BEST PRACTICES CONFERENCE SHAREPOINT

Clarity. Direction. Confidence.

WEB PUBLISHING SOLUTIONS

How to – analysis and design

BEST PRACTICES CONFERENCE SHAREPOINT

Clarity. Direction. Confidence.

Mark OrangeWel l ing ton , NZ

Pukerua Bay

BEST PRACTICES CONFERENCE SHAREPOINT

Clarity. Direction. Confidence.

Mark OrangeSharePoint Consultant

Infrastructure

Development

Information Architecture

Business Strategy

Design and Configuration

Enterprise Strategy

Web Publishing

Publishing is the feature set within SharePoint for implementingWeb Content Management solutions.

Web Content Management solutions allow Business Users to create and manage content in web pages.

Brief Microsoft WCM History

Microsoft to Acquire NCompass LabsREDMOND, April 30, 2001Microsoft Corp. today announced that it has reached an agreement to acquire NCompass Labs Inc., the developer of NCompass Resolution.

Business Case

Content Analysis

UX Design

Solution Design

Solution Build

Content Load

Content Management Plan

Platform Architecture

User Adoption Plan

Release Management Plan

Go Live

System Testing

Migration

Solution Architecture

Content Processes

New Content

Principles + Problems

User Testing

Training

Presentation Layer

Consumer Journeys

Existing Content

Vision + Goals

Go Live > Business as

Usual

Business Case

Content Analysis

UX Design

Solution Build

Content Load

Solution Design

The session plan from here…• The Team – Skills and Roles• Meet the King + Queen of WCM• Content Analysis > User Experience Design• UX into SP: Deconstruction• Solution Specification• User: Testing > Training > Adoption

Meet the team: 3 to 30 people • Business Owner/Sponsor

• Project Management

• Content Owners/Editors

• SharePoint Administration

• SharePoint Architect / Platform Governance

• Solution Analysis/Design

• User Experience Design

• SharePoint Development

• SharePoint/Product Testing

• SharePoint/Product Training

It’s the skills not the

roles that matter!

The King and Queen

Content User Experience

Business Goals

*Lord of the Rings movie images © New Line Productions Ltd.

The King and QueenGet to know your people

*Lord of the Rings movie images © New Line Productions Ltd.

The King and QueenContent and User Experience

Content Consumers

Content Contributors

SharePoint Administrators

The Balancing Act

E M R

Know your people?Then document it!

Document Personas

Content Consumers Content Contributors SharePoint Administrators

Define personas that represent the breadth of your audiences.

Prioritise them and define why.

Describe their unique attributes to inform the design decision process.

Define personas that represent the breadth of your contributors.

Describe if they have experience with writing content, HTML, images.

Describe what tasks they will do; author, edit, approve.

Do you have one or more dedicated admins.

Describe the role and responsibilities they will or wont have in relation to content.

Define if they are the escalation point for complex formatting.

*Lord of the Rings movie images © New Line Productions Ltd.

Personas are a critical tool to make design decisions with

logic and reason, rather than assumptions and opinions.

Do all that important

Information Architecture

stuff!

Analysing the content• Audit existing content and web pages• Confirm and identify issues and gaps• Determine new content required• Categorise and group• Blah blah blah…

Goal = Content TypesThe fundamental building blocks

for managing information and data within SharePoint

Know your content?Then test it!

Test content scenarios

News Article Product Profile Policy

*Lord of the Rings movie images © New Line Productions Ltd.

How many pages should we test?How many types should we have?

User Experience

• Prioritise content for the homepage• Determine user journeys to the content• Identify relationships between content• Develop navigation approaches• Design how pages are summarised• Blah blah blah…

Do all that important

creative human centred

design stuff!

User Experience

Goal = Interaction PrototypesPaper based tool that focuses on

layout and interaction before colours, images and fonts.

*Wireframes by

Interactive Wireframes

Business Case

Content Analysis

Content Load

Content Management Plan

Platform Architecture

User Adoption Plan

Release Management Plan

Go Live

Collaborate +

iteratePrototype +

prove

UX Design

Solution Design

Solution Build

METADATA

I

The Columns in a Content Type define the different content

elements and metadata needed to manage that type of information.

Columns need a purpose!

Content Type Columns

Column Purposes • Content

Information to be displayed to end users.

• Metadata RecordInformation captured at a specific point in time that records an important immutable value.

• Metadata FindabilityInformation to allow the discovery, sorting, filtering, and grouping of items.

• Metadata Activity Information to support an activity, process or function.

Column Purposes • Content

Information to be displayed to end users.

• Metadata RecordInformation captured at a specific point in time that records an important immutable value.

• Metadata FindabilityInformation to allow the discovery, sorting, filtering, and grouping of items.

• Metadata Activity Information to support an activity, process or function.

News Pages Library

Latest News• Conference starts with a bang• Steve Smith is my hero• Check out the guy in row three• You shouldn’t be reading these• You should be listening to Mark

About your division• Keynote hits the spot• Turn your phones to silent• You shouldn’t be reading these• You should be listening

Alerts/Notifications

Promotional Panel

Intranet Banner

LeftNav

About your region• Wasn’t CJ great!• You shouldn’t be reading these• You should be listening• New Zealand wins rugby world cup

Know your columns?Then document it!

Column Display Name: RegionColumn Purpose: Content Record Findability Activity

Primary Findability

Secondary Activity

Tertiary Content

The purpose of this column is to tag pages with the regions their content is applicable to. The primary purpose for this is automated content targeting and filtering based on the given users region.

Column Name: Region

Column Description: Allows a selection from the regions managed term set for one or more regions the page relates to.

Column Group: Intranet Page Columns

Column Type: Managed Metadata

Default Value: NA

Status: Optional

Meanwhile in colouring-in land…

First as static image + sign-off.Second as working HTML.

Meanwhile in colouring-in land…

Test and sign-off interactive HTML

Especially if you need compliance!

A beautiful dynamic design has been crafted, how can we maintain fidelity yet make it easy for our content contributors?

Just break it down,

then TRANFSORM it!

Com

plia

nce

+ Co

mpl

exity

Simplify + Restrict

Optional full control rich HTML

Intranet Banner

LeftNav

Optional full control rich HTML

Intranet Banner

LeftNav

Required Heading: Plain text

Intranet Banner

LeftNav

Required Date: Date picker

Required Summary: Plain text

Required Body: Plain text Required Category: Radio Buttons

Required Region: Dropdown

Web Publishing Solutions• Know your audience – end users + editors• Know your content and user experiences (UX)

• UX design on paper first, then sign off HTML• Deconstruct design to support editor adoption

– Balance Act: Educate, Monitor, Restrict

– Complex design = breakdown and transform

– Restrict available sites and page layouts

– Provide concise guide text in editing mode

– On-going training and support strategy

BEST PRACTICES CONFERENCE SHAREPOINT

Clarity. Direction. Confidence.

THANKS!

mark@knowledgecue.com

www.knowledgecue.com/Blog

BEST PRACTICES CONFERENCE SHAREPOINT

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This presentation remains the property of Mark Orange and Knowledge Cue Ltd.

Permission to use this presentation is granted, provided that: (1) the below copyright notice appears in all copies and that both the copyright notice and this permissions notice are kept in the document, (2) use of the presentation is for informational and non-commercial or personal use only, and (3) no modifications of the presentation are made. Accredited educational institutions may use and reproduce this presentation for distribution in the classroom. Distribution outside the classroom requires express written permission.

Lord of the Rings movie images remain © New Line Productions Ltd.

SharePoint and all related trademarks remain © Microsoft Ltd.

Partners capability programme solution was designed and developed by www.KnowledgeCue.com with a non-disclosed customer. Partners capability programme user interface was designed by www.DNA.co.nz. The Serrano type font was designed by www.klim.co.nz under direction from DNA.

Apologies to anyone I have unintentionally misquoted, misrepresented or failed to acknowledge.This presentation is presented in a community context and spirit with no financial fee received.

This presentation remains the property of Mark Orange .© Mark Orange 2011. One Orange 2011. Knowledge Cue 2011.