sharepoint information architecture
DESCRIPTION
Credera is a proud sponsor of SharePoint Fest Denver 2012.One of the featured speakers is Jesus Salazar, a Principal with Credera and member of Microsoft’s SharePoint Development Advisory Council, who will present on Information Architecture: From Small Businesses to Global Enterprises.TRANSCRIPT
Credera is a full-service management and
technology consulting firm. Our clients range
from Fortune 1,000 companies to emerging
industry leaders. We provide expert, objective
advice to help solve complex business and
technology challenges.
Dallas Office15303 Dallas ParkwaySuite 300Addison, TX 75001
972.692.0010 Phone972.692.0019 Fax
Denver Office5445 DTC ParkwaySuite 1040Greenwood Village, CO 80111
303.623.1344 Phone303.484.4577 Fax
Houston Office800 Town & Country BlvdSuite 300Houston, TX 77024
713.496.0711 Phone713.401.9650 Fax
Austin Office9020 N Capital of Texas HwySuite 345Austin, TX 78759
512.327.1112 Phone512.233.0844 Fax
Information ArchitectureFrom small business to global enterprises
Dallas, TXMay 17, 2012
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Welcome & Introduction …
Jesus Salazar is a Principal with Credera’s Microsoft Solutions Practice and held a seat on the Office 14 Developer Advisory Council
Jesus J Salazar, Principal with Credera
• 12 years of experience with Microsoft-based technologies
• Experience delivering IT solutions to medium and large businesses
• Strong focus on SharePoint since 2003
• Microsoft Certified Professional
• Member of the Office 14 Developer Advisory Council where he helped shape
the features and architecture of the next generation of Microsoft Office and
SharePoint
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Agenda …
Thank you for coming – we hope you find our discussion insightful and walk away with a couple of things your organization has not yet thought of
• Definition of Information Architecture
• Importance of Information Architecture
• Information Architecture Methodology
• Information Architecture Elements
• Document Management Scenarios (Small Business – Enterprise)
• Conclusion
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Definition of Information Architecture
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Definition of Information Architecture …
Information Architecture makes finding and using information easier
Information Architecture is the art and science of organizing and labeling websites, intranets, online communities, and documents to support
findability and usability.
… Effective information architecture will assist users in understanding and interacting with a solution, and can mean
the difference between users quickly embracing a new technology, or becoming frustrated and disengaged.
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Definition of Information Architecture …
Simply put, IA is putting in place the organization required to connect people to the content they need
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Importance of Information Architecture
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Importance of Information Architecture …
Information is getting more and more vast, managing this information is getting more and more difficult
Information is Growing
Managing It is Getting Harder
• Information is doubling every 2.5 years (Gartner)
• Organizations maintain 30 times more data than they did in 1999 (Gartner)
• Average person spends 10 hours/week looking for information (IDC)
• 40% of portal initiatives fail to garner adequate adoption to achieve ROI (Gartner)
• 10% to 15% of portal initiatives are scrapped altogether (Gartner)
• It is very common for users to say content is either “stagnant” or “out of control”
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Keys to User Adoption
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Importance of Information Architecture … User Adoption …
Without the technology and architecture to make your site usable and content within it easy to find, user adoption will never be achieved
Usability•Intuitive to navigate•Makes my job easier•Doesn’t require significant training
Findability• I don’t need to
know exactly what I’m looking for
• Get what I need most of the time
User Adoption
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Importance of Information Architecture … Benefits …
User adoption of Enterprise 2.0 features result in downstream productivity and collaboration enhancements which culminate to an “Overall Better Company”
Use
r Ado
ption
Enterprise 2.0
Search Team sites Social features Tagging ECM
3rd Order BenefitsIncreased
Profitability
High quality work results
More efficient Operations
Higher Customer
Satisfaction
Employee Retention
2nd Order BenefitsWorker efficiency
Human ingenuity
Collaborative problem solving
Improved processes
Superior decisions
Direct Benefits
Open Knowledge Management Social Networking Emergent
Collaboration
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Information Architecture Methodology
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Information Architecture Methodology …
A sound IA methodology should ensure you are focusing on what users are trying to accomplish rather than where information should be placed
IA Methodology
Technology
Form
Content
Audience
Purpose
•What does each audience need to achieve the goal?•What information do people need to consume or share to meet their goals?•For a public facing site, content might be represented as required functionality
•What style, navigation, and other formatting will help the audience?•Form is both style and organization of the content or “Look and Feel”•It’s the non-verbal communication that helps the audience navigate
•How will we deliver the content?•Only after the other layers are understood, do we then use the technology layer•Describes the technical (or other media) means for delivering the solution
•Who are we communicating with?•Who are the users? What makes them different? What makes them the same? •Think in terms of these “Personas” rather than one solid mass of users
•Why are we doing this project?•It’s critical to understand the business goal we’re pursuing•Ensure you are helping the organization to achieve its larger goals
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Information Architecture Elements
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Primary Areas of Information Architecture
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Information Architecture Elements…
Navigation, site hierarchy, content types, managed metadata, and search are all critical elements in defining a sound information architecture
• Navigation - outward presentation of your site taxonomy and will be the first item judged when users view the portal
• Site Hierarchy - Site hierarchy is the layout of your sites and libraries
• Content Types - Content types are a collection of metadata that are common for that specific type of data
• Managed Metadata - allows for easy tagging and categorization of data as well as the sharing of content types to all of your sites
• Search - the ability to find information irrespective of its exact location
Navigation
Site Hierarchy
Content Types
Managed Metadata
Search
Information Architecture
Primary Areas of Information Architecture
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Information Architecture Elements … Navigation …
Navigation allows users to intuitively move around your portal
Navigation
Site Hierarchy
Content Types
Managed Metadata
Search
• Navigation - outward presentation of your site taxonomy and will be the first item judged when users view the portal
– Abstraction of your site hierarchy, use wisely!
– More about “what” to put in navigation rather than “where” to put navigation
– Global navigation doesn’t necessarily mean one site map that everyone uses
Information Architecture
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Information Architecture Elements … Navigation …
By using techniques that drive convergence on ideas an organization can efficiently determine how to structure its navigation
• Users have become comfortable with horizontal main site navigation with contextual links on the left side of the page
• A common practice to help plan your navigation is a card sorting exercise with your users
Example of Card Sorting Exercise
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Information Architecture Elements … Navigation …
Site Hierarchy and scalability will have a direct impact on how you implement navigation for your organization
• Navigation complexity is normally dependent on the size of the organization
• Larger organizations require multiple site collections and content databases
• This adds complexity to the navigation design since navigation is not inherited by new site collections
• Some Examples:
– Single Office Organization – Allows for easy navigational inheritance where the root site and sub-sites share the same navigation. This means the top navigation bar is utilized on each site in the site collection.
– Multi-Office Organization – For multiple offices it is best to create multiple site collections with separate content databases. Root site navigation is not carried through to other site collections.
– Large Multi-Country Organization – Multiple site map files deployed through a feature. Makes it easy to modify each region’s navigation by changing the corresponding site map file.
Primary Areas of Information Architecture
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Information Architecture Elements … Site Hierarchy …
Site Hierarchy is how actual sites, libraries, lists, etc. are partitioned and nested – this aspect of IA has many technical architectural dependencies
• Site Hierarchy - Site hierarchy is the layout of your sites and libraries
– Physical separation and partitioning of content
– Has many performance, navigation, and federation impacts
– Can have significant impacts on security maintenance, scalability, and globally deployed features
Navigation
Site Hierarchy
Content Types
Managed Metadata
Search
Information Architecture
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Information Architecture Elements … Site Hierarchy …
Content has varying usage patterns and governance requirements – it is often logical to separate where there are strong differences among content
• Site hierarchy is the layout of your sites and libraries – this is different from navigation, but impacts it directly
• Keep in mind that the audience and usage of sites can also dictate hierarchy and navigation
– Publishing Sites – Typically meant to share “finished” information ready for public consumption
– Collaboration sites – Typically meant to create “finished” content or ad hoc collaboration
Site Type Contributors Consumers Audience Growth PatternType of Content
Publishing Fewer Many Broader Low Web Content
Collaboration Many Fewer-Many Specific Audience High Documents
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Information Architecture Elements … Site Hierarchy …
The purpose of a site can fundamentally change how people “think” about content and how it is organized
• Publishing sites are typically organized by “Type of Content”, “Function”, or “Utility”
• Collaboration sites are generally organized by Departments, Teams, Geographies, Projects, etc.
Publishing Site
News Center Career, Pay, and Benefits
Services and Support
Compliance and Policies
Manager Center
Collaboration Site
Human Resources
Information Technology
Sales and Marketing Accounting Operations
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Information Architecture Elements … Site Hierarchy …
When your security requirements overlay your site hierarchy intuitively, that is a good sign you are on the right track
• Security is a good indicator of whether or not your site hierarchy and structure are aligning with your business
Collaboration Site
Human Resources
Benefits
Workmans Comp
Information Technology
Sales and Marketing Accounting
AP
Expenses
Operations
All Employees
HR Department IT Department Sales and Marketing Accounting Department Operations
Benefits Group
WC Group
AP Group
Expenses Group
Site
Security Group
Legend:
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Information Architecture Elements … Site Hierarchy …
When you see many “one off” security requirements and broken inheritance, you may need to re-assess your site hierarchy and make sure it is optimal
• Security is a good indicator of whether or not your site hierarchy and structure are aligning with your business
Collaboration Site
Human Resources
Benefits
Workmans Comp
Information Technology
Sales and Marketing Accounting
AP
Expenses
Operations
All Employees
HR Department IT Department Sales and Marketing Accounting Department Operations
Benefits Expenses Group
WC Group
AP Group
Benefits Expenses Group
Sales and Marketing
Sales and Marketing
Benefits Expenses Group
Benefits Expenses Group
Sales and Marketing
Site
Security Group
Legend:
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Information Architecture Elements … Site Hierarchy …
Performance can be significantly impacted by Site Hierarchy - Multiple site collections will typically be required so make sure you plan accordingly
Limit Size
Content Database Size 200 GB
Content Database Records
60 Million
Subsites 2,000 per site
Sites per Site Collection 250,000
File Size 2 GB
Web Parts per Page 25
SharePoint Sizing Guidelines• Sometimes the ideal IA does not coincide with performance best practices
• Pros and Cons must be weighed to ensure an optimal solution is established
• The most significant impact is the relationship between site collections and content databases
• Performance dictates that multiple Content databases are used, therefore, multiple site collections are likely
Primary Areas of Information Architecture
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Information Architecture Elements … Content Types …
Content Types have numerous integration points into the SharePoint UI and allow users to quickly find content
• Content Types - Content types are a collection of metadata that are common for that specific type of data
– Atomic definition of a single piece of content
– Content Types contain metadata definitions and policies enforcing appropriate tagging
– Many UI elements that take advantage of Content Types
– Not just allows for classification of content but for workflows, policies, etc.
Navigation
Site Hierarchy
Content Types
Managed Metadata
Search
Information Architecture
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Information Architecture Elements … Content Types …
Search and Navigation both leverage content types and can effectively “guide” a user to their content
• Content types are a classification and collection of metadata that are common for that specific type of content
• Content types give users the ability to globally organize data in a way that is meaningful to your business
• Design content types around common corporate documents such as invoices, contacts, and contracts
• Assigning content types also facilitates finding items using search and metadata navigation
Content Types for Search and Navigation
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Information Architecture Elements … Content Types …
For a sound IA, all content types, usage patterns, and statistics must be captured and document to allow commonalities and differences to emerge
Content Type Inventory - Example
Primary Areas of Information Architecture
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Information Architecture Elements … Managed Metadata …
Managed Metatdata is what allows all users of your portal to “speak the same language” when describing content
• Managed Metadata - allows for easy tagging and categorization of data as well as the sharing of content types to all of your sites
– These are the descriptors of a piece of content
– Make the “name” and “location” of a piece of content less relevant
– Managed Metadata is typically global to optimize sharing and enforce standardization but you should always keep relevancy in mind
– Data Integrations can help with managing lookups (e.g. customers, business units, products, etc.)
Navigation
Site Hierarchy
Content Types
Managed Metadata
Search
Information Architecture
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Information Architecture Elements … Managed Metadata …
Managed metatdata is a feature that allows for the classification and tagging of content within SharePoint through a variety of ways
• The managed metadata features in SharePoint 2010 are made up of 3 key elements:
Shared Content Types
Term Stores Keywords
– Shared Content Types: Define the type of content by title, description, and relevant meta data
– Term Stores: “The Dictionary” for your organization and vocabulary you use to describe things
– Keywords: “The Slang Dictionary” for your organization to foster organic classification of content
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Information Architecture Elements … Managed Metadata …
Managed Metatdata is a feature that allows for the classification and tagging of content within SharePoint through a variety of ways
Products
Customers
Region
Acronyms
Buzz words
1-off terms
Synonyms
Less
Str
uctu
re
M
ore
Stru
ctur
e Term Stores are well defined and
appropriate when trying to drive
standardization and consistency
Keywords or Folksonomies are the
“catch all” and add agility and
convergence on “vocabulary” before
terms have been formally standardized
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Information Architecture Elements … Managed Metadata …
Managed Metatdata is a feature that allows for the classification and tagging of content within SharePoint through a variety of ways
• So where is a good place to get started?
– Use various decision convergence techniques (e.g. card sorting, dot voting, etc.)
– When defining Content Types, ask the “Librarian” question
– Review existing environment for “clues”
Look for lookup columns
Site column templates
Repeating Choice Columns
BDC Connections
Primary Areas of Information Architecture
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Information Architecture Elements… Managed Metadata …
Search is the “catch all” and where people go when they can’t navigate to content
• Search - the ability to find information irrespective of its exact location
– Becoming more and more important and is being used more and more within organizations
– Effective search is a moving target and requires governance and monitoring
– By the time a user is using search, you can assume they have already tried or at least thought about where to find information and failed
– Searching should be thought of more in terms of “guiding” rather than “searching”
Navigation
Site Hierarchy
Content Types
Managed Metadata
Search
Information Architecture
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Information Architecture Elements … Search …
Search is the most underutilized and ungoverned aspects of SharePoint and yet have the most opportunity to drive productivity
· International Data Corporation (IDC) indicates that an effective enterprise search strategy can save an employee an average of 53% of their time searching for information
· IDC also indicates that the average employee spends roughly 10 hours/week searching for information
· There are three primary elements that ensure Search is optimized:
– Content Types – Integrated in Search UI
– Managed Metadata – Integrated in Search UI
– Search Analytics and Best Bets – Concrete action, govern your search!
· Gartner states that Content Analytics are redefining how Enterprise Search is used, most good tools (including SharePoint) allow you to optimize search based on what you are seeing
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Metadata Driven Search
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Credera - SharePoint TechFest 2012 - Information Architecture
By addressing content types and managed metadata, SharePoint search will incorporate these elements into its native UI
Preloading of metadata for more context
Social features help users to self organize to help find relevant “derivative” information
Faceted search for content types and managed metadata
Information Architecture Elements … Search …
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The key to effective search is to actively monitor search behaviors and results and adjust search periodically to ensure users are finding what they need
Name Type Description
Number of Queries TrendDisplays the number of search queries performed during the specified date range. Use this report to identify search query volume trends and to determine times of high and low search activity.
Top Queries RankDisplays the most popular search queries performed during the specified date range. Use this report to understand what types of information visitors are seeking.
Failed Queries RankDisplays search queries that returned no search results or results that received zero or low click-through rates. Use this report to identify search queries that might create user dissatisfaction and to improve the discoverability of content.
No Result Queries RankDisplays search queries that returned no search results. Use this report to identify search queries that might create user dissatisfaction and to improve the discoverability of content.
Best Bet Suggestion List
Recommends URLs that are the most likely results for particular search queries, based on analysis of usage patterns. The site administrators can accept or reject these suggestions. If they accept, the corresponding query-URL pair is added to the search keywords list.
Best Bet Usage ListDisplays how Best Bet suggestions are doing over time. For every Best Bet query issued, the report shows the percentage of clicks on the Best Bet URL compared to other URLs.
Best Bet Action History ListDisplays the actions that were performed by the site administrator on the Best Bet Suggestion Report
Information Architecture Elements … Search …
SharePoint Search Usage Reports
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Document Management Scenarios
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Document Management Scenarios …
Enterprise organizations typically leverage Term Stores and other advanced features but you must find the right mix of tools for your organization
Com
pany
Size
Small organizations typically benefit from just having a centralized document repository
Medium-sized organizations leverage Content Types for further organization
Enterprise organizations typically require FAST Search and leverage tagging for most aspects of navigation
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Conclusion
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Conclusion …
By ensuring all of the key elements of IA are well thought out and planned, you can ensure positive ROI by maximizing user adoption and efficiency
· Ensure you have considered all aspects of SharePoint IA
– Navigation
– Site Hierarchy
– Content Types
– Managed Metadata
– Search
· By doing this, you will ensure the usability and findability of your site(s) with:
– Maximize user adoption
– Improve collaboration and streamline processes
– Improve profitability and result in a better overall company
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About Credera …
Our clients hire us to own their toughest problems; they retain us because we keep our promises
Management & Technology Consulting Firm
• MS Gold Certified Partner
• Member of Microsoft’s SharePoint Development Advisory Council (DAC)
• IW Competency (Microsoft’s Corporate SharePoint Certification)
• Certified provider of SharePoint Deployment Planning
• Established 1999
• Offices in Dallas, Houston, Austin, Denver
How We Serve Our Clients
• We provide expert, objective advice to help solve complex business and technology challenges
• Our clients hire us to own their toughest problems; they retain us because we keep our promises
• Services: Management Consulting, Technology Solutions, Mobile Solutions, Business Intelligence
Microsoft Solutions Offerings
• Custom Application Development
• Enterprise Portal Design & Implementation
• eCommerce
• SOA & Business Process Integration
• Customer Relationship Management (CRM)
• Business Intelligence & Data Warehouse
Client Sampling
Contact Information:
Jesus J Salazar - [email protected]
www.credera.com
Follow us on @Credera
Blog: http://blogs.credera.com
Careers: http://careers.credera.com
Thank you for attending!
Please complete the evaluations.
Credera is a full-service management and
technology consulting firm. Our clients range
from Fortune 1,000 companies to emerging
industry leaders. We provide expert, objective
advice to help solve complex business and
technology challenges.
Dallas Office15303 Dallas ParkwaySuite 300Addison, TX 75001
972.692.0010 Phone972.692.0019 Fax
Denver Office5445 DTC ParkwaySuite 1040Greenwood Village, CO 80111
303.623.1344 Phone303.484.4577 Fax
Houston Office800 Town & Country BlvdSuite 300Houston, TX 77024
713.496.0711 Phone713.401.9650 Fax
Austin Office9020 N Capital of Texas HwySuite 345Austin, TX 78759
512.327.1112 Phone512.233.0844 Fax