SharePoint Fest - New York - 2014 - Practical SharePoint Information Architecture
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Tools and techniques for success with SharePoint Information Architecture
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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
Notas del editor
- 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
- It’s not this… (visual joke) [ANIMATED]
- It’s not this… (visual joke) [ANIMATED]
- It’s this… Not really this, but let’s use these creatures to understand.
- 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
- 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]
- Did you catch the subtle change here. The taxonomy is now of your ‘X’ drive.
- And this is a common result
- 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.
- 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]
- Once you’ve migrated your x drive to SharePoint, and all the promised benefits fail to emerge, The reaction is: (next slide)