structuring serendipitous collaboration - nick inglis at collab365 conference

Online Conference

June 17th and 18th 2015

WWW.COLLAB365.EVENTS

Structuring Serendipitous Collaboration

Nick InglisOptismo / igKit

Email : [email protected] : @nickinglisFacebook : /nickinglisLinkedIn : /in/nickginglis

• CEO, Optismo / igKit• Certified Information Professional (CIP), Enterprise Content

Management Master (ECMm), Electronic Records Management Master (ERMm), AIIM SharePoint Master (SPm), Enterprise 2.0 Master (E20m), and Inbound Marketing Certified Professional (IMCP).

• Co-Creator, The Information Governance Conference (InfoGovCon)

• Creator, Information Governance Model (InfoGovModel.com)• Author, AIIM SharePoint Governance Toolkit• Dad, Conor Atom

OptismoLeading Consulting Firm for Information Governance, Establishing Information Governance Practices in Organizations WorldwideVendor Marketing Services: Content Marketing, Assessment, Inbound Marketing Setup & Outsourcing

igKitYour turnkey Information Governance Solution:

Repository cleanup & deduplicationMigrationRedundant, Outdated, Trivial Content Identification & RemovalClassification & Automated ClassificationMetadata EnhancementLegally Defensible Disposition/Deletion

Everyone WANTS Collaboration

No one wants to do the WORK to enable collaboration

Identifying the problem

How Do We Structure SharePoint?

Org Charts!!!

Has anyone ever considered that there may be a better way?

How Does Collaboration Happen?

Within DepartmentsAcross DepartmentsWithin TeamsAcross TeamsWithin Disciplines

How Can We Enable Collaboration…

Within Departments?Across Departments?Within Teams?Across Teams?Within Disciplines?

How Do We Enable Departmental Collaboration?

SharePoint does this by default in most organizationsIf you structure your SharePoint by departments, you’re already doing this.

How Do We Enable Team Collaboration?

Establish logical team structuresAllow cross functional permissionsGive appropriate access for sharing knowledgeTeam sites, Yammer Groups, all sorts of tools

How Do We Enable Discipline Based Collaboration?

Content subjects.

Example Teams

Team AProject ManagerFinanceBusiness AnalystIT

Team B• Project Manager• Finance• Business Analyst• IT

Our Teams In The Org ChartCEO

Project Manager A

Biz Analyst A

Project Manager B

Biz Analyst B

IT A IT B

Finance A

Finance B

Example Teams

Team Site AProject ManagerFinanceBusiness AnalystIT

Team Site B• Project Manager• Finance• Business Analyst• IT

Example Teams

Team Site AProject ManagerFinanceBusiness AnalystIT

Team Site B• Project Manager• Finance• Business Analyst• IT

There’s No GREAT Solution Yet

Communities of Practice?

Communities of Practice?Knowledge Management Initiatives?

Communities of Practice?Knowledge Management Initiatives?It all has to start with:

Communities of Practice?Knowledge Management Initiatives?It all has to start with: Improve Search & Serendipity Through Better Information Architecture

AIIM, Keldsen, & Frappaolo

Culture Matters:Those that responded that they were “Knowledge Management inclined organizations” improved adoption for serendipitous collaboration.

Source: http://www.slideshare.net/dan.keldsen/enterprise-20-ftw

SharePoint Infrastructure

Features Lists Views Workflows Themes Layouts Alerts

Site CollectionWeb Parts Features Content Types Site Columns User Solutions Usage Analytics Auditing

Web ApplicationsAuthentication Provider Content Database Throttling Managed Paths Service Connections Features Permissions

FarmDatabases Solutions Service Applications Alternate Access Monitoring Security Timer Jobs

Original Source: http://technet.microsoft.com/en-us/sharepoint/hh126808

What Is Information Architecture?

What Is Information Architecture?Earl Morrogh, Information Architecture, An Emerging 21st Century Profession:

“Information architecture (IA) is a professional practice and field of studies focused on solving the basic problems of accessing, and using, the vast amounts of information available today.”

Source: http://books.google.com/books/about/Information_Architecture.

html?id=JzlmQgAACAAJ

Building IA & Sustaining It

Plan Deploy Sustain

Planning Information ArchitectureGoals of IA

Support User’s Ability To Find Content

Support User’s Ability To Find ContentApplied Consistently

Support User’s Ability To Find ContentApplied ConsistentlyLeveraging SharePoint Functionality

Support User’s Ability To Find ContentApplied ConsistentlyLeveraging SharePoint FunctionalitySustainable

Containers

ContainersContainers are structured hierarchically

ContainersContainers are structured hierarchicallyAllows us to establish policies once and ‘push’ through the hierarchical structure

ContainersContainers are structured hierarchicallyAllows us to establish policies once and ‘push’ through the hierarchical structureSite Collections > Sites > Libraries

ContainersContainers are structured hierarchicallyAllows us to establish policies once and ‘push’ through the hierarchical structureSite Collections > Sites > LibrariesContent Types > Metadata

Content Types

Content TypesContent Types are selected upon upload of a piece of content into SharePoint

Content TypesContent Types are selected upon upload of a piece of content into SharePointContent types define the metadata schema associated

Content TypesContent Types are selected upon upload of a piece of content into SharePointContent types define the metadata schema associatedContent types are hierarchical

Content TypesContent Types are selected upon upload of a piece of content into SharePointContent types define the metadata schema associatedContent types are hierarchicalContent types can apply policies

Structure of SharePoint IA

Site Collections Sites Libraries Content

Types Metadata

Elements of IA Structure

Physical Containers Taxonomic Elements

Types Metadata

Content Organizer Workflow Records

Centers

In Place Records

Management

Multi-stage retention

Automated Disposition

eDiscovery & Litigation Holds

Underlying Processes To Align With Business Requirements

Types Metadata

Example

Types Metadata

Example

Content Uploaded to:Site Collection – ABC CompanySite – MarketingLibrary – Marketing AssetsContent Type – ContractMetadata –

Vendor: XY Consulting; Contract Size: $150,000; Signer: Jane Smith;

Types Metadata

Planning SharePoint IA

Planning SharePoint IAPlan Your Site Collections & Site Hierarchy

Planning SharePoint IAPlan Your Site Collections & Site HierarchyPlan Your Content Types

Planning SharePoint IAPlan Your Site Collections & Site HierarchyPlan Your Content TypesPlan Your Metadata

Plan Your Site Collections & Sites

Plan Your Site Collections & SitesShould support Navigation

Plan Your Site Collections & SitesShould support NavigationShould be logical to Users

Plan Your Site Collections & SitesShould support NavigationShould be logical to UsersNew Sites can be requesting through Site Provisioning

Plan Your Site Collections & SitesSite

Collection A

Site A

Sub-Site A

Provisioned Sites Added

Sub-Site A1

Site B

Sub-Site B

Site C

Site Collection B

Site D

Plan Your Content Types

Plan Your Content TypesShould be used to Categorize content

Plan Your Content TypesShould be used to Categorize contentCan be used to apply Workflow

Plan Your Content TypesShould be used to Categorize contentCan be used to apply WorkflowCan be used to apply Retention Rules

Plan Your Content TypesShould be used to Categorize contentCan be used to apply WorkflowCan be used to apply Retention RulesCan be used to apply Disposition Rules

Plan Your Content TypesShould be used to Categorize contentCan be used to apply WorkflowCan be used to apply Retention RulesCan be used to apply Disposition RulesCan be used to leverage the Content Organizer

Content Type A

Content Type A1

Extensible

Content Type A2

Extensible

Content Type B

Content Type B1

Content Type B1A

Extensible

Content Type B1B

Extensible

Content Type B2

Content Type B2A

Extensible

Content Type B2B

Extensible

Content Type C

Content Type C1

Extensible

Content Type C2

Extensible

Manufacturing

Extensible

Operations Manuals

Extensible

Marketing

Collateral

White Papers

Extensible

Brochures

Extensible

Contracts

Reseller Contracts

Extensible

Conference Contracts

Extensible

Accounting Reports

Extensible

Manufacturing

Extensible

Operations Manuals

Extensible

Manufacturing

Extensible

Operations Manuals

Extensible

• Manufacturing wants to have specs for facilities separate from product specs

Manufacturing

Extensible

Operations Manuals

Extensible

• Site Admin can EXTEND the Content Type “Spec” to add “Facility Specs” and “Product Specs”

Manufacturing

Extensible

Operations Manuals

Extensible

• Site Admin can EXTEND the Content Type “Spec” to add “Facility Specs” and “Product Specs”

• “Facility Spec” and “Product Spec” will have all of the Metadata and Information Policies of both “Manufacturing” and “Specs”.

Plan Your Content Types Associated Properties:•Metadata•Name•Created By

•Retention Rules•Disposition Rules•Content MAY NOT Be Added

Manufacturing

Associated Properties:•All Properties Associated with Manufacturing•Metadata:•Spec Number

•Content MAY Be Added

Associated Properties:•Metadata•Name•Created By

Manufacturing

Associated Properties:•All Properties Associated With Manufacturing & Specs•New Content Types May Be Extended (NOT CREATED FROM SCRATCH)•Additional Metadata Fields May Be Added (But Not Created From Scratch, Must Already Be In The System)

Associated Properties:•All Properties Associated with Manufacturing•Metadata:•Spec Number

•Content MAY Be Added

Associated Properties:•Metadata•Name•Created By

Manufacturing

Extensible

Plan Your Metadata

Plan Your MetadataShould be used to identify content for purposes of Findability

Plan Your MetadataShould be used to identify content for purposes of FindabilityCan be used to apply Workflow

Plan Your MetadataShould be used to identify content for purposes of FindabilityCan be used to apply WorkflowCan be used to apply Retention Rules

Plan Your MetadataShould be used to identify content for purposes of FindabilityCan be used to apply WorkflowCan be used to apply Retention RulesCan be used to apply Disposition Rules

Plan Your MetadataShould be used to identify content for purposes of FindabilityCan be used to apply WorkflowCan be used to apply Retention RulesCan be used to apply Disposition RulesCan be used to leverage the Content Organizer

Plan Your MetadataIdentify common information types and required properties.

Source: Microsoft - http://technet.microsoft.com/en-us/sharepoint/hh126808

Plan Your MetadataIdentify common information types and required properties.Determine which data elements should be immutable (closed) and which can be left to the user’s discretion (open).

Plan Your Metadata

Identify common information types and required properties.Determine which data elements should be immutable (closed) and which can be left to the user’s discretion (open).Identify syndication requirements and managed metadata service application needs.

Plan Your MetadataIdentify common information types and required properties.Determine which data elements should be immutable (closed) and which can be left to the user’s discretion (open).Identify syndication requirements and managed metadata service application needs.Define term store roles and memberships.

Plan Your MetadataIdentify common information types and required properties.Determine which data elements should be immutable (closed) and which can be left to the user’s discretion (open).Identify syndication requirements and managed metadata service application needs.Define term store roles and memberships.Specify language requirements.

Plan Your MetadataIdentify common information types and required properties.Determine which data elements should be immutable (closed) and which can be left to the user’s discretion (open).Identify syndication requirements and managed metadata service application needs.Define term store roles and memberships.Specify language requirements.Group terms into a logical hierarchy.

Plan Your MetadataIdentify common information types and required properties.Determine which data elements should be immutable (closed) and which can be left to the user’s discretion (open).Identify syndication requirements and managed metadata service application needs.Define term store roles and memberships.Specify language requirements.Group terms into a logical hierarchy.Create term sets and terms.

Plan Your MetadataField Name Associated Content

Type(s)Field Type Applied At Managed Term Set Group

File Name All Derived (Text) Farm N/A Standard Field

Created By All Derived (AD) Farm List (managed by AD) Standard Field

Modified By All Derived (AD) Farm List (managed by AD) Standard Field

Modified Date All Derived (Date) Farm N/A Standard Field

File Size All Intrinsic (Number) Farm N/A Standard Field

Item Type All Intrinsic (Text) Farm List (managed by SharePoint) Standard Field

Spec Number Manufacturing > Spec Number (Managed) Site Collection Calculated Spec

Facility Type Manufacturing > Spec > Facility Spec

Text Site N/A Facilities

Deploying Information Architecture

Deploying Information ArchitectureSite Structure Is Deployed Through Creation Of Individual Sites

Deploying Information ArchitectureSite Structure Is Deployed Through Creation Of Individual SitesShould be iterations of Site Templates

Deploying Information ArchitectureEnterprise Content Types should be created through the Content Type Hub

Deploying Information ArchitectureEnterprise Content Types should be created through the Content Type HubMay Use Multiple Hubs for Alternate Syndication (Example: HR, Security, etc.)

Deploying Information ArchitectureEnterprise Metadata Fields should be deployed through the Managed Metadata Service

Deploying Information ArchitectureManaged Term Sets and Terms should be deployed through the Term Store

Sustaining Information Architecture

Sustaining Information ArchitecturePrepare for change

Sustaining Information ArchitecturePrepare for changeLeverage tagging information, search data, user feedback to modify IA over time

Sustaining Information ArchitecturePrepare for changeLeverage tagging information, search data, user feedback to modify IA over timeEstablish IA ownership

Sustaining Information ArchitecturePrepare for changeLeverage tagging information, search data, user feedback to modify IA over timeEstablish IA ownershipEstablish schedule for ongoing IA review

Beyond Information ArchitectureDon’t establish an Information Architecture in a vacuum, establish it in conjunction with a full Information Governance plan and program.Leverage our Open Source tool at InfoGovModel.com to help guide you.

But Wait, There’s More

But Wait, There’s MoreSERENDIPITOUS COLLABORATION

But Wait, There’s MoreSERENDIPITOUS COLLABORATIONSharePoint Information Architecture

But Wait, There’s MoreSERENDIPITOUS COLLABORATIONSharePoint Information ArchitectureSharePoint Governance

But Wait, There’s MoreSERENDIPITOUS COLLABORATIONSharePoint Information ArchitectureSharePoint GovernanceEnterprise Information Governance

SharePoint Governance

Information Gathering Foundational Information Guide Strategy Implementation Planning

Foundational Activities

Content Design & Structure Development People/Roles Security Classification

Governance Areas

WhatISSharePointGovernance?

WhatAsk 10 experts…IS

SharePointGovernance? get 20 answers.

Why Is That?

• Governance is expansive.

Why Is That?

• Governance is expansive.• It reaches all parts of an organization.

Why Is That?

• Governance is expansive.• It reaches all parts of an organization.• It is approached differently by the many stakeholders.

Why Is That?

Driven by business

requirements

Content

Design & Structure

Development

People/Roles

Security

Classification

Driven by business

requirements

Information Gathering

Foundational Information Guide Strategy Implementatio

n Planning

Starting Off Right

n Planning

Starting Off Right

n Planning

Starting Off Right

n Planning

Starting Off Right

n Planning

Starting Off Right

Foundational Information

Guide Strategy

Implementation Planning

Gather Data &

Identify Trends

Develop representative user profiles

Align questions to gap analysis mapping

Gather

1 on 1 interviewing

Surveys

Workshops

Gather Data &

Identify Trends

Gather

1 on 1 interviewing

Surveys

Workshops

Gather Data &

Identify Trends

Gather

1 on 1 interviewing

Surveys

Workshops

Gather Data &

Identify Trends

Gather

1 on 1 interviewing

Surveys

Workshops

Gather Data &

Identify Trends

Gather

1 on 1 interviewing

Surveys

Workshops

Gather Data &

Identify Trends

Gather

1 on 1 interviewing

Surveys

Workshops

Guide Strategy

Foundational ActivitiesEstablish The Role of SharePoint

SharePoint as:Development PlatformContent ManagementSocial PlatformEtc.

Establish Role of Cooperating Systems

What Connects?Data ConnectionsUI ConnectionsProcess Connections

Assess Maturity

Establish maturity assessment for:Systems/TechnologyCultureComplianceEtc.

Identify External Factors

BudgetPolicyM&A ActivitySystems ReplacementsEtc.

Foundational Overview Document

Assess Maturity

Guide Strategy

Foundational ActivitiesTechnology Roadmap

Gap AnalysisReference Architecture

Guiding Principles

Guide Strategy

Document Requirements

Develop A Business Case & Gain Approval

Governance Areas Content

Design & User

Experience

Development People/Roles

Security Classification

Content Governance

Develop & Implement Retention Policies Across All InformationEstablish Content Type Structure & RulesStandardize Metadata (Columns)Library & List Standards

Site Provisioning

Content

Develop & Implement Retention Policies Across

All Information

Establish Content Type Structure & Rules

Standardize Metadata (Columns)

Library & List Standards

Site Provisioning

Content

All Information

Site Provisioning

Content Governance

Site Provisioning

Content

All Information

Site Provisioning

Content Governance

Site Provisioning

Content

All Information

Site Provisioning

Content Governance

Site Provisioning

Content

All Information

Site Provisioning

Content Governance

Site Provisioning

Content

All Information

Site Provisioning

Content Governance

Design & User

Experience

Design & User Experience

Establish Site OrganizationEstablish BrandingEstablish Site Templates To Carry Common Permissions & FunctionalityEstablish Navigation RulesEstablish Search Configuration Rules

Establish Site Organization

Establish Branding

Establish Site Templates To Carry Common Permissions

& Functionality

Establish Navigation Rules

Establish Search Configuration Rules

Establish Branding

& Functionality

Establish Branding

& Functionality

Establish Branding

& Functionality

Establish Branding

& Functionality

Establish Branding

& Functionality

Design & User

Experience

Development Governance

Establish Your SharePoint Environment RulesEstablish Your Code Deployment Process

Establish Your Ongoing Server Management Plan

Development

Establish Your SharePoint Environment Rules

Establish Your Code Deployment Process

Development

Design & User

Experience

People / Roles

Establish permissions groupsEstablish support channels and rolesEstablish group-based training requirements

Establish roles in SharePoint maintenance

People / Roles

Establish permissions groups

Establish support channels and roles

Establish group-based training requirements

People / Roles

Design & User

Experience

Security

Permissions Inheritance & DivergenceRoles For Administration HierarchyPermissions Group Creation Rules

Security

Permissions Inheritance & Divergence

Roles For Administration Hierarchy

Permissions Group Creation

Security

Design & User

Experience

Classification Governance

Establish Consistent ClassificationEstablish Content Type GroupsManaged Metadata Service Rules & UseContent Type Hub Rules & UseLeveraging The Content Organizer

Classification

Establish Consistent Classification

Establish Content Type Groups

Managed Metadata Service Rules & Use

Content Type Hub Rules & Use

Leveraging The Content Organizer

Classification

Recap of SharePoint Governance

Content Design & Structure Development People/Roles Security Classification

Governance Areas

Enterprise Information Governance

Serendipitous CollaborationDon’t be like this:

Serendipitous CollaborationPlan and do the work

Serendipitous CollaborationGet results

Stay tuned for more great sessions …