christian buckley connection-betweenmetadatasocialandpersonalproductivity_spsbe01

Christian Buckley, Axceler

The Connection Between Metadata, Social Tools, and

Personal Productivity

#SPSBE

#SPSBE01

Email Cell Twitter Blogcbuck@axceler.com 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: cbuck@axceler.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

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

Email Cell Twitter Blogcbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net

"If at first the idea is not absurd, then there is no hope for it."

Albert Einstein

How productive are your end users on SharePoint?

Creating Passionate Users, Kathy Sierra

Idea:The business dynamics of how Information Workers capture, consume, and interact with data is changing

Online tools and the social platforms help teams work together more collaboratively

While at the same time, supporting the introverts among us, asynchronously Social networking platforms Wikis Workflows Email MySites

Tools that overtly manage and manipulate content and social interactions are becoming more integrated and seamless

Why is the Information Worker role changing?

OCDADDReally, really cool video games

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

The economics have changed Need to get more out of our investments And do it with fewer headcount

Idea:Metadata is fundamental to making social, knowledge management, and SharePoint work

Metadata

Taxonomy Ad Hoc

Social Media

Search

End Users

The metadata stack

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

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

Governance

The teams that take the time to plan strategies for both will reap the rewards Search will actually work People will locate their content

Case StudyU

TeamsCorporate Departments

Empowerment

My Site

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

Business ROI Faster employee on‐boarding and training More productivity More usage of the platform Faster realization of the financial investments

Metadata is the fundamental building block Taxonomy adds structure Folksonomy refines the model Apply governance, as needed (its always needed)

Social tools use bothtaxonomy 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

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

• 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

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

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?

Why SharePoint needs socialApologies in advance for the humor

How does social impact search?

[One man’s idea of how the pieces might come together]

Idea:Organizations don’t understand, much less track and measure, user productivity

Where do you begin?

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

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)

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

What are you doing to make your end users productive?

4 Ways to Improve Productivity

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

Christian Buckleycbuck@axceler.com+1 425-246-2823@buckleyPLANETwww.buckleyPLANET.com

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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