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Content Management and Page Structure for SharePoint
The document discusses content management and page structures in SharePoint, contrasting classic and modern architectures, and highlights the importance of information architecture (IA) and user experience (UX). It emphasizes the need for structured approaches to organizing content, using metadata effectively, and creating logical site collections and layouts to improve usability. Additionally, it offers guidance on communication strategies and governance within SharePoint/Office 365 environments.
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Content Management and Page Structure for SharePoint
- 1. Content Management &Page Structures in SharePoint By: D’arce Hess SPTechCon – Washington D.C. 2017
- 2. Where we camefrom Classic vs Modern Architectures IA Building Blocks Providing Consistency IA Meets UI/UX Agenda
- 3. Introductions D’arce Hess, MVP President| DH Consulting LLC dhess@dhconsulting.me https://darcehess.com @darcehess https://www.linkedin.com/in/darcehess
- 4.
- 5. Where we camefrom 2013 • Custom Master Pages • Composed Looks • Display Templates • Custom Page Layouts • jslink • Image Renditions 2010 • Sandbox Solutions • Color Picker Theming • Custom Master Pages • Custom Page Layouts • FAST Search • Deep IA Structures 2007 • Full Trust Code Solutions • Limited theming capabilities • Custom Master Pages • Custom Page Layouts Office365 • Modern Experiences • Delve • Personalized Search • SharePoint Framework • New Web Parts • No more clunky ribbon • No Subsites • Mobile Friendly • SharePoint App
- 6. Classic Architectures • Onehigh-level site collection • Multiple sub sites • Lists • Libraries • Folders • Documents • Content Types • Metadata
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- 8. The World isFlat • Root Site is a Modern Team Site • Everything is a Site Collection • Easier for permissions structures • News and events will roll up to Hub Site
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- 10. What kind ofcontent do you have? • Text • Images • Videos • Documents • Lists • Forms • Social content • Surveys
- 11. SharePoint is notthe only answer Technology cannot be the only answer. SharePoint can house all of your content, but the structure and organization is up to you. • What types of documents do you want to store? • What information about those documents should be stored (metadata)? • Do you need images, or video? • Who will be accessing the different types of content?
- 12. How will yourusers be using SharePoint? • Document Storage • Intranet • Communication • Collaboration/Teamwork • Social
- 13. Logical containers witha unique name used to store a collection of sub sites.. Site Collections Sites are containers which store libraries and lists. Users often navigate directly to a site and are redirected to its homepage. Sites/Subsites (Classic) Located within sites, libraries store items that are ‘files’. Examples include Site Pages, Images, Videos, Documents. These are all stored in libraries. Libraries Similar to libraries except every item is separate similar to how and separate line item in Excel works. Lists A container term that can apply specific pre-defined metadata to information (lists, libraries, pages) within SharePoint Content Types The properties that are applied to items inside libraries or lists Metadata Your Building Blocks
- 14. Purpose of anArchitecture An architecture provides the foundation for your governance plans to be implemented and scalable in the organization.
- 15. Create Logical andRealistic Structures Human Resources Site Collection (Hub Site) Human Resources EMEA Site Collection Human Resources APAC Site Collection Human Resources Americas Site Collection Lists Document Libraries Images News Events Site Pages Lists Document Libraries Images News Events Site Pages Lists Document Libraries Images News Events Site Pages
- 16. IA meets UserExperience
- 17. Create Logical andRealistic Structures • Structure content with a purpose • What is the story you want to tell? • Who is your Audience? • Can a process be simplified using metadata? • Can you use metadata to surface content stored in lists to prevent separate pages for consistent content?
- 18. Two Column Layoutsprovide a great canvas for providing focus on specific content and allowing the sidebar to be used as a secondary focus. This layout offers a large variety of uses for: • Department Home Pages • Landing Pages • Intranet Landing Pages • Content Pages Banner with Lg. Left Sm. Right Modern Classic
- 19. Single Column Layoutsinclude a Left Navigation to help users get to categories of content. This layout offers a large variety of uses for: • Article content pages • News • Single Topic Content Single Column Modern Classic
- 20. The Three Columnhas the most variety of uses. This layout offers a large variety of uses for: • Telling a process story i.e. Past, Present, Future Three Column Modern Classic
- 21. Use content typesto help users implement the content that is right for the layout versus placing multiple web part zones on a page and leaving too much for the user to have to decide on. Create with Content Types Classic
- 22. The Four Rulesfor Links Color Don’t use blue or purple for text colors unless it’s a link Underline Don’t underline text unless it is a link Click Here “Click Here” requires users to read before and after to understand what they are clicking Number Keep number of links short or find grouping patterns to break up content
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- 24. Who do Iwant to Communicate With?
- 25. Who is theAudience?
- 26. Internal or ExternalCommunication?
- 27. When to usewhat and why Create guidance site/pages to inform users and help lead them to make better decisions and also enforce the governance in your organization SharePoint/Office 365 Governance Questions http://tiny.cc/SharePointGovQuestions When to Use What in Office 365 http://whentousewhat.com
- 28. The Z-Layout isa great way to start just about any website or intranet project because it addresses the core requirements for any effective site: • branding • hierarchy • structure • call to action. Users don’t “read” content, they scan content How do people read?
- 29. Use content ina consistent manner • Should webparts be placed consistently on the page. • In a right column, determine what should be most important. • Know what your users are coming to your site to obtain
- 30. Use Color tonote security designation Should there be a different color theme for sites that allow for external access and sharing vs. internal? Provide visual indicators to help users
- 31. Quick Tips Users willnot fill out 30 fields. Don’t make everything required. Only ask for what you need. Limit Options Use Content Query or Highlighted Content Webparts to help surface relevant content. Have Search work for you Try to limit the number and depth that you create. Subsites (classic only) Make the terminology obvious Metadata
- 32. • Please thankour sponsors and staff. Without them, this event would not be possible. • Please fill out your evaluations. We want to know what we can do better. D’arce Hess, MVP President | DH Consulting LLC dhess@dhconsulting.me https://darcehess.com @darcehess https://www.linkedin.com/in/darcehess