2. Collaboration and
Enterprise Content
Management
SharePoint Online Marianne van Wanrooij
@Mariannerd

3. About me
Marianne van Wanrooij
SharePoint Solution Architect at Connected Solutions
Event organizer at Dutch Information Worker User Group (DIWUG)
Editor of the DIWUG SharePoint Magazine
Organizer SharePoint Saturday Holland
SharePoint MVP (5 years)
But also…
Mom to Jitse (3) and Meghan (1)
Current project
ProRail: Migration SharePoint 2007 to
SharePoint Online
(via Motion10)

4. Agenda
You have decided that SharePoint Online is the platform for your
organisation to support Collaboration and Enterprise Content
Management.
What are the next steps?
How do you successfully design a workplace for your users?
In this session Marianne will share her experience implementing
SharePoint Online at an enterprise organisation. She will take you
through the process of designing, planning, facilitating the
implementation stage and ensuring end-user adoption.
Level 200

5. In short….
How to create an
Information
architecture for
SharePoint

6. What is
Information
Architecture?
1. Content

7. It starts with..

8. But it grows….

9. … and grows…
out of control

10. Why is it
difficult?
Boundaries?
500.000 SiteCollections
2.000 SubSites
Storage: You can buy what you need….
https://support.office.com/en-us/article/SharePoint-Online-software-
boundaries-and-limits-8f34ff47-b749-408b-abc0-
b605e1f6d498

11. What is
Information
Architecture?
1. Content
Volume, formats, metadata,
structure, organization

12. What is
Information
Architecture?
1. Content
2. Users

13. Why is it
difficult?
Users

14. What is
Information
Architecture?
1. Content
2. Users
Who are they, what are their
information seeking behaviors
and needs.

15. What is
Information
Architecture?
1. Content
2. Users
3. Context

16. Why is it
difficult?

17. What is
Information
Architecture?
1. Content
2. Users
3. Context
Business model, business value,
politics, culture, resources and
resource constraints

18. What is
Information
Architecture?
Users Content
IA
Context

19. Tip tricks
Pit fall
Starting with a SharePoint demo
What would you
like SharePoint to
do?
Well, what can it
do?
Tons! Let me show
you
What do I need
that for?
Well, it depends…
what do you want
it for?
Well, it LOOKS
cool – sure: I want
it.

20. Why is it
difficult?
Collaboration
- Teamsites
- Work Management
- External Sharing
Search
Content Management
- Content management
- Records management
- eDiscovery, ACM,
Compliance
Business Intelligence
- Excel services
- PowerPivot
- PowerView
Business Solutions
- Access services
- Visio Services
- Form based application
- Workflow
- Business Connectivity Services
Apps
- App Catalog
- Market place

21. Designing How do you get your information

22. Get info from
users…
Analyzing current documents
Surveys
Workshops
Card sorting

23. Open card
sorting

24. Sorted!
Gerbil
Is it?????

25. Options…
it’s not always
what you
expect…
Ford
Gerbil

26. And now for
something
completely
different
Ford
Gerbil

27. Designing IA decisions

28. just a few….
Document
content
management
• Site Collections vs Sub sites
• One list or multiple lists
• Single library or multiple libraries
• Require check out or don’t
• Content types
• Folders or meta data
• Folders or document sets
• Taxonomies
• Sites vs Pages
• Workflow
• Rules and policies Drop Off Library

29. just a few….
Enterprise
content
management
• Content Type Hub
• Case Management - eDiscovery
• Auditing Monitoring
• Search
• Archiving

30. Designing Tools

31. Visio
• Design of Business Workflow

32. Visio
• Meta data model

33. Mind manager
Taxonomy

34. Survey tools
SharePoint ☺
Survey monkey

35. Planning
implementation
considerations
Site Provisioning
Migration Strategy
Governance management

36. User adoption
Training (videos)
FAQ (Blog/Wiki)
Support
Ask

37. Ask for
feedback
Couldn’t Find What You Were Looking
For? Let Us Know (On Search Pages)
Intranet Design or Improvement
Contests
Do You Like The New Homepage
Design? Click I Like It or Leave A Note!
(Simple front end code/webparts means users don’t
even have to go to the ribbon.)
Provide Feedback Button Custom List
Want More? Give Users a Bookmark
Feature and Analyze User
Bookmarks
Blog New
Features/Changes and
Encourage Comments
How about a site review process
where you encourage feedback?

38. Questions?
Contact
@mariannerd
marianne@diwug.nl

39. Resources
Practical tools and techniques for the SharePoint BA IA
Richard Harbridge RuvenGotz
Card sorting - Donna Spencer
http://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0

41. Governance
and IA?
Home Page
Functional
Areas
Department Site –
“Public”
Department Team Site –
“Private”
Project/Initiative Team Sites
Personal Sites–My Sites
“PUBLIC” SITES:
Open to all
employees
TEAM SITES: Generally
open to team members
Tightly controlled,
formal governance
Some control, some
formal governance
Looser control,
less formal
governance
“PRIVATE” SITES:
Open to business group
members
Animated Slide Provider: Susan Hanley