SharePoint Information Architecture & Usability - SharePoint Saturday The Conference

SharePointInformation Architecture That Really WorksFacilitated By: Richard Harbridge and Virgil CarrollTweet Us: #SPSTCDC @RHarbridge @VCMonkey

Please turn off all electronic devices or set them to vibrate.If you must take a phone call, please do so in the hall so as not to disturb others.Open wireless access is available at SSID: SPSTCDC2011Feel free to “tweet and blog” during the sessionThanks to our Diamond and Platinum Sponsors:

From the great State of AlaskaMasters in Instructional Design Working with SharePoint since v.1User Experience AdvocateCertified Athletic TrainerBlog: http://monkeyblog.highmonkey.comTwitter: @vcmonkey

Information Architecture is a Practice not a Strategy

In IA, there is no single “right answer”.

Take Away: Improved Communication

Take Away: Knowledge YouCan Use

Our Goal Today…From Here To Here

What We Will Cover Today:Why SharePoint InformationSystems FailWhat Makes an IA Strategy Really WorkVisualizingand Communicating IA ConceptsMaking Information Architecture DecisionsCase Study Approach (Implementing SharePoint IA)Information Architecture Tips and Tricks

What We Won’t Cover (In Depth) Today:Records Management (and Information Policies)Search Architecture and ConsiderationsPlanning For Multiple LanguagesColumn Decisions (Choice Column vs Managed Metadata Column vs Lookup Column etc…)Technical Considerations for Permissions ManagementAudience Targeting

Why SharePoint Information Systems FailWhat Makes an IA Strategy Really WorkVisualizing and Communicating IA ConceptsMaking Information Architecture DecisionsCase Study Approach (Implementing SharePoint IA)Information Architecture Tips and Tricks

Then it got TOTALLY out of control!!

SharePoint is not a Silver Bullet…SharePoint is not a Silver Bullet at NothingButSharePoint.com

SharePoint will be…Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.

Our primary unified application delivery platform.

Our primary workflow/business process automation platform.

Our intranet and communication center for internal corporate communications.

…SharePoint will not be…Our (external) web content management platform.

Our primary document management platform.

Our contact management platform.

…#2BUSINESS DOES NOT WORK THE WAY WE THOUGHT

Opportunistic Driven LearningImage from Paul Culmsee

#3WE THOUGHTORG CHART = SITE MAP

#4WE BELIEVED MICROSOFT KNEW DESIGN(instead learning from users)

#5WE THOUGHT IT WAS ABOUT STORING INFORMATION, NOT USING IT

#6NO REVIEWS(or analysis of usage)

The OutcomeThere are many reasons SharePoint IA can fail and many of us have experienced variations of them firsthand.

What to watch out for…Sometimes failing is necessary to highlight how important effective IA planning and commitment can be.

What We Will Cover Today:Why SharePoint Information Systems FailWhat Makes an IA Strategy Really WorkVisualizing and Communicating IA ConceptsMaking Information Architecture DecisionsCase Study Approach (Implementing SharePoint IA)Information Architecture Tips and Tricks

What MakesAn IA StrategyREALLYwork

What is information architecture?The structural design of shared information environments.The combination of organization, labeling, search, and navigation systems within web sites and intranets. The art and science of shaping information products and experiences to support usability and findability.

What is information architecture?4 basic IA concepts…Information…Undergoes… Structuring, organizing, and labelingTo improve… Finding and managingThrough…Art and science

Why IA mattersThe cost of finding informationThe cost of not finding informationThe cost of constructionThe cost of maintenanceThe cost of trainingYou can’t understand it something if you don’t organize it!

How is IA broken down?Business goals, funding, politics, culture, technology, resources and constraintsAudience, tasks, needs, information seeking behavior, experienceDocument / data types, content objects, volume, existing structure

ContextContextAll web sites and intranets exist within a particular business or organizational context.Each organization has a mission, goals, strategy, staff, processes and procedures, physical and technology infrastructure, budget, and culture.The key to success is understanding and alignment.ContentUsers

ContentContextIncludes documents, applications, services, schema, and metadata that people need to use or find onyour site.How much content do you have?

What are the formats your content is in?

Who owns your content?ContentUsers

UsersContextEvery user has different experiences and abilities to draw from.Every user has different needs and wants.Do you know how your users use your site now?UsersContent

What does IA support?Information architecture starts with the user and why one come to a site in the first place: they have an information needInformation needs can vary and each need can cause users to exhibit specific information-seeking behaviors

A good IA… increases our chances of finding the right stuff

How users look for informationThe too-easy information seeking model

Why doesn’t this model work?Most users don’t know what their looking for

Most users don’t know how to search

Most users don’t have the patience for complicated systemsFind-abilityModels

Sometimes you’re just looking for one answer (known-item)

Sometimes you want to investigate(exploratory)

Sometimes you want to find everything(Don’t know what you need)

Sometimes you need to find it again (Re-finding)

Berry Picking ModelSearchView resultsUse results to enhance searchRepeat until end result is found

Don’t Forget Put-abilitySearch isn’t a silver bullet.

A good IA…helps us work effectively

A good IA…supports user experience

Supporting user experienceIf people say your SharePoint ‘sucks’Do you know why and how to fix it?If not, review and test it!

Incorporate Feedback PlanningCouldn’t Find What You Were Looking For? Let Us Know (On Search Pages)Intranet Design or Improvement ContestsDo You Like The New Homepage Design? Click I Like It or Leave A Note!(Simple front end code/webparts means users don’t even have to go to the ribbon.)Provide Feedback Button & Custom ListWant More? Give Users a Bookmark Feature and Analyze User BookmarksBlog New Features/Changes and Encourage Comments

The OutcomeA good IA continually improves content find-ability and put-ability while retaining context and usability.

What to watch out for…When defining IA there are always trade-offs. These trade-offs become areas of negotiation and sometimes of conflict.

What We Will Cover Today:Why SharePoint Information Systems FailWhat Makes an IA Strategy Really WorkVisualizing and CommunicatingIA ConceptsMaking Information Architecture DecisionsCase Study Approach (Implementing SharePoint IA)Information Architecture Tips and Tricks

Visualizing and CommunicatingIA Concepts

What is Taxonomy?or this…Not this!

Taxonomyis….The science of categorization, or classification, of things based on a predetermined system. In reference to web sites and portals, a site’s taxonomy is the way it organizes its data into categories and subcategories.

How do you figure it outSeek and ye shall findResearchAsk an expert

Linnaeus vs BuffonEverything can be organized based on a standard!Nay! Each person can organize things based on their own context!Arrangement is key! Arrangement and categorization provides universal context!Context is key! Everything can be organized by multiple facets!

Arrangement and ContextTaskonomy?Department StoreWholesale Warehouse

Arrangement ChallengesPerfect!SuperclassClassWhat if I want to find an animal by if it lives in water? Or by whether it flies?Order

X Drive ChallengesPerfect!Could this be solved by using metadata so that the document could be found by both region and industry?What if I want to find a marketing document by region and not industry?

What is Metadata?The BIG Question

What is Metadata?The BIG QuestionWhat is Metadata?I think I get itI think I get itOh! Now I see(Mostly)

Adapted from the “pea soup” story by Serge Tremblay

What is our Base Metaphorfor files?

As we’ve already seen: This always works out greatThis is a common result…

Moving this mess to SharePoint makes it worse

The #1 rule of SharePoint?Except when it makes senseNever use foldersever

A SharePoint TaxonomyIf only there was a way content could be organized so content could be found/viewed in multiple ways…I like it!

Adding Metadata (when uploading)

Vacation RequestDrug ReimbursementName _________Emp. # _________Date _________Dates Requested:From __________To: __________Manager ________Approved Y/NName _________Emp. # _________Date _________Drug Used:Name __________Cost: $ _________Manager ________Approved Y/N

Both Content Types in One Library

Content Types for: SecurityWorkflow,Policy,

CREATE LABELING SUPPORT(metadata)

What is labeling?Labeling is a form of representation. Just as we use spoken words to represent concepts and thoughts, we use labels to represent larger chunks of information in our SharePoint structure.

Creating your labelsStart small, grow organicallyDon’t be afraid of natural languageAlways labelTrain your users…right now!Its not a relational databaseUse Content Type Syndication

Types of labelsContextual linksHeadingsNavigation system choicesIndex termsIconic labels

Making your own labelsGeneral guidelinesNarrow scope whenever possibleDevelop consistent labeling systems, not labelsWays to find labelsContent analysisCard sortingSearch log analysis

The OutcomeShared Understanding Of How Metadata And Taxonomy Can Be Leveraged To Improve ‘Findability’.

What to watch out for…People Must Understand The Value Of Metadata Or They Will Reject The Idea.

Tools For The Information Architect

Navigation SystemsGlobal navigationLocal navigationBreadcrumbs/Up One Level ControlContextual navigationSupplemental navigationSitemapA-Z IndexGuides

What is Card Sorting?Card sorting is a technique that many information architects (and related professionals) use as an input to the structure of a site or product.

“Card sorting is a great, reliable, inexpensive method for finding patterns in how users would expect to find content or functionality.” -Donna Spencerhttp://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0http://www.BoxesAndArrows.com

Why use Card Sorting?Card sorting can help you identify trendsDo the users want to see the information grouped by subject, process, business group, or information type? How similar are the needs of the different user groups? How many potential main categories are there?What should those groups be called?

Types of Card SortingOpen Card SortingParticipants are given cards showing site content with no pre-established groupings. Closed Card SortingParticipants are given cards showing site content with an established initial set of primary groups.

What are the types of card sort?Open& Closed

Open card sorting processSnakeFerrariCatFordDogGerbilHondaRolls RoyceMouse

ResultsPetsCarsCatFerrariDogHondaMouseRolls RoyceGerbilFordSnake

But not always what you expectCuteEuropeanScaryDomesticFordCatFerrariMouseRolls RoyceDogSnakeGerbilJapaneseHonda

But not always what you expectAnimalsLuxuryRegularFerrariCatFordRolls RoyceHondaDogGerbilMouseSnake

Advantages of Card SortingSimpleCheapQuick to executeEstablishedInvolves usersProvides a good foundation

Disadvantages of SortingDoes not consider users’ tasksResults may vary Analysis can be time consumingMay capture “surface” characteristics only

Don’t Forget ConsistencyConsistency Across User EnvironmentsModify Provisioned Site (or Templates) Based on NeedEach Page Design Should Be Consistent

What is usabilityUsabilityis aquality attributethat assesses how easy user interfaces are to use.(Jakob Nielsen, 2003)

Usability’s 5 quality componentsLearnability - how easy can the user accomplish basic tasks?Efficiency– How quickly can tasks be performed?Memorability– After a period of non-use, how easily can a user reestablish proficiency?Errors– How many errors does the user / system make? How severe? Can the user recover?Satisfaction– How pleasant is it to use the design?

Why do we need itWhen an interface doesn’t make sensePEOPLE DON’T USE THEM

Setting up your Usability PlanDetermine what you are trying to find outEstablish your purposewhy are you testing?

what worries you with your system?What do you really need to test?

Setting up your Usability PlanDesign your TestIdentify the users you’ll testtest at least 5 people

get users from different levels of competencySetting up your Usability PlanType of Usability TestsHeuristic EvaluationPaper PrototypingCard SortingSurveys

Setting up your Usability PlanHeuristic EvaluationHaving a small set of evaluators examine an interface and judge it against recognized usability principles

Setting up your Usability Plan10 Usability HeuristicsVisibility of system statusMatch between system and real worldUser control and freedomConsistency and standardsError preventionRecognition rather than recallFlexibility and efficiency of useAesthetic and minimalist designHelp users recognize, diagnose, and recover from errorsHelp and documentation

Setting up your Usability PlanDesign your TestDevelop a list of tasks you want the user to performset-up representative tasks

Find a specific piece of content

Create somethingSetting up your Usability PlanLets look at a sample usability test

Setting up your Usability PlanRun your TestRe-assure your Usergo over expectations

make sure the user understands the INTERFACE is being tested, not THEM

Tester should not be a stakeholderSetting up your Usability PlanRun your TestRun through tasks and collect datado not coach the userask the user to verbalize their taskstime??

Setting up your Usability PlanRun your TestDebrief userask about overall experienceask for suggestionsTHANK THEM

Setting up your Usability PlanAnalyze / ReportIdentify the biggest problems 1stgrade by severityFrequencyImpactPersistence

Setting up your Usability PlanAnalyze / ReportSummarize datasummarize in human termsidentify most common user issues

Identify content stakeholdersQuestions to ask:Who in your organization creates content?What type of content do they create?Who reviews content?Who edits content?Who uses content?Who approves the publication of content?Who designs the sites that host the content?Who sets the policies for managing content?Who monitors the content in your organization?

Build Mind Map (based on an inventory worksheet)

Analyze content usageWhat type of content is it?What is the purpose of the content?Who is the author of the content?What format is the content in?Who uses the content?Where is the content currently located?

Plan the flow of contentContent is often dynamic, moving from one place to another or from one person to another. Managing this process can be an important success step in content management

Plan the flow of contentScenariosDocument is authored by a team in one location and published to another upon completionWeb pages can be created in a development site and published to a public siteContent that needs to be retained or archived can be moved once its usefulness has been fulfilled.Users can move content from a network share or folder to a document library

Types of Organizing SchemesObjective organizational schemes AlphabeticalChronologicalGeographicalSubjective organizational schemesTopicTaskAudienceMetaphorHybrids

Challenges of Organizing InfoAmbiguityWhat kind of language is being usedi.e. BSE vs Bovine Spongiform EncephalopathyHeterogeneity / Homogeneousi.e. storing all project documents vs. storing project plansDifferences in perspectivesi.e. Looking for invoice by client vs. by projectInternal politicsMine, mine, mine!!!

No Single “Approach”ProjectsCommunitiesTasksPractices

Common Intranet ProcessesAbsence Reporting and Vacation Scheduling

Equipment and Room Reservation and Management

Meeting Planning and Management

Interview Management and Hiring Processes

Training Sign Up and Management

The OutcomeUsing visual tools provides shared understanding, which is a crucial driver of shared commitment to a goal.

What to watch out for…Workshops become much more interactive; more people are actively involved which leads to greater shared commitment and understanding.

MakingInformation Architecture Decisions

The Importance of Making Good Information Architecture Decisions

What is the ultimate IA structure?There isn’t one!

You need to Un-enterprise your architecture

Why Enterprise IA doesn’t workOne IA doesn’t rule them allWhat happens when it all gets out of control (and it will)Assumes all processes are created equal (and they are not)Global doesn’t necessarily mean better (how many people really need to search everything)Do not fret, there are models that do work….

Information Architecture and Governance AreasPermanent central portal- Few authors/Many readersCommunication PortalCentral navigation

Enterprise searchCentralPortalDepartmental sitesDepartments

Business Processes- Few authors/Many readersIncreasing Strictness of GovernanceCollaborationLocal taxonomies

Local searchSemi Structured Team sites- Multiple authorsBlogs, bios, SocialPersonalAbove The Line versus Below The Line

Recommended ApproachBob Mixon on SharePoint 2007 Site Collections

Enterprise PublishingMany consumer, few contributorsExamples: Company communications, employee relations, sales & marketing, human resourcesIA rulesContent tends to be highly controlled & published via established processesContent is published via a ‘push’ methodAbility to interact is ‘locked down’Information is well defined and frequently accessedAccess to SharePoint publishing support feature set

Enterprise CollaborationMany contributors, mature processesExamples: Help desk, Job request, Process tracking, Document Management systemIA rulesProcesses have been refined and well documentedUser interaction is well defined and testedContributors are well trainedAccess to the full SharePoint feature set

Teams & Other JunkMany contributors, no controlExamples: Team sites, Temporary projects, Departmental sharingIA rulesTightly governed and ‘locked down’Contributor can do what they want, but have limited abilitiesSupport is minimalDoes not participate in Enterprise processes (i.e. global search, managed metadata practices, retention policies)Access to limited SharePoint feature set

SharePoint Containment HierarchyWhat we care about from an information architecture perspective.

SharePoint Containment Hierarchy

Site Collection or Site (Subsite)?OR

When To Use A Site CollectionSite Collection 1Site Collection 2 Webparts & Aggregation Webparts & AggregationMasterpages & Page LayoutsMasterpages & Page Layouts Navigation Navigation Search Across Site Collection Boundaries

When To Use A Site CollectionSite Collection 1Site Collection 2 Group Y Group A Group Z Group B Collection Admin Y Group C Collection Admin A Collection Admin Z Collection Admin B

Purpose of a List?To Replace Excel Spreadsheets

To Track Complex Input From Multiple People

To Centralize Storage and Retrieval of Content

To Provide Validation, Easy To Use Online Forms

To Reduce Duplication of EffortOne List or Multiple Lists?OR

When To Use a Single ListYou want to simplify viewing the same set of items. (When dispersed across many lists it requires additional effort to aggregate the lists).

You want to search for items in the same location.(When dispersed across many lists it requires additional effort to configure search scopes).

You want to easily apply consistent versioning, approval, metadata or form settings.

You want to receive consolidated updates on the collection of items (alerts or RSS).When To Use Multiple ListsYou don’t expect people to need summaries of the items together.(When dispersed across many lists it requires additional effort to aggregate the lists).

You need to apply different versioning, approval, metadata, or form settings.

You want to distribute management of versioning, metadata, workflows or form settings.

You do not need to receive consolidated updates (alerts or RSS).Advanced Uses Of Lists

One Library or Multiple Libraries?OR

When To Use a Single LibraryYou want to simplify viewing the same set of documents. (When dispersed across many libraries it requires additional effort to aggregate the libraries).

You want to search for documents in the same location.(When dispersed across many libraries it requires additional effort to configure search scopes).

You want to receive consolidated updates on the collection of documents (alerts or RSS).When To Use Multiple LibrariesYou don’t expect people to need summaries of the documents together.(When dispersed across many libraries it requires additional effort to aggregate the libraries).

You do not need to receive consolidated updates (alerts or RSS).List and Content Type Tip!

Default Content Types and Metadata Values

Navigating with Metadata, not Folders

What’s wrong with folders?Deep structures hard to navigateFinding stuff is hardFiguring out where to put stuff is even harderStuck with a rigid structureSearch is not the silver bullet

What’s the alternative?metadata

Metadata = No more foldersFilteringViews

Really? No more folders? Ever?What situations would you use folders?Subdivide large libraries/listsSecurity/PermissionsEase of use for usersReally? No more folders?Really?

Downsides of MetadataNo free lunch (there is pain here)Awful architectural choices to makeMultiple site collectionsGood PracticeBad for MetadataMaintenance headacheCan be mitigated Define at top level if possible

Folders for easy permissionsCreate folderSet permissionsCreate view without foldersEasy for users (they only see what they are supposed to)

Drill down into Military folder

How did we do that?Library tabLibrary settings

Select a folder and set defaultsNote folder inheritance

in SharePoint 2010Managed Metadata ServiceShare Metadata across site collectionsMultilingual Metadata (big gotcha )Hierarchical MetadataNavigate via Metadata (already discussed)Keywords/Folksonomy (Out of scope today)Folders can assign default metadata (already discussed)metadata

Turn off “Available for Tagging”Add sub elements: Proposal, Quote, InvoiceLeave “Available for Tagging checked”

Term Store ManagerPainful & SlowNeeds a better wayI created a ‘toy’ to try out some ideashttp://bit.ly/ruveng-mmtsArticle links to other solutions (Excel)

CSV file for Import to Term Store

To Sum Up…SharePoint 2007Folders BAAAAD!Never use themExcept when the situation warrantsSharePoint 2010Folders GOOOOD!Never use themExcept when the situation warrants

Folders vs. Document SetsDocument Sets vs Folders

Document SetsDocument Sets vs Folders

Folders vs. Document SetsDocumentDocumentDocumentFolderDocument LibraryFolderFolderDocumentFolderDocumentDocument SetFolderDocumentDocument SetDocument

Great Resource!Scott Jamison and Susan Hanley Wrote…!LINK TO WHITEPAPER!

The OutcomeYou need to understand all of the SharePoint objects, their limitations, and their benefits to make effective decisions.

SharePoint Information Architecture & Usability - SharePoint Saturday The Conference

More Related Content

What's hot

Viewers also liked

Similar to SharePoint Information Architecture & Usability - SharePoint Saturday The Conference

More from Richard Harbridge

Recently uploaded

SharePoint Information Architecture & Usability - SharePoint Saturday The Conference

Editor's Notes