SharePoint Information Architecture June 2017 | SharePoint Saturday

Amarender Peddamalku (MCSE SharePoint) Who is this Guy? Amarender Peddamalku (MCSE SharePoint) Enterprise Solutions Architect Over 10 years of experience in ECM & Enterprise Architecture amar2uall@hotmail.com amarenderpeddamalku.blogspot.com linkedin.com/in/amarender-peddamalku-b0957229 @amarenderp

Information Architecture Why should we care? Metadata Site Columns Agenda Information Architecture Why should we care? Metadata Site Columns Content Types Taxonomy Best practices Where to start? Q & A

Heard This Before? Where is my stuff? Can’t find anything? SharePoint sucks. SharePoint is slow. I hate SharePoint. No thanks, Microsoft. Keep your SharePoint!

What is Information Architecture (IA) ? Information Architecture (IA) determines how the content is modeled and then presented to users on a website or solution. Site Navigation Content Classification Usability

Why Should We Care?

With out IA?

Metadata Data about Data First Name Last Name Age Occupation SSN

Metadata Title Author Publication Technology

Metadata in SharePoint Properties of an item

SharePoint Column

Metadata in SharePoint The better the metadata, the easy it is to find!

Create Content Best time to grab information – Document upload time All set!! Let’s create 10 document libraries with 5 columns! Create Content

Create Content 10 document libraries with 5 columns. i.e. 50 columns ? Lot of work and duplication? Can we do better?

Site Columns Site Column is a reusable column within the site and sub sites Create at the Root Site Don’t ever delete OOB site columns OOB site columns are used in more than one place Group Site columns

Site Columns Root Site Collection Sub Site 1 Sub Site 2 Sub Site 2.1 Column A Sub Site 1 Sub Site 2 Column A & B Sub Site 2.1 Column A, B & C Sub Site 2.2 Column A, B, X, Y & Z Sub Site 3

Announcement Content Type Content Types Proposal Content Type Column C Column A Column B Announcement Content Type Column Z Column X Column Y

Content Types A set of columns grouped together to define content Information Buckets Parent Content Types Parent – Child relationship Group Content Types Multiple Content Types per Library/List

Multiple Content Types

Content Types Proposal Announcement

Content Types – Inheritance

Create Content Type

Taxonomy System of classification Hierarchical group of terms, labels and words Term Store Term set Terms Managed Navigation

Taxonomy System of classification Hierarchical group of terms, labels and words Term Store Term set Terms Managed Navigation

Best Practices Don’t use Folders Maximum of 4-7 fields per Item Use Site columns and Content types Leverage Taxonomy Don’t delete the OOB Site Columns Don’t delete the OOB Content Types Use Meta data filters to Group , Search & Filter

Information Architecture (IA) Benefits Structured content Faceted Search Drives User adoption Plan for future Flexible Keep your house in order

User Adoption IA can very well be the difference Think like an end user Easy navigation Meta data driven navigation Real “Search” Spice it up by branding

Information Architecture (IA) Benefits Metadata Navigation for a Large list/Library

Information Architecture (IA) Benefits Group By Views View Filters

Information Architecture (IA) Benefits Optimized Search Search Facets Multi Refiners

Where to start?

Leadership Buy In

POC/Demo First

Implement in Phases

Don’t start from old Network drive

Identify Power Users

Empower Users

Build simple sites

Lead by Example

COMMUNICATE!

Governance

Training!

Q & A

Thank You! Amarender Peddamalku (MCSE SharePoint) Enterprise Solutions Architect @ CapTech Over 10 years of experience in ECM & Enterprise Architecture amar2uall@hotmail.com amarenderpeddamalku.blogspot.com https://www.linkedin.com/in/amarender-peddamalku-b0957229 @amarenderp