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The Connection Between Metadata, Social Tools, and Personal Productivity Christian Buckley Director of Product Evangelism, Axceler
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The Connection Between Metadata, Social Tools, and Personal Productivity
Christian BuckleyDirector of Product Evangelism, Axceler
The Connection Between Metadata, Social Tools, and Personal Productivity
What I’ll cover today:
• The productivity dilemma
• The evolution of the Information Worker
• Why social is important to the enterprise
• How metadata and social improve productivity
AboutChristian Buckley, Director of Product Evangelism at Axceler
• Microsoft MVP for SharePoint Server
• Prior to Axceler, worked for Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and worked as a consultant in the areas of software, supply chain, grid technology, and collaboration
• Co-founded and sold a software company to Rational Software. At E2open, helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita, Cisco, and Seagate
• Co-authored ‘Microsoft SharePoint 2010: Creating and Implementing Real-World Projects’ link (MS Press, March 2012) and 3 books on software configuration management.
• Twitter: @buckleyplanet Blog: buckleyplanet.com Email: [email protected]
Get the Book
Published 2012 by 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
Axceler Overview
Improving Collaboration since 2007• Mission: To enable enterprises to simplify, optimize, and
secure their collaborative platforms• Delivered award-winning administration and migration
software since 1994, for SharePoint since 2007• Over 3,000 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
THE BUSINESS DILEMMA
How productive are your end users on SharePoint?
The Challenge of End User Engagement
External variables
Perceived
usefulness
SimpleTo use
Personalattitude
IntentActual system
use
Source: Technology Acceptance Model (TAM) by Fred Davis 1985, shared with me by Jussi Mori @JussiMori
Idea:The business dynamics of how Information Workers capture, consume, and interact with data are changing
Online tools and the social platforms help teams work together more collaboratively
Why is the Information Worker role changing?
The economics have changedNeed to get more out of our investmentsAnd do it with fewer headcount
Cloud adoption is helping drive itMovement away from hardwareChange in focus from maintenance toward productivity and performance focusSocial is becoming a layer across most enterprise applications
Idea:Metadata is fundamental to making social, knowledge management, and SharePoint work
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
Govern
an
ce
Metadata
Taxonomy Folksonomy
Social Media
Search
End Users
The metadata stack
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
Metadata is the fundamental building block of every SharePoint solutionTaxonomy adds structureFolksonomy refines the modelApply governance, as needed (Hint: its always needed)
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Case StudyU
sers
TeamsCorporate Departments
Empowerment
My Site
Business ROIFaster employee on-boarding and trainingMore productivityMore usage of the platformFaster realization of the financial investments
http://bit.ly/2nk9Fe
Metadata is the fundamental building block
Taxonomy adds structureFolksonomy refines the modelApply governance, as needed (its always needed)
Automated (by content type)Document nameFile typeAuthorDescription
Where the metadata lives
Taxonomy Department Title Role Status Approval
Folksonomy Project Definition Correlated projects
Idea:Social tools are just another layer of the search experience
“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
Your team wants social for the enterprise, but what does that really mean?
Good question
Why SharePoint needs social
• Taxonomy applied
• Folksonomy (tags)
• Social dialog• Shared• Liked• Rated
• Taxonomy applied
They surface dataThey provide contextThey extend the search experienceThey are increasingly being viewed as the way in which people communicate
Why are social tools important?
• The primary value of a folksonomy is that it uses your own vocabulary
• May come from your intimate knowledge of a subject
• A way to correlate discovered content (through search or social interactions) to your understanding
Why use folksonomy?
Taxonomy• Paper• Airplane• White• Toy
Folksonomy• Paper• Flight• Airplane• Design• White• Toy• Origami• Technique• Distance
taxonomy
folksonomy
Opportunity to improve global search
AdvantagesIntegrated into SharePoint
Can be extended (social tools providers)
DisadvantagesRequires social interaction
Improved filtering needed
Need more display/sharing options
Requires ongoing management (governance)
Another example, this time within SharePoint 2010, because I want to be thorough…
Social in SP2013Features
• Community• Social tagging• Easily share content
and activities• Follow documents,
people, sites, tags, and activities
• Improved activity streams
• Improved My Sites• Save locally
Benefits
• Build more robust metadata• Make content more findable• Link people, teams, content
and activities
Adding Metadata through Social
Sharing is Key
Idea:Organizations don’t understand, much less track and measure, user productivity
Where do you begin?
What are you doing to make your end users productive?
4 Ways to Improve Productivity
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
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
But difficult to put value on qualitative improvements
What are you doing to make your end users productive?
Why focus on Productivity?
To simplify the interface into SharePoint
To better align end user activities with the needs of the business
To better streamline business processes
To get more out of SharePoint
Most commonly used automation of end user interaction with SharePoint
Reduces “hunt and peck” by simplifying interactions
Allows enforcement of process and governance rules
“Pushes” action rather than relying on end users to do the right thing
Why use workflow?
Simplify the interface to SharePointBreak down complex tasks into natural languageGives people step-by-step instructionsCapture more complete dataCapture richer metadata
Why build out your forms?
Where to start?
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
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
Before you talk about productivity:
Understand the business value of what can be delivered through SharePoint
Clarify the scope of what is to be built -- before you start building it
Thank you!
Order your copy at http://oreil.ly/qC4loT
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/
Christian [email protected] @buckleyplanetwww.Axceler.comhttp://tiny.cc/buckleypresentationshttp://tiny.cc/buckleybloghttp://tiny.cc/buckleybookhttp://tiny.cc/buckleygovernance4hybrid
