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Christian Buckley, Axceler
The Connection Between Metadata, Social Tools, and
Personal Productivity
#SPSBE
#SPSBE01
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
My Background
Christian Buckley, Director of Product Evangelism at Axceler
• Microsoft MVP for SharePoint Server
• Most recently at Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and then Advertising Operations
• Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration
• Co-founded and sold a collaboration software company to Rational Software. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita, and Seagate
• Co-authored ‘Implementing Microsoft SharePoint 2010 Real-World Projects’ (MS Press, March 2012) and 3 books on software configuration management.
• Twitter: @buckleyplanet Blog: buckleyplanet.com Email: [email protected]
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Get the Book
Just released from Microsoft PressOrder your copy at http://oreil.ly/qC4loT
Tackle 10 common business problems with proven SharePoint solutions
• Set up a help desk solution to track service requests
• Build a modest project management system
• Design a scheduling system to manage resources
• Create a site to support geographically dispersed teams
• Implement a course registration system
• Build a learning center with training classes and resources
• Design a team blog platform to review content
• Create a process to coordinate RFP responses
• Set up a FAQ system to help users find answers quickly
• Implement a cost-effective contact management system
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Improving Collaboration since 2007 Mission: To enable enterprises to simplify, optimize, and
secure their collaborative platforms Delivered award-winning administration and migration
software for SharePoint since 2007 Over 2,000 global customers
Dramatically improve the management of SharePoint
Innovative products that improve security, scalability, reliability, “deployability”
Making IT more effective and efficient and lower the total cost of ownership
Focus on solving specific SharePoint problems (Administration & Migration)
Coach enterprises on SharePoint best practices Give administrators the most innovative tools available Anticipate customers’ needs Deliver best of breed offerings Stay in lock step with SharePoint development and market trends
Axceler Overview
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Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
"If at first the idea is not absurd, then there is no hope for it."
Albert Einstein
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How productive are your end users on SharePoint?
Creating Passionate Users, Kathy Sierra
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Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Idea:The business dynamics of how Information Workers capture, consume, and interact with data is changing
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Online tools and the social platforms help teams work together more collaboratively
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While at the same time, supporting the introverts among us, asynchronously Social networking platforms Wikis Workflows Email MySites
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Tools that overtly manage and manipulate content and social interactions are becoming more integrated and seamless
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Why is the Information Worker role changing?
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Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
OCDADDReally, really cool video games
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Cloud adoption is helping drive it Movement away from hardware Change in focus from maintenance toward
productivity and performance focus Social is becoming a layer across most
enterprise applications
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The economics have changed Need to get more out of our investments And do it with fewer headcount
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Idea:Metadata is fundamental to making social, knowledge management, and SharePoint work
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Gov
erna
nce
Metadata
Taxonomy Ad Hoc
Social Media
Search
End Users
The metadata stack
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What is metadata?
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Definitions
In Biology, taxonomy is the science dealing with the description, identification, naming, and classification of organisms. “however, the term is now applied in a wider, more general sense and now may refer to a classification of things, as well as to the principles underlying such a classification.”
“Metadata provides context for data. Metadata is used to facilitate the understanding, characteristics, and management usage of data. The metadata required for effective data management varies with the type of data and context of use.”Wikipedia.org
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Structured and Unstructured
• Site architecture is centrally controlled• Metadata is always applied to content• Site Columns and Content Types are created at
site collection root• Lists get “bundles” of columns
PROS• Improves consistency• Reduces metadata duplication • Easy to update• Easy to support and train on• Allows document-level DIP, Workflow, Information
Policies, and document templates
CONS• Requires planning• Requires upfront work• Hard to manage across site collections and portals
• Site architecture is ad-hoc• Metadata may not be applied to content• Columns are created on lists• Columns are combined in an ad-hoc basis on each list
PROS• Requires no planning• Requires little upfront effort• Works across site collections and portals
CONS• Decreases consistency• Increases metadata duplication• Hard to update• Hard to support and train on• Only allows list-level Workflow, Information Policies
and document templates• Difficult to reverse
CENTRALIZED DECENTRALIZED
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Governance
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The teams that take the time to plan strategies for both will reap the rewards Search will actually work People will locate their content
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Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Case StudyU
sers
TeamsCorporate Departments
Empowerment
My Site
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Ad‐hoc content migration leads to junk in portal Legacy content gets migrated slowly, if at all Inconsistent taxonomy across farms and site collections People author locally ‐multiplies problems globally Authors don’t apply metadata= “shotgun” approach to search
OR Authors apply metadata without common classification = better search, but worse authoring experience
Portal lacks high fidelity search User can’t find the right content As a result, poor portal adoption and low user satisfaction
Common Migraines
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Business ROI Faster employee on‐boarding and training More productivity More usage of the platform Faster realization of the financial investments
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Metadata is the fundamental building block Taxonomy adds structure Folksonomy refines the model Apply governance, as needed (its always needed)
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Social tools use bothtaxonomy and folksonomy
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Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
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• Status• Approval• Check in / check out• Version
• User name• Department• Title• Role• Project
• Document name• File type• Author• Description• Page number• Retention rules
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Automated (by content type) Document name File type Author Description
Where the metadata lives
Taxonomy Department Title Role Status Approval
Folksonomy Project Definition Correlated projects
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• Metadata is the key to making social media work inside the enterprise
• Metadata makes social media visible, searchable, linkable, relevant
• Metadata is the building block of social media within SharePoint
• Metadata powers search, it powers social media, and it powers SharePoint
The role of metadata
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Idea:Social tools are just another layer of the search experience
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“Social media is media designed to be disseminated through social interaction, created using highly accessible and scalable publishing techniques. Social media uses Internet and web-based technologies to transform broadcast media monologues (one-to-many) into social media dialogues (many-to-many).
It supports the democratization of knowledge and information, transforming people from content consumers into content producers.”
Definitions
Wikipedia.org
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Your team wants social for the enterprise, but what does that really mean?
Good question
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They surface data They provide context They extend the search experience They are increasingly being viewed as the
way in which people communicate
Why are social tools important?
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Why SharePoint needs socialApologies in advance for the humor
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How does social impact search?
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Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
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[One man’s idea of how the pieces might come together]
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Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Idea:Organizations don’t understand, much less track and measure, user productivity
Where do you begin?
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What are their most active sites?
What are their usage patterns?
What business problems have been improved or solved by SharePoint?
What has been the ROI of your most recent SharePoint deployment efforts?
Measurement
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Many managers have a difficult time answering these questions
Not because the platform is failing to provide value, but because of a lack of measurements
How do you measure your success?
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It is easy to put a value on quantitative improvements to productivity
It is difficult to put a value on qualitative improvements
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What is personal productivity?
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Is it simply about getting more stuff done, faster?
Personal productivity is about: Setting meaningful and measurable objectives Evaluating the objective into actionable items Completing the individual actionable items Reviewing and acknowledging your progress
(http://workawesome.com)
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S - specific, significant, stretching
M - measurable, meaningful, motivational
A - agreed upon, attainable, achievable, acceptable, action-oriented
R - realistic, relevant, reasonable, rewarding, results-oriented
T - time-based, timely, tangible, trackable
SMART goals
The trick is to get this into your SharePoint planning
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What are you doing to make your end users productive?
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4 Ways to Improve Productivity
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Are you optimized for search?
Have you adopted a metadata strategy?
Have you developed a social strategy?
Have you prioritized feature and solution requests?
Have you established a cycle for continuous improvement on what you’ve built?
Areas for initial focus
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1. Start with out-of-the-box
2. Understand your culture
3. Communicate your vision
4. Develop your use cases, and define your solutions
5. Outline your taxonomy
6. Implement a governance plan
7. Make continuous improvement part of your culture
Strategy for Improving Productivity
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Christian [email protected]+1 [email protected]
Additional Resources The Heretics Guide to Best Practices, Paul Culmsee http://hereticsguidebooks.com On The Importance of Metadata, Craig Mullins http://bit.ly/cOWp2F Enabling Social Media through Metadata http://slidesha.re/gdjoaz Managed Metadata in SharePoint 2010, Scott Singleton http://slidesha.re/hNPeAQ The Battle for Metadata in SharePoint 2010, Michal Pisarek http://bit.ly/g7vFWN 5 Steps of a Successful SharePoint Site Transformation http://bit.ly/eB6qbN Creating Passionate Users, Kathy Sierra http://headrush.typepad.com/
Contact me
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