11. © 2014 Ruven Gotz Dealing with humans in tough circumstances
- 12. © 2014 Ruven Gotz Soft skills
- 13. You have got to get everyone onto the same page
- 14. © 2014 Ruven Gotz The key to shared commitment is Shared Understanding
- 15. © 2014 Ruven Gotz Visual tools are a great way to get to shared understanding
- 16. © 2014 Ruven Gotz We will cover visual tools that assist with SharePoint
- 18. Data about data
- 20. What is Metadata? I think I get it Oh! Now I see (Mostly) What is Metadata? I think I get it The BIG Question
- 21. What is
- 22. Let’s use a
- 23. What does a cow say?
- 24. What does a chicken say?
- 25. What does a duck say?
- 27. The sounds these animals make are attributes that distinguish them
- 28. Example from Yoav Lurie • Prince • Pop/Rock • 1984
- 30. Adapted from the “pea soup” story by Serge Tremblay
- 33. What is our Base Metaphor for files?
- 35. What if we saw this?
- 36. Better…
- 38. Hire an intern
- 42. Not this! or this… What is Taxonomy?
- 45. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy
- 46. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Superclass
- 47. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Class
- 48. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Order
- 49. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Suborder
- 50. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Family
- 51. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Subfamily
- 52. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Genus
- 53. Animal Kingdom Invertebrates Vertebrates Mammals Predators Primates Whales Rodents Squirrels Mice Mice & Rats Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Roborovski Hamster Long-tailed dwarf hamsters Voles Gerbils Porcupines Guinea Pigs Fish Amphibians Reptiles Birds Taxonomy Species
- 54. Shared Drive Zoo X: Production Sales & Marketing Marketing Commercial Industrial Government Healthcare Labs Hospitals Private Public Large Urban Not Associated University Rural Medium Small Clinics Mobile Sales Web Design Newsletter Social Taxonomy
- 55. As we’ve already seen: This always works out great
- 56. Findability vs. Putability: a basic asymmetry
- 57. Shared Drive Zoo X: Production Sales & Marketing Marketing Major Hospitals Commercial Industrial Government Healthcare Labs Hospitals Private Public Large Urban Not Associated University Rural Medium Small Clinics Mobile Colleges Big Small Sales Web Design Newsletter Social
- 58. Moving this mess to SharePoint makes it worse
- 59. SharePoint Sux
- 60. The #1 rule of SharePoint? Never use folders Except when it makes sense ever
- 61. Folders for Security Permissions assigned per folder
- 62. © 2014 Ruven Gotz Let’s start with Mind Mapping
- 63. © 2014 Ruven Gotz Building a simple mind map
- 64. © 2014 Ruven Gotz Using a mind map for navigation
- 65. © 2014 Ruven Gotz Using a mind map for prioritization
- 66. © 2014 Ruven Gotz Discovery workshops
- 67. © 2014 Ruven Gotz Using a mind map for taxonomy
- 68. A SharePoint Taxonomy (Navigation)
- 69. Customer Type • Lab • Hospital • Clinic • Mobile Sector • Private • Public Size • Large • Medium • Small Location • Urban • Rural University • Yes • No A SharePoint Taxonomy (Metadata)
- 70. Adding Metadata (when uploading)
- 73. © 2014 Ruven Gotz What is metadata?
- 75. What are content types?
- 76. Name _________ Emp. # _________ Date _________ Dates Requested: From __________ To: __________ Manager ________ Approved Y/N Name _________ Emp. # _________ Date _________ Drug Used: Name __________ Cost: $ _________ Manager ________ Approved Y/N Vacation Request Drug Reimbursement
- 77. Both Content Types in One Library
- 79. Back to the Inventory Worksheet
- 80. © 2014 Ruven Gotz Build Mind Map (based on inventory worksheet)
- 81. Dealing with Wicked Problems
- 82. © 2014 Ruven Gotz Dialogue Mapping Facilitation & Mapping Shared Display Notation (IBIS) Dialogue Mapping http://cognexus.org/
- 83. © 2014 Ruven Gotz A very simple example IBIS map
- 84. © 2014 Ruven Gotz Real example
- 85. © 2014 Ruven Gotz Wireframing with Balsamiq
- 86. © 2014 Ruven Gotz Process mapping
- 87. © 2014 Ruven Gotz This stuff is hard
- 88. © 2014 Ruven Gotz Social complexity makes every problem ‘wicked’
- 89. © 2014 Ruven Gotz Getting to shared understanding is crucial
- 90. Visual tools with shared displays can help
- 91. Slideshare.org/ruveng Ruven Gotz @ruveng spinsiders.com/ruveng ruven.gotz@avanade.com Tools Mentioned: - Mindjet MindManager - Balsamiq Mockups - BizAgi Entry Level - Microsoft Visio
- 92. REMINDER – TOMORROW • 8:30 Keynote Panel – Bridging the gap: – On Prem vs. Cloud • 1:30 Understanding Enterprise Social – The value that social can bring Highly recommended • 4:20 today: SPT107 - Shifting the paradigm of requirements gathering
Editor's Notes
- #42: So, let’s create an alternative structure that is logically equivalent, but that makes putability much easier while preserving findability By the way: One way to start to figure out an organization’s metadata is to look at the folder names. You will probably not want to simply copy this, but it can be a good guide/starting point
- #43: It’s not this… (visual joke) [ANIMATED]
- #44: It’s not this… (visual joke) [ANIMATED]
- #45: It’s this… Not really this, but let’s use these creatures to understand.
- #46: Swedish botanist, physician, and zoologist, who laid the foundations for the modern scheme of binomial nomenclature. He is known as the father of modern taxonomy
- #55: This works because it’s really about governance – this is a stable structure that can’t be changed by just anybody: Changing this structure requires a world-wide meeting of the top scientists in the field, usually involving name-calling and fist-fights (or so I’ve heard) [ANIMATED]
- #56: Did you catch the subtle change here. The taxonomy is now of your ‘X’ drive.
- #57: And this is a common result
- #58: The asymmetry is that you’ll spend less time looking for a place to save something then you will looking for something after the fact.
- #59: Problem here is lack of governance – anyone can add any folder anywhere anytime This boils down to the ‘putability’ problem – I’ll search for a long time to find a doc, but not for long to see where to put it. [ANIMATED]
- #60: Once you’ve migrated your x drive to SharePoint, and all the promised benefits fail to emerge, The reaction is: (next slide)