1. Name Bringing Information Architecture and UX into a SharePoint Hybrid Environment Virgil Carroll principal architect, high monkey

2. 2 Welcome to SharePoint Saturday Houston Please turn off all electronic devices or set them to vibrate. If you must take a phone call, please do so in the hall so as not to disturb others. Special thanks to our Diamond Sponsor, HSPUG Thank you for being a part of the 6 th Annual SharePoint Saturday for the greater Houston area!

3. 3 Thanks to all our Sponsors!

4. 4 Information Speaker presentation slides should be available from the SPSHOU website within a week or so The Houston SharePoint User Group will be having it’s next meeting Wednesday April 20 th. Please join us at www.h-spug.org

5. about me From the great State of Alaska User Experience Aficionado Been building websites since 1998 Been building SharePoint since 2001 Check out our new website Blog: http://www.highmonkey.com/bloghttp://www.highmonkey.com/blog Twitter: @vcmonkey

6. agenda Reviewing IA fundamentals What does hybrid really mean UX / UI the Hybrid Way Searching Hybrid

7. Reviewing IA fundamentals

8. how users think The too-easy information seeking model User asks question MAGIC HAPPENS User received answer

9. why doesn’t this model work? People are really poor finders People often don’t understand what to look for Public searches tend to carry less expectations

10. Key to IA: good findability How we look for stuff Complex structures tend to fail People want to find things their way People DON’T UNDERSTAND HOW TO FIND STUFF

11. Good findability starts with putability How we store information More successful with complex structures People don’t want to make too many decisions

12. why do we care? Because people finding stuff is the MOST important, but we still have to have storage Because organization is key to successful finding People can’t find stuff that isn’t there

13. IA breakdown Purpose PeopleLanguage Business goals, funding, politics, culture, technology, resources and constraints Vocabulary, rules, content types Audience, tasks, needs, information seeking behavior, experience

14. purpose (context) Everything in your organization has a purpose Every person in your organization has a purpose for using information Look out for conflict between HYPOTHETICAL (or stated) versus ACTUAL (or achieved) purposes! the key to success is understanding and alignment Purpose PeopleLanguage

15. Purpose PeopleLanguage language (content) and rules Every organization has its own vocabulary to follow How content is named and stored Terms that are used frequently (acronym hell) Every piece of content exists for a purpose (good and bad) Every organization has governance and cultural rules around how information is used Understanding content and organizational language is key

16. Purpose PeopleLanguage people Every person has different experiences and abilities to draw from People are mostly out of our control, but we must try and understand them People have their own PURPOSE and LANGUAGE

17. What does hybrid really mean

18. WHAT IS SHAREPOINT WITHOUT REGRET

19. Hybrid is and is not cloud Its as much a marketing strategy as a good one Hybrid is only part way…and their part way It gives the opportunity to get the best of two worlds (but could easily be made into the worst) From an IA perspective, it is going to be much more work…to be good

20. Hybrid is a good first step Transition to the cloud on your own schedule (kinda) We are still limited by what we can actually do Get your people used to the ‘cloud’ experience Hybrid can offload certain workloads, freeing resources to others Hybrid can give you a way forward…and a simpler path back

21. Hybrid give you new features…faster Groups Shows in Outlook 2016 Office 365 Planner Sway Delve Power BI

22. Hybrid in SharePoint 2016…so far Search (can work with 2013 as well) User Profile Service Includes My Sites / Social Needs Azure AD to implement?? OneDrive Followed Sites, App Launcher & Pins, Share across cloud and on-premise Hybrid Delve

23. Hybrid has its cautions Half the resources but could be twice the management You can’t always manage the rollout of new functions Most newer features will require SharePoint Server 2016 – big decision (since its probably the last) Training, training, training

24. UX & IA - the Hybrid Way

25. Hybrid Information Architecture Must be a seamless experience Need to have a deeper understanding of people patterns Traditional organization may or may not work Might have to live with what you can get (good Microsoft strategy)

26. Beware of crossing barriers Try not to cross organizational barriers Try not to make people click between too much Clearly communicate the new strategy

27. What to move (and not) Enterprise Processes Projects & Workspaces My Sites STAY ON PREMISE TO THE CLOUD Enterprise Portal Above The Line versus Below The Line

28. What to move (and not) MOVE Stuff you don’t really care to manage My Sites Team / Group collaborative Sites Things you want to socialize on NOT MOVE Enterprise processes Serious security, compliance and audited content

29. Unique hybrid scenarios Internal vs. External (best solution) Private data vs. not Enterprise vs team Portal vs. process

30. One design to rule them all Make sure your navigation is consistent Site Collection / Site naming structure and hierarchy Consistent UI is key

31. Use CSWP to surface cross data Same content, different display Build complex queries based of metadata and query rules Query builder tool

32. Searching Hybrid

33. Search is a must Searching across systems could help reduce risk of confusion Cloud and On-prem can add to ‘sprawl’ which will result in searching being used more If your content ‘sucks’ your search better not

34. Segment to better target results Tie to search navigation / query rules May have to more manually promote results Use result sets to divide your repositories

35. Identify location in header or other noticeable descriptor Change result types to identify location of content

36. Consider both unique to environment and shared for better findability MMS not hybrid…yet Develop a solid metadata strategy

37. Show items differently Helps break up the page Allows you to highlight important information which ever system you are in Use query rules to group

38. 5 simple things you can do to make your search better Check out my blog post: http://www.highmonkey.com/Blog/August-2015/1199.aspx http://www.highmonkey.com/Blog/August-2015/1199.aspx

39. Governance: a last Hybrid consideration Have to be more disciplined, not less Its tool time Need to automate governance tasks Keep an eye on Office 365 specific compliance tools and reports

40. questions?? Virgil Carroll, President High Monkey Consulting virgil@highmonkey.com 763-201-6040 Blog: http://www.highmonkey.com/bloghttp://www.highmonkey.com/blog Twitter: @vcmonkey