1. SharePoint Information Architecture
June 2017 | SharePoint Saturday

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

3. 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

4. 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!

5. 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

6. Why Should We Care?

7. With out IA?

8. Metadata
Data about Data
First Name
Last Name
Age
Occupation
SSN

9. Metadata
Title
Author
Publication
Technology

10. Metadata in SharePoint
Properties of an item

11. SharePoint Column

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

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

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

15. 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

16. 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

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

18. 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

19. Multiple Content Types

20. Content Types
Proposal
Announcement

21. Content Types – Inheritance

22. Create Content Type

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

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

25. 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

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

27. 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

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

29. Information Architecture (IA) Benefits
Group By
Views
View Filters

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

31. Where to start?

32. Leadership Buy In

33. POC/Demo First

34. Implement in Phases

35. Don’t start from old Network drive

36. Identify Power Users

37. Empower Users

38. Build simple sites

39. Lead by Example

40. COMMUNICATE!

41. Governance

42. Training!

43. Q & A

44. Thank You! Amarender Peddamalku (MCSE SharePoint)
Enterprise Solutions CapTech
Over 10 years of experience in ECM & Enterprise Architecture
amarenderpeddamalku.blogspot.com
@amarenderp