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The Connection Between Metadata, Social, and Personal Productivity
Christian Buckley
[email protected]@buckleyPLANET
SharePoint Saturday UK
November 12th, 2011
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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)
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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
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How productive are your end users on SharePoint?
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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?
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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
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What are you doing to make your end users productive?
Creating Passionate Users, Kathy Sierra
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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
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Govern
ance
Metadata
Taxonomy Ad Hoc
Social Media
Search
End Users
Role of Social in SharePoint
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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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• 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
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Scott Singleton, Managed Metadata in SharePoint 2010 http://www.slideshare.net/scottsingleton/managed-metadata-insharepoint2010
The Role of Metadata
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Social tools use both
taxonomy and folksonomy
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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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• Book title• Author• ISBN• Publisher
• Name• Account Number• Credit Card• Social Security #• Billing Address
• Device ID• Email• Software version
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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
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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
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
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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
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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?
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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
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The Social Informatics
Shift
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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)
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The Future of Social Media
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What are the social tools within SharePoint?
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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
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[Reality Check]
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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
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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
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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
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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
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SnapWorkSocial
• Social within team sites, does not create separate page
• Microblogging• My Site integration• Task integration• Aggregate feeds• On-prem, cloud, and
Office365
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Strategy for improving productivity
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1. Understand your culture
2. Communicate your vision
3. Develop your use cases
Strategy for Improving Productivity
Email Cell Twitter Blog
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1. Understand your culture
2. Communicate your vision
3. Develop your use cases
4. Define your solutions
5. Outline your taxonomy
Strategy for Improving Productivity
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1. Understand your culture
2. Communicate your vision
3. Develop your use cases
4. Define your solutions
5. Outline your taxonomy
6. Build your solutions
7. Implement a governance model
8. Consolidate, update, improve
Strategy for Improving Productivity
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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
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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