DC SPUG Feb 2015 The Secret Sauce to Information Architecture
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The Secret Sauce to Information Architecture for SharePoint. This presentation discusses challenges, strategy, and techniques for creating appropriate information architecture for your SharePoint or Office 365 Sites environment.
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DC SPUG Feb 2015 The Secret Sauce to Information Architecture
- 1. Perfecting Information Architecture (IA): Exposing the Secret Sauce for Success Jill Hannemann, Practice Director for SharePoint Advisory Services Portal Solutions February 2, 2015 1
- 2. Jill Hannemann @JHCherryBlossom jhannemann@portalsolutions.net Editor, Digital Workplace Today Director of Advisory Services 10+ years in Knowledge Management SharePoint expertise: information architecture, records management, content migration, document management Culinary project: It’s soup and chili season! About me 2
- 3. About Portal Solutions We deliver Digital Workplace Products and Solutions that help organizations share what they know and find what they need by connecting people, data, and content. 3
- 4. What are we going to talk about today? 1. Information Architecture Challenges 2. Secret Sauce for Successful Information Architecture 3. Information Architecture Best Practices • Metadata Case Study 4
- 6. “Search doesn’t work!” “I can’t find what I’m looking for!” 6
- 7. Garbage in… Garbage out… 7
- 8. Disparate databases, applications and file shares. 8
- 9. People try to develop their own folder structures. A folder-based organization doesn’t scale. 9
- 10. To find content online we need to be speaking the same language. And that language is called Taxonomy and Metadata. 10
- 11. Some of the facts… • Unstructured content = 80% or more of all content • Need to add structure to make it useful • Information is about meaning, semantics • Search is about semantics, not technology • Can’t Google do it? • Link Algorithm – human act of meaning • Doesn’t work in enterprise • 1,000’s of editors adding meaning • New technology makes it possible – Text Analytics 11
- 12. Secret Sauce for Successful IA 12
- 13. 13
- 14. What is Metadata? Supermarket Example METADATA FIELD SAMPLE VALUES Departments (Product Category) Bakery - Cakes - Breads Frozen Food - Deserts - Frozen Meals - Vegetables Meat & Poultry - Beef - Chicken Produce - Fruits - Vegetables … Product Brand Lean Cuisine Oscar Mayer Quaker Thomas … Price $10 $20 $30 … 14
- 15. Metadata Example – Shoes Store 15
- 16. Metadata Applied to Documents 16 Audience • Internal • Executives • Managers • External • Suppliers • Customers • Partners Metadata Topics • Employee Services • Compensation • Retirement • Insurance • Further Education • Support Services • Infrastructure • Supplies • Products and Services • Finance and Budget Title Author Department Audience Topic
- 17. Metadata per Document Type Presentations Forms Policies Title Sub-header Presenter's Name Presenter's Title Date Classification Title Name Date Job Title Department # Entity Classification Title Policy Number Department Last Updated Classification METADATA 17
- 18. IA DEVELOPMENT STRATEGY • Information Architecture (IA) Secret Sauce for Successful IA (Navigation, Search, Taxonomy, and Metadata) Key Ingredients 18
- 19. IA’s Key Ingredients Key Ingredients • Taxonomy and Metadata: • End user focus • Think creatively when designing it • Use simple words based on the organization’s language • Site Navigation: • A flatter taxonomy structure with maximum 3 levels deep • At least 5 sub-categories per category, but no more than 15 • Avoid overlap between content or duplication of content • Search: • Flexible and dynamic search approach that allows easy sort and filter based on metadata • Document Management: • Content types and classification • Filtering, searching within libraries and lists 19
- 20. IA in SharePoint • What’s practical? What should you build? 20
- 21. Mapping IA to SharePoint elements 21
- 22. Navigation/Content Types • Navigation should be thoughtfully determined • Content types can create consistency with… • Metadata • Templates • Presentation layer 22
- 23. Search/Navigation • Leveraging metadata tags to refine results • Assign to… • Pages • Documents/Files • List items 23
- 24. Columns 24 • Document library • Lists • Filtering • Sorting • Group By
- 25. Building IA: Where to start • Assessing your needs • Redesigning… • Site map? • Navigation? • Department site? • Team site? • Library/List? • Audience size will correlate with your approach 25 Site Map/Nav Sites Libraries Level of Complexity
- 26. Addressing Complexity 26 RecordTemporary TypeofContent Individual Team Enterprise Audience Type of Content Temporary Record Audience Individual Team Enterprise
- 27. Authentication The Importance of Content in your Company 27 RecordTemporary TypeofContent Instant Message E-Mail Social Team SitesOnline Storage Intranet Document/Record Management Individual Team Enterprise Audience
- 28. For Complex IA… Building Taxonomy and Metadata 28
- 29. Spice it up! Defining the metadata and taxonomy categories is like adding the finer nuances to your secret sauce 29
- 30. Just create… a Mindmap of SharePoint IA 30
- 31. Finding the right tool for the job… 31
- 32. User Centered Design 32 Optimizing SharePoint to be designed around how users can, want, or need to use it, rather than forcing them to change their behavior to accommodate it.
- 33. Taxonomy Build-Out Start Legacy shared drive folder names and filenames as source of terms Good as source of terms, not as source of structure 33 Legacy nested folder hierarchy New faceted metadata To gather and group similar documents together To refine and narrower a search by specific criteria Designed by person who is uploading and storing documents for personal use Designed to help all members of an enterprise find documents A document can go into only one folder A document can be assigned multiple metadata terms A folder can be located within only one parent folder A metadata term may display “under” more than one metadata facet May become quite deep e.g. 6-7 levels Not so deep, usually only 2-3 levels Folder names at deeper levels can become long and complex Term names stay simple, since they are intended to be used in combination
- 34. A couple rules…One of these things is not like the other… Maintain consistent degree of generality in sibling categories. 34
- 35. Document Types Proposals Contracts Reports Document Types Proposals Contracts Desk 35
- 36. Card Sorting Exercise Building, Testing, Validating Design 36
- 37. Why Card Sorting? • Card Sorting is a UX research method that seeks to understand how users mentally classify information and determine what labels best summarize the contents of that classification. • Card Sorting can be done to generate labels and categorization structures, and it can be done to validate them. The best use of card sorting is the former.
- 38. Card Sorting Exercise Types • Open card sorting allows participants to create and name their own categories. Using the open card sorting method allows you to see how participants mentally classify the cards and what terms they use as categories. • Closed card sorting allows you to set and name your categories. This helps you evaluate if the category names you set provides an effective way of organizing content. • Hybrid card sorting is a mix of the open and closed card sorting methods. You can set predetermined categories, but if a participant cannot find a suitable category to sort a card, you can allow participants to create their own category during the survey. 38
- 39. Variations on Running the Sort • Moderated (Facilitated, or focus groups/workshop) • Facilitator can ask questions • Leverage a cross organizational group to elicit feedback • Unmoderated (No context, or online survey) • No context in the sort • Users sort based on their interpretation of the cards and categories only • These can mix and matched based on the project’s needs. The best case would be to do a few moderated and the rest unmoderated. 39
- 40. Card Sorting Exercise Steps 1. Identify and label the cards (approx. 50). 40
- 41. Tips to Pick Cards for Card Sorting • The card labels should be meaningful to the participants. • Never include only existing content. Use your research and understanding of business objectives to consider future content. • Don’t introduce bias in your cards by using overly descriptive titles. • Ensure your cards are exhaustive enough to get a broad overview but not so exhaustive that the card sort is tough to complete. • Meet with the project team to validate your cards. • Never include stakeholders/project team in your card sort with other users. 41
- 42. Card Sorting Exercise Steps 1. Identify and label the cards (approx. 50). 2. Ask users to sort the cards in the order that makes sense to them. 42
- 43. Card Sorting Exercise Steps 1. Identify and label the cards (approx. 50). 2. Ask users to sort the cards in the order that makes sense to them. 3. Once the results are in, analyze the data and identify any similarities using visuals and statistics. 43
- 44. Card Sorting Exercise Steps • The result? Well-defined content categories. 44
- 45. Document Taxonomy/Metadata in a Mindmap 45
- 46. Or Excel works too… 46
- 47. Goal: Groupings, not Hierarchy 47
- 48. Online Card Sorting Tool 48
- 49. Online Card Sorting Tool 49
- 50. Online Card Sorting Tool – Results 50
- 51. Taxonomy Workshops and Focus Groups • 1-2 days of guided discussions to define taxonomy, metadata, and related terms consistently. • Create a “Starter Taxonomy” and initial metadata strategy. 51
- 52. Taxonomy Workshops and Focus Groups Target Audience • Cross-organizational group of subject matter experts and project owners from key business units • Max. 12-15 attendees 52
- 53. Document Categorization Process Note: Identify dependencies between Document Types and specific Metadata Fields. Identify Content Types 53
- 55. Best Practices for Information Architecture Facilitate cross- organizational taxonomy sessions Identify all possible audiences Refine and validate the taxonomy through various iterations Implement a change management strategy Have a clear plan to build your site 55
- 56. Best Practices for Information Architecture Gain Management Support Map Legacy Data to New Taxonomies for Content Migration Communicate the Evolving Nature of Taxonomy Identify Metadata for Documents Content Governance 56
- 57. Final Thoughts • What are your company’s main Information Architecture needs? • Are you or your colleagues struggling to find content in your company’s Intranet? • What card sorting methodology could you use in your organization to help improve content categorization? Online card sort? A workshop? 57
- 60. Case Study • 2,000-employee company in the health care industry, a highly regulated field. • Frequent records inspections from global regulatory agencies. 60
- 61. Business Case Details • Project Scope: Design and implement a pointer system in SharePoint 2010 for multiple electronic and hard copy document repositories related to different products. • Project Timeframe Requirements Design Implementation Support Nov 2013 – Feb 2014 Feb 2014 – Aug 2014 61
- 62. Business Case • Disparate databases applications, file shares • Electronic and hard copy records • Records search could take weeks or months! The Challenge • Short project timeframe (audit from a Regulatory Agency) • Limited Resources (SMEs) The Project Constraints • Taxonomy/Metadata Workshops • Metadata analysis from existing repositories • SharePoint 2010 Best Practices The Methodology • SharePoint 2010 Records Search System • Metadata, Managed Metadata, Content Types • Advanced Search, Search Refiners The Solution 62
- 63. Project Team Project Team Portal Solutions PM and IA Lead Development Lead Company Healthcare PM 6 Subject Matter Experts (SMEs) Technical Support Engineer 63
- 64. Project Scope • SharePoint-based document records search system • Central metadata-based source of document records • A pointer system to multiple document repositories Document Records Search System - Record Title - Record Type - Date - Author 64
- 65. The System in Numbers 65
- 66. Search: Basic Search and Advanced Search 66
- 67. 14 Content Types available to create New Document Records 67
- 68. Text Fields Managed Metadata Fields Calendar Fields Drop-down Fields Various Types of Metadata Fields *Mandatory Fields 68
- 69. Managed Metadata: Term store, Term Sets and Terms • Example: Document Types hierarchy and synonyms. 69
- 70. SharePoint 2010 Search Features • List - Sort and Filter features • List - Managed Metadata Navigation feature • List - Key Filters feature • Basic Search • Advanced Search • Refiners in the Search Results Page 70
- 71. Search: List - Sort and Filter features • Example: Ability to sort the “Title” column in ascending or descending order, or to filter by individual document title. 71
- 72. Search: List - Managed Metadata Navigation • The Managed Metadata is configured to filter two of the most important Managed Metadata fields : Document Type and CTD Section. 72
- 73. Search: List - Key Filters feature • Four Key Filters help users look for content in the Document Records list. 1. Document Approval Date 2. Document Effective Date 3. Document Type 4. Section Number 73
- 74. Search: Advanced Search • Search for content based on specific metadata values (Properties). Section Number Document Type FMC Code Jurisdiction Market Molecule Product Name Receiving Site Regions Sending Site Site Ownership Test Methods Trade Name 74
- 75. Search: Refiners in the Search Results Page • Refiners assist users in finding the specific document records they are looking for 75
Hinweis der Redaktion
- We are Knowledge Management and Taxonomy specialists, and as you can imagine, we love organizing “stuff” Whether it is stuff at home, or information at work. Categorizing content. Identifying metadata. Helping organizations design systems that allow them to find the information they are looking for.
- Adam Edit
- Clients come to us when they feel overwhelmed in their email inbox where it seems that it is the only tool their team is using to communicate information, they are buried in their inboxes trying to track what version of a file attachment is right or wrong. Their employees are frustrated with the inability to find a resource to help them to do their jobs or a past work product that would jump start their tasks. They end up being embarrassed when someone send the wrong version of a proposal or the wrong work product that erodes the customer or employees confidence. Often their employees feel dis-engaged and not connected. Of all the people we meet with, we find that we a great fit for only about half of those organizations. And it those cases, we can deliver dramatic results. We don’t know if we are a good fit for you but if addressing those issues is something that is important to you, we should try to find out more about the issues and impacts
- Some of my clients often express their frustration with Search: “Search doesn’t work” “I can’t find what I’m looking for”
- IA is a relevant topic for almost every organization. Site navigation, multiple content sources, where to go?
- We may be looking for very specific content. That one piece of content that could be a document or a customer record. But how can we easily find it among the vast amount of content that exists on our organizations?
- We found this cartoon and thought that it described pretty well what I was going to present today! “As they say, the devil is in the details”
- Shoes by size, color, style…
- So, what are the key ingredients that will help you develop a successful IA? IA consists of your site navigation, search, taxonomy and metadata.
- Shared drive folders were the primary source of terms. Other sources included stakeholder interviews and a taxonomy start created internally, but not according to standards (thus used as a source of terms, not structure)