The Connection Between Metadata, Social, and Personal Productivity

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The Connection Between Metadata, Social, and Personal Productivity

Christian Buckley

[email protected]@buckleyPLANET

SharePoint Saturday UK

November 12th, 2011



My Background

Christian Buckley, Director of Product Evangelism at Axceler

• Most recently at Microsoft

• Microsoft Managed Services (now Office365-Dedicated)

• Advertising Operations, ad platform API program

• 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. Also co-authored 3 books on software configuration management and defect tracking for Rational and IBM

• At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), managing deployment teams to onboard numerous high-tech manufacturing companies, including Hitachi, Matsushita, Seagate, Nortel, Sony, and Cisco

• I live in a small town just east of Seattle, 4 kids. Co-authoring ‘Implementing Microsoft SharePoint 2010 Real-World Projects’ (MSPress, Feb2012)



Improving Collaboration for 16+ Years Mission: To enable enterprises to simplify, optimize, and

secure their collaborative platforms Delivered award-winning administration and migration

software since 1994 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



How productive are your end users on SharePoint?




[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net



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?



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?



It is easy to put a value on quantitative improvements to productivity

It is difficult to put a value on qualitative improvements



What is personal productivity?



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)

http://workawesome.com/





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



What are you doing to make your end users productive?

Creating Passionate Users, Kathy Sierra



Are you optimized for search?

Have you prioritized feature and solution requests?

Have you established a cycle for continuous improvement on what you’ve built?

Have you adopted a metadata strategy?

Have you developed a social strategy?

Areas for initial focus



Govern

ance

Metadata

Taxonomy Ad Hoc

Social Media

Search

End Users

Role of Social in SharePoint



What is metadata?





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



• Metadata is the key to making social media work inside the enterprise

• Most social media brands are built for the individual (and ad revenue)

• Metadata makes social media visible, searchable, linkable, relevant

• Metadata is the building block of social media within SharePoint

The role of metadata



Scott Singleton, Managed Metadata in SharePoint 2010 http://www.slideshare.net/scottsingleton/managed-metadata-insharepoint2010

The Role of Metadata



Social tools use both

taxonomy and folksonomy







• Status• Approval• Check in / check out• Version

• User name• Department• Title• Role• Project

• Document name• File type• Author• Description• Page number• Retention rules







• Book title• Author• ISBN• Publisher

• Name• Account Number• Credit Card• Social Security #• Billing Address

• Device ID• Email• Software version



Metadata is the lifeblood of SharePoint

Taxonomy and metadata drive the tools and processes that make the world go round

Metadata powers search,

it powers social media,

and it powers SharePoint



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

PROSImproves consistency

Reduces metadata duplication

Easy to update

Easy to support and train on

Allows document-level DIP, Workflow, Information Policies, and document templates

CONSRequires 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

PROSRequires no planning

Requires little upfront effort

Works across site collections and portals

CONSDecreases 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



“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



April 10, 2023

They surface data, provide content They are another layer of the search

experience They are increasingly the common way

in which people communicate

Why are social tools important?



Islands of information

You can’t find anything

You can’t tell who owns what

You can’t tell what’s new, what’s old, or what has changed

It’s all disconnected

Why SharePoint Needs Social



The Social Informatics

Shift



Social Informatics is the study of information and communication tools in cultural and institutional contexts

It is a cross-disciplinary focus on usage patterns. It is a blend of sociology, anthropology, psychology, technology and business perspectives, examining the changing way in which we do business. (Wikipedia)



The Future of Social Media











What are the social tools within SharePoint?



2007Blogs

Wikis

My Sites

Team Sites

Discussion forums

Shared calendars

Alerts

RSS

Search

Tag clouds

Mobile accessible

Presence awareness

Email archiving

2010Managed Metadata Service

Advanced routing (based on metadata)

User profiles (My Sites)

Status updates/activity feeds

Knowledge mining

Bookmarks (replaces My Links)

Feedback/rating

Note board (Wall)

Podcasting kit

Social tagging

Expertise tagging

Wikis (including wiki edits of Team Sites)

Share & Track tab

Individual and team blogs

People and social search

Social Media in SharePoint



[Reality Check]



April 10, 2023

Problems in Paradise

Feature OOTB? Issue

Tag Clouds Sort of Not a true tag cloud, not tied to blog content

Star Ratings Sort of Need to heavily configure

RSS feeds Yes Need to turn them on, light configuration

Anonymous Access Yes Enabled by farm admin, decreases SP security

My Sites Integration Sort of Some actions show up in the activity stream

Comments Approval No Third-party solutions can enable this



Activity streams adding narrative, context to content

Wikis simplifying collaboration between >2 people

Real-time connectivity bringing teams together across the hall, around the world

Partner ecosystem closes many of the gaps

Social driving personal productivity



NewsGator

• Aggregated newsfeed across SharePoint sites, and using Social Sites, feeds outside of SharePoint

• Expanded trackable items

• Daily news digest

• Add individuals, groups, and hashtags

• Create groups, each of which have their own microblog, documents, calendar, and other capabilities

• Statistics on social activity



Attini

• Provisioning process for adding new users

• Attini Talk provides microblogging, nested comments, sharing, mentions and badges

• Improved blog capability, plus

• Aggregate news, and • Aggregate video assets



SnapWorkSocial

• Social within team sites, does not create separate page

• Microblogging• My Site integration• Task integration• Aggregate feeds• On-prem, cloud, and

Office365



Strategy for improving productivity



1. Understand your culture

2. Communicate your vision

3. Develop your use cases

Strategy for Improving Productivity








4. Define your solutions

5. Outline your taxonomy









4. Define your solutions

5. Outline your taxonomy

6. Build your solutions

7. Implement a governance model

8. Consolidate, update, improve




April 10, 2023

Advances in the features we know

More “built in” capability and solutions

SharePoint becoming more or less “middleware”

Predictions on the future of productivity in SharePoint



Contact me at Christian Buckley, [email protected], 425-246-2823 On Twitter at @buckleyplanet www.buckleyPLANET.com

Check out SharePointProMag.com article

How SharePoint 2010 Stacks Up to Your End-User Social Media Requirements

For more information

mailto:[email protected]

http://www.twitter.com/buckleyplanet



http://www.buckleyplanet.com/

http://www.sharepointpromag.com/article/sharepoint/How-SharePoint-2010-Stacks-Up-to-Your-End-User-Social-Media-Requirements

http://www.sharepointpromag.com/article/sharepoint/How-SharePoint-2010-Stacks-Up-to-Your-End-User-Social-Media-Requirements

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The Connection Between Metadata, Social, and Personal Productivity

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