Share point saturday edmonton 2016 designing team sites

A Step by Step GuideBy Mark Morris

Designing a SharePoint Team Site

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Agenda Introductions 12 Step Program Q & A

Image Source: https://pixabay.com/p-311168/?no_redirect

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Who is in the room? SharePoint Use? Versions of SharePoint? Your Role?

Image Source: https://upload.wikimedia.org/wikipedia/commons/f/f3/Uncle_Sam_(pointing_finger).jpg

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What is a team? A group of people with a full set of

complementary skills required to complete a task, job, or project.

Team members operate with a high degree of interdependence, share authority and responsibility for self-management, are accountable for the collective performance, and work toward a common goal and shared rewards(s).

Read more: http://www.businessdictionary.com/definition/team.html

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Culture Collaboration Communication Content Activity/Workflow

What is a team site?

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What is a team site, technically? A site or collection of sites, pages, lists, libraries,

calendars, and other content management tools.

Typically, security controlled for a specific subset of employees in an organization.

Different from an o365 group

12 Step Program

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Step 1: Identify Users and User Stories

Determine the needs and uses of the team site Internal (Security Trimmed) External (Company wide)

Areas of focus: Communication, Collaboration, Services, Processes

Use Case User AreaI want to share a book with a coworker

Team Member Collaboration

I want to review a book before it is published

Team Manager Process

I want to look at available books

External Member Services

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Step 2: Map out use cases Process Mapping

Identify all users using swim lanes Look for areas for automation

Approvals Messages (email, text) Task assignment and tracking

Keep an eye out for “things” Bonus: Identify complexity and holes/gaps

in a process.

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Use Case ExampleVa

catio

n Re

ques

t

Empl

oyee

Man

ager

Syst

em

Submit a Vacation Request

Notify Manager of Submission Vacation RequestStatus: Submitted

Review Submission Approved?

Notify Employee of Rejection Notfify Employee of Approval Vacation RequestStatus: Approved

Vacation RequestStatus: Rejected

End

Start

Reject

Approve

Cancel Vacation Plans

Book Vacation

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Step 3: Identify the Things (Information Architecture) What are the things the team uses? What are the characteristics of those things (Meta

Data)? Search

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Step 4: Map out associations (Information Architecture)

Determine how the things are related Build containers and groupings

Categorization and Classification

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Step 5: Define the Content Strategy

Substance What is the message

Workflow Process and tools for Create,

Edit, Maintain, Archive Structure

Meta Data and Tagging Governance

Hierarchy of decision makersImage Source: http://www.uxbooth.com/articles/complete-beginners-guide-to-content-strategy/

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Step 6: Outline Records Management Rules

Outline the life cycle of each thing (creation, access, distribution, storage, and disposition) Consider short term and long term policies

Outline the roles and responsibilities around the records (RACI)

Image Source: https://upload.wikimedia.org/wikipedia/commons/9/93/Fondos_archivo.jpg

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Step 7: Design Security Tiers for inheritance Group vs Individual

Container User Access level

Publications Jane Smith ReadPublications Rolando

ChavezWrite

Publications Adam Stevenson

Approve

Container Group Access level

Publications Readers ReadPublications Authors WritePublications Managers Approve

Site CollectionSite and Sub SitesLibraries and ListFolderItem

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Step 8: Consider common elements

Most Team sites use some of the following: Calendar(s) Announcements Communication Board Task Tracking Project Tracking Documents Libraries Shared Links Contacts List OneNote

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Additional points of consideration Sharing outside the team

Publishing Site & Pages Content roll up

Content Type Hub User Experience (UX)

Use common vernacular Avoid Acronyms Embed web parts together

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Step 9: Put it all together

Group things and outline security Consider Links and Navigation

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Step 10: Design NavigationGlobal Navigation

Typically, not changed on team sitesLocal Navigation

Alphabetical vs Most commonly used Persists across entire team site

Call to Action ->Promoted Links (SharePoint 2013+)

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Step 11: Design the Interface

Organize the layout of the relevant pages/sites/libraries

Users typically start in the top left (Most Important) and end in the bottom right (Least Important)

Include a call to action

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Layout Examples

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Default SharePoint 2013 Team Site

Call to Action

Announcements/ Message Board

Document Library

Image Source: http://cdn.boostsolutions.com/blog/wp-content/uploads/2014/06/team-site2.png

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PWC – User Experience Team

Announcements

Useful Links

Project TrackingDocument Library

Call to action

Image Source: Five Purposes of Modern Intranets - Step Two Design

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SharePoint Community Site

Announcements

Message BoardCalendar

Call to action

Image Source: http://nbsp.blob.core.windows.net/uploads/Images/eusp/2013-07-29-SharePointCommunitySite-10.png

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NAV Canada – Department Page

Local Navigation

Call to Action

Announcements / Promoted Links (Carousel)Document Libraries

Team NameTeam Details

Team Member Profile

Image Source: Intranet_ Design_Annual_2016.pdf- Step Two Design

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Step 12: Build and Enjoy

Image Source: https://upload.wikimedia.org/wikipedia/en/c/c5/Bob_the_builder.jpg

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In Summary

Consider the user and their use case Identify and classify the “Things” Design the experience Upgrade and improve

Take Aways

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Steps to designing a SharePoint team site1. Identify users and user Stories2. Map out use cases3. Identify the things4. Map out associations5. Define the content strategy6. Outline records management rules7. Design security8. Consider common elements9. Put it all together10. Design navigation11. Design the interface12. Build and enjoy

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Questionnaire Who are the users of your site collection? What are they using it for? What services does your team offer to other groups in

your organization? What Types of Documents/Files does your team use? Who should have access to what? Do you want any of the following?

Calendar(s)? Message Board(s)? Task List(s)? External Links to important web sites or services for

your team? OneNote?

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Let’s continue the conversation!

mark.morris@devfacto.com@markpatmorris

The End

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