SharePoint Site Redesign : Information Architecture and User-centered Design at Work

Copyright © 2013 Rockwell Automation, Inc. All Rights Reserved.Rev 5058-CO900D
SharePoint Site Redesign : Information Architecture and
User-centered Design at Work

Copyright © 2013 Rockwell Automation, Inc. All Rights Reserved.
http://www.linkedin.com/in/amitsathe
https://twitter.com/amit_sathe
jggerkhardt@ra.rockwell.com
smharney@ra.rockwell.com
About Us
Amit Sathe
John Gerkhardt
Sharon Harney
http://www.linkedin.com/pub/sharon-harney-pmp/11/155/84

Agenda
3
Q&A
SharePoint Redesign
User Experience & Information Architecture at Rockwell Automation
Rockwell Automation At A Glance

Leading global provider of industrial
power, control and information solutions
4
Fiscal 2012 Sales
 $6.26 Billion
 > 50% outside the U.S.
 22% in emerging markets
Two Segments – One Business
 Architecture & Software
 Control Products & Solutions
Global Reach
 22,000 employees
 PartnerNetwork™
 80+ countries
Serving Customers for 100+ Years
 Culture of integrity &
corporate responsibility
 Domain expertise
 Technology innovation

Agenda
5
Q&A
SharePoint Redesign
User Experience & Information Architecture at Rockwell
Automation

UX & IA at Rockwell Automation
6
Rockwell Automation
Global Sales &
Marketing
Global Marketing &
Communications
Technical
Communications
Usability & Information
Architecture
Architecture &
Software
Control & Visualization
Business
CVB Engineering CVB UX Design Team

 Shared Service in the U.S.
 Primary Locations
 Cleveland, Ohio
 Milwaukee and Mequon,
Wisconsin
 Other Locations
 Chelmsford, MA
 Cambridge, CAN
 Shirley, NY
 Singapore
• Staff
• 35 employees
• 4 contractors
• Roles
– Information Developer
– Information Architect
– Editor
– Manager
Tech Comm at Rockwell Automation
Information Development & Publishing

Copyright © 2013 Rockwell Automation, Inc. All Rights Reserved. 8
 Staff of 10 employees
 Roles
 User Experience Designer
 Visual Designer
 Usability Analyst
 Manager
 We are hiring!
1 full-time and 1 co-op
 Focus on user experience of key
Rockwell Automation software
products.
 History back to 1994
 Primary Location: Cleveland, OH
 Other Locations with Liaisons:
 Milwaukee and Mequon, WI
 Phoenix, AZ
 Singapore
Interaction and Visual Design and Usability Analysis
User Experience Design Team for
Control and Visualization Software

Agenda
9
Q&A
SharePoint Redesign

Basic Usability Principles
10
Designers Users
Users Designers
Works for most
domains
Designers Users
Works for some
domains
The gap between Designers and Users can be bridged using a light or
limited version of a full User Centered Design methodology

UCD Methodology
11
Analyze
• Surveys
• User Research
• Card Sorting
Design
• IA Blueprint
• Wireframe
Designs
Evaluate
• Usability Testing
Implement
• Site
Development
• Content
Migration
Know our
users
Design for the
users’ tasks
Measure the
user
experience
Use the right
technology

Goals & Objectives
 Goal
 Re-architect the SharePoint site to better serve user needs
 Objectives
 Improve findability
 Adopt newer technology standards
 Learn and demonstrate the value of user-centered design on
an internal project
12

Analyze
Know who our users are
Know what the user wants
Know how the user groups information
13

How often do you access the TechComm
Sharepoint?

No. Topic
1 Project List/Time
Tracking
2 Collaboration sites
3 Templates
4 Print Proof Approvals
Which content/topics do you access most
frequently on the Sharepoint site?

Which are the most critical/important topics
for you on the Sharepoint site?
No. Topic
1 Project List/Time
Tracking
2 Collaboration sites
3 Templates
4 Print Proof Approvals

http://idratherbewriting.com/

Information Developer Information Development Manager Document Management
Administrator
Track ongoing project status Review and assign projects Post notices about system changes
that affect information developers
Track product catalog production
status
Forecast workload for upcoming
projects
Look up a colleagues office hours
and location
Identify and retrieve new
department templates and fonts
Review and update department policies
and procedures
Look up planned department
activities
Reference department procedures Post department announcements and
meeting materials
Upload supporting documents for
project archives
Report on projects, including metrics
and financials
Access cross-functional team
collaboration sites
Refer to department style guides
The primary use of this site is as a
resource for tracking project time
and metadata, retrieving
templates, referencing department
procedures and policies,
collaborating on team projects.
The primary use of this site is for
planning and tracking projects,
managing resources, maintaining
department information and policies,
and monitoring and leading
collaboration on team projects.
The primary use of this site is to
keep up with department changes
and policies, collaborating on
team projects, and posting
department
announcements/materials about
the Document Management
system.

The SharePoint
site is important for
me as a resource
for tracking project
time and metadata,
procedures &
policies, and
collaborating on
team projects.

The SharePoint site is
my de facto Project
Management tool. I
need to use it daily to
plan and track my
resources and projects.

 Used card sorting to determine the foundation for the new site IA
 Selected OptimalSort as the tool
 OptimalSort helped automate the data analysis
 Suitable for a diverse located audience
 Conducted 35 card sort sessions across the entire department
Card sorting
Site structure determines 80% of usability.

Card sort results & analysis

 Even more data! – We could have gotten lost in this for years!

Best compromise with Participant-Centric Analysis (PCA) groupings
PCA groupings are
recommended by the
tool based on an
internal algorithm

 Used data, 80/20 rule to develop
baseline groupings
 21/35 participant responses were
closely aligned with baseline, based on
card sort data
 Remaining groupings, comments,
Records Retention suggestions, etc.
reviewed to find best place to classify
cards
25
Final IA

Design
Design for the users’ tasks
Design for quick and easy findability
Balance design for frequent and infrequent users
27

Wireframe #1

Final Site Design

User Task Focused Page

Evaluate
Measure the user experience
Establish a baseline for desired user experience
Tweak design based on the results of the evaluation
31

 Built a Prototype site and recruited 10 testers – 8 frequent users, 2
infrequent users
 Developed a set of 13 questions that reflected the most common tasks
 Provided a reduced list of 8 general tasks for infrequent users
 Asked each user to do the following:
 Find the information / location
 Track the number of clicks
 Rate each task’s ease of use on a scale of 1…10, 10 = easy
32
Usability Testing

 Where would you go to record the hours spent working on a user
manual?
 Are there rules for telecommuting?
 How do you make an expense report?
 What are the performance development goals for this year?
 How do you submit a translation request?
33
Example Task Scenarios

Ease of Finding Information
Out of 105 scored responses, the average rating was 8.6

Average clicks per task
No significant differences in performance between frequent and infrequent users.

Implement
Use the right technology
Stay true to the design
Convert/migrate the content
36

 Maintain the current site while implementing the new site design
 Catalog all content on the existing site, to verify migration success
 Determine a content migration schedule with IT that limited risk and
allowed maximum site availability
 Plan for and announce the new site rollout
37
Implementation Considerations

 Home Page – less cluttered, content of general department interest
 Quick Launch – not losing any current links, adding links to heavily
accessed content without adding clutter
 Tabs – new to this site, will allow for better grouping of like content based
on card sort results (currently at 9 tabs, not including the Home tab). This
design feature is much like using MS Word or Excel 2010, in that it mimics
the ribbon menu structure.
38
Site Design Implementation

 Mid-stride, we were notified by our IT department that all SP sites would be
migrated to SP 2010
 This announcement came after we had the new site created and we were
deep into prototype build mode (and started moving static content to the
new site)
 This impending migration activity, along with the calendar year-end project
time reporting, proved to be bad timing, so the new site roll out was
postponed
 However, the SP 2010 migration was delayed, so we capitalized on the
moment and we were able to rebuild our existing site and roll it out before
the migration
Implementation Challenges

Lessons Learned
40
• There is a gap between Users and Designers, even on internal design projects
• The gap can be shortened with the effective use of user-centered design
techniques
• While designing for internal (relatively homogenous group) users, use a
‘light’ methodology, but don’t skip on upfront research
• Do not skip usability testing, regardless of how superfluous it might seem
• When the Designer is the User, and the User is the Designer, consult with
your UX expert before beginning each phase of the process
• When the technology is imposed by other resources, flexibility is important

Agenda
41
Q&A
SharePoint Redesign

SharePoint Site Redesign : Information Architecture and User-centered Design at Work

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