SharePoint Search & IA Jumpstart Series June 11, 2009 Call 2: Making Basic SharePoint Search Work Hosted by Earley & Assoc...
About the JumpStart call series <ul><li>Began educational call series in 2005 </li></ul><ul><li>Past topics have  included...
Community of Practice Calls <ul><li>Taxonomy Group url:  http://finance.groups.yahoo.com/group/TaxoCoP </li></ul><ul><li>S...
Housekeeping <ul><li>Calls last from 60 – 90 minutes </li></ul><ul><li>Email questions during the call to  [email_address]...
Call 2: Making Basic SharePoint Search Work <ul><li>Shawn Shell, Consejo Inc. </li></ul><ul><ul><li>Improving Search throu...
SharePoint Search & IA Series: Calls 3 – 4  <ul><li>Call 3:  Navigation, Metadata, & Faceted Search: Approaches & Tools </...
About Me <ul><li>Richard Beatch </li></ul><ul><ul><li>Senior Consultant at Earley & Associates, Inc. </li></ul></ul><ul><u...
Search Basics <ul><li>We have to change our definition of search. </li></ul><ul><li>Search algorithms are getting better, ...
Improving Search through Tagging Shawn Shell, Consejo
Shawn Shell, Principal Consultant <ul><li>Founder and Principal Consultant for Consejo, Inc. </li></ul><ul><li>20 years te...
Agenda <ul><li>Basic Problem Set </li></ul><ul><li>Tagging Content </li></ul><ul><li>OOTB Configuration Improvements </li>...
Basic Problem Set
Metadata Entry <ul><li>Users don’t like to enter it </li></ul><ul><li>Accuracy is generally suspect </li></ul><ul><li>Trai...
Limitations in SharePoint <ul><li>No cascading Columns (no hierarchy) </li></ul><ul><li>Columns do not propagate across Si...
Metadata Inconsistencies <ul><li>Each content source has potentially different metadata </li></ul><ul><li>Vocabulary diffe...
Tagging Content
Columns = Metadata <ul><li>There are many types of  columns: e.g. </li></ul><ul><ul><li>Date </li></ul></ul><ul><ul><li>Nu...
Content Types <ul><li>Reusable collection of settings to  </li></ul><ul><li>describes a specific kind of content </li></ul...
Standard Properties
Document Information Panel <ul><li>Standard in Office 2007 </li></ul><ul><li>Honors Content Types and Columns </li></ul>
Blog Entry Interface
Blog Post in Word Metadata for blog post also shown in Word
OOTB Configuration
Creating Managed Property <ul><li>Add column to the index </li></ul><ul><li>Exposes the column in advanced search </li></u...
Advanced Search Full text keywords Extended metadata properties
Metadata Mapping <ul><li>Allows metadata to correlate between sources </li></ul><ul><li>Provides a way to surface in Advan...
Metadata Mapping
URL Removal <ul><li>Removes URL from index </li></ul><ul><li>Prevents result from appearing in search results </li></ul>
Practical Success Plan
Improve metadata with… <ul><li>Workflow to automate content tagging </li></ul><ul><li>Document Information Panel </li></ul...
Improve Search with… <ul><li>Construct “canned” searches </li></ul><ul><li>Leverage Best Bets </li></ul><ul><li>Use RSS fe...
Other Resources
Notable Blogs <ul><li>Consejo http://blog.consejoinc.com </li></ul><ul><li>Earley & Associates http://sethearley.wordpress...
Other Resources & Downloads <ul><li>CodePlex http://www.codeplex.com </li></ul><ul><li>SharePoint Search Portal http://sha...
Other Resources & Downloads <ul><li>Taxonomy Tagging Starter Kit  http://cks.codeplex.com/Release/ProjectReleases.aspx?Rel...
Questions? Shawn Shell Principal Consejo, Inc E:  [email_address]   P: 773-271-1474 W:  www.consejoinc.com
Making Basic SharePoint Search Work –  Usability Improvements Inside and Out SharePoint Search & IA Jumpstart Series 6/11/09
<ul><li>SharePoint Consultant with Knowledge Management Associates </li></ul><ul><li>Over 20 SharePoint implementations, a...
Agenda <ul><li>Improving usability of the search interface and results </li></ul><ul><li>Behind-the-scenes usability impro...
Improving usability of the search interface and results
Adding a title to document properties affects search results Filename only: Filename and Title:
Scopes can be used to serve content in different ways Global search box Tabs in Search Center
Global search results vs. Contextual search results Home Departments Projects Committees Training Reports Sales & Marketin...
Global search results are different than  Contextual search results  Global Contextual
XML/XSL customizations can change the look and feel of Search Results
Behind-the-scenes usability improvements
Site structure impacts relevancy Home Departments Projects Committees Training Reports Sales & Marketing 1 st  level 2 nd ...
Leverage Best Bets to bring most relevant content to the top of results.
Measure results and make adjustments periodically
Advanced Search
Users don’t tend to use Advanced Search.
Advanced Search works differently from the Global Search on all pages
You can use custom managed properties in Advanced Search.
Interesting things we’ve seen companies do with the SharePoint search interface
No browse, search only
Custom image search
Phone reverse lookup
Faceting and Federating
Frustrations and Gotchas
People search can be ordered by social distance and relevance, but not alpha
Results paging is an estimate, not an absolute number.
Users need to be aware of the time interval between incremental indexes
Once you start serving up indexed content, you’ll find things that shouldn’t be out there
Search Usage analytics reflect pages, not individual items.
Recommendations <ul><li>Review search usage reports monthly to determine which items need Best Bets, & create Keywords and...
Resources <ul><li>Tabular XML customization of search results – fixed query (seen on slide 9) –  http://www.u2u.info/Blogs...
Photo Credits Slide # Title & Author 1 “ Fishing by Pukot”  by Lenareh 2 Untitled by Winslow Martin 4 “ curiosando…” by Li...
Thank You! <ul><li>Sadie Van Buren </li></ul><ul><ul><li>svanburen[at]kmainc.com </li></ul></ul><ul><li>Blog </li></ul><ul...
Earley & Associates SharePoint Services  (in Partnership with Consejo) <ul><li>SharePoint Assessment  </li></ul><ul><li>Sh...
SharePoint Search & IA Series: Calls 3 – 4  <ul><li>Call 3:  Navigation, Metadata, & Faceted Search: Approaches & Tools </...
<ul><li>Please fill out the survey that should be in your inbox.  </li></ul><ul><li>Let us know what topics you are intere...
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SharePoint Jumpstart #2 Making Basic SharePoint Search Work

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This session will cover ithe nuts & bolts of how to develop and tune built-in search capabilities, making SharePoint search work for you.

Making SharePoint Search work comes down to some very practical steps you can take to improve the search experience for your end users. Many organizations fail to take advantage of the controls built into SharePoint. Further, they ignore objective ways to measure success. In this call, we will discuss the following topics:

• The impact of site structure on relevancy
• Using metadata to improve findability
• Leveraging SharePoint Best Bets
• Authoritative pages for prescribed keywords
• Utilizing pre-constructed search queries
• Measuring results and making adjustments

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  • SharePoint Jumpstart #2 Making Basic SharePoint Search Work

    1. 1. SharePoint Search & IA Jumpstart Series June 11, 2009 Call 2: Making Basic SharePoint Search Work Hosted by Earley & Associates in partnership with Consejo, Inc.
    2. 2. About the JumpStart call series <ul><li>Began educational call series in 2005 </li></ul><ul><li>Past topics have included Taxonomy and Metadata, Content Management, Search, Semantic Technologies </li></ul><ul><li>Have had several thousand attendees over the years. Today’s call has over 700 registrants </li></ul><ul><li>Calls will be recorded and available for download </li></ul><ul><li>Be sure to fill in evaluation to let us know what additional topics you would like to learn about </li></ul>
    3. 3. Community of Practice Calls <ul><li>Taxonomy Group url: http://finance.groups.yahoo.com/group/TaxoCoP </li></ul><ul><li>Search Group url: http://tech.groups.yahoo.com/group/SearchCoP </li></ul><ul><li>Upcoming calls: </li></ul><ul><ul><ul><li>July 15, 2009 – Metadata Maturity Model Survey Findings </li></ul></ul></ul><ul><ul><ul><li>August 5, 2009 – Conducting a Search Audit </li></ul></ul></ul><ul><ul><ul><li>September 2, 2009 – DITA </li></ul></ul></ul><ul><ul><ul><li>October 7, 2009 – Taxonomy Usability Testing </li></ul></ul></ul><ul><ul><ul><li>November 4, 2009 – Developing an Ontology </li></ul></ul></ul><ul><ul><ul><li>December 2, 2009 – Applications for Topic Maps </li></ul></ul></ul>
    4. 4. Housekeeping <ul><li>Calls last from 60 – 90 minutes </li></ul><ul><li>Email questions during the call to [email_address] . Questions will be taken at the end of the session </li></ul><ul><li>You can also skype Rebecca.M.Allen </li></ul><ul><li>Questions will be queued through the operator. Press *1 to ask a question. </li></ul><ul><li>If you are on twitter, you can follow the discussion and make comments using the hash tag #spjs </li></ul>
    5. 5. Call 2: Making Basic SharePoint Search Work <ul><li>Shawn Shell, Consejo Inc. </li></ul><ul><ul><li>Improving Search through Tagging </li></ul></ul><ul><li>Sadie Van Buren, Knowledge Management Associates </li></ul><ul><ul><li>Usability Improvements Inside and Out </li></ul></ul>
    6. 6. SharePoint Search & IA Series: Calls 3 – 4 <ul><li>Call 3: Navigation, Metadata, & Faceted Search: Approaches & Tools </li></ul><ul><li>Thursday, June 18 th </li></ul><ul><ul><li>Lars Farstrup, Farstrup Software </li></ul></ul><ul><ul><li>Paul Wlodarczyk, Earley & Associates </li></ul></ul><ul><li>Call 4: SharePoint IA vs. The Real World </li></ul><ul><li>Thursday, June 25 th </li></ul><ul><ul><li>Toby Conrad & Jeremy Bentley, Smartlogic </li></ul></ul><ul><ul><li>Jeff Carr & Michael Shulha, Earley & Associates </li></ul></ul><ul><li>As session recordings become available, you will receive notification at the email address used at the time of registration. </li></ul>
    7. 7. About Me <ul><li>Richard Beatch </li></ul><ul><ul><li>Senior Consultant at Earley & Associates, Inc. </li></ul></ul><ul><ul><li>Ph.D. in Ontology </li></ul></ul><ul><ul><li>Specialized in Taxonomy, Search, Metadata, and content architecture </li></ul></ul><ul><ul><li>Extensive industry experience leading the implementation and design of taxonomies and search solutions for a range of companies including Apple, McAfee, Allstate, Dell, and AT&T </li></ul></ul><ul><ul><li>Contact: richard@earley.com </li></ul></ul><ul><ul><li>Blog: http://sethearley.wordpress.com </li></ul></ul>
    8. 8. Search Basics <ul><li>We have to change our definition of search. </li></ul><ul><li>Search algorithms are getting better, but they cannot infer human context & intent. </li></ul><ul><li>Taxonomy, metadata and information architecture are key aspects of search. </li></ul><ul><li>Search is increasingly looking like navigation. </li></ul><ul><li>Search is messy. </li></ul>A few things we have come to understand about search over the years:
    9. 9. Improving Search through Tagging Shawn Shell, Consejo
    10. 10. Shawn Shell, Principal Consultant <ul><li>Founder and Principal Consultant for Consejo, Inc. </li></ul><ul><li>20 years technology experience with a concentration on content technologies for the last 10 years </li></ul><ul><li>Internationally recognized expert on SharePoint products and technologies </li></ul><ul><li>Multi-year speaker at national and international conferences on Microsoft technologies </li></ul><ul><li>Primary analyst and author of the CMS Watch SharePoint Report 2009 ( http://www.cmswatch.com/SharePoint/report ) </li></ul><ul><li>Lead over three dozen SharePoint implementations since 2001 </li></ul><ul><li>Co-wrote first connector between MCMS and SharePoint for Microsoft </li></ul><ul><li>Co-author Microsoft Content Management Server 2002: A Complete Guide (Addison-Wesley) </li></ul>
    11. 11. Agenda <ul><li>Basic Problem Set </li></ul><ul><li>Tagging Content </li></ul><ul><li>OOTB Configuration Improvements </li></ul><ul><li>Practical Success Plan </li></ul><ul><li>Resources </li></ul>
    12. 12. Basic Problem Set
    13. 13. Metadata Entry <ul><li>Users don’t like to enter it </li></ul><ul><li>Accuracy is generally suspect </li></ul><ul><li>Training is usually non-existent </li></ul><ul><li>“ Successful” patterns make everything “special” </li></ul>
    14. 14. Limitations in SharePoint <ul><li>No cascading Columns (no hierarchy) </li></ul><ul><li>Columns do not propagate across Site Collections </li></ul><ul><li>Business data inaccessible in Content Types </li></ul><ul><li>No integrity in lookup values </li></ul>
    15. 15. Metadata Inconsistencies <ul><li>Each content source has potentially different metadata </li></ul><ul><li>Vocabulary differences across sources </li></ul><ul><li>Challenge to leverage advanced search </li></ul>
    16. 16. Tagging Content
    17. 17. Columns = Metadata <ul><li>There are many types of columns: e.g. </li></ul><ul><ul><li>Date </li></ul></ul><ul><ul><li>Number </li></ul></ul><ul><ul><li>Free form Text </li></ul></ul><ul><li>Column values can also be chosen from a list of controlled vocabulary terms </li></ul>
    18. 18. Content Types <ul><li>Reusable collection of settings to </li></ul><ul><li>describes a specific kind of content </li></ul><ul><ul><li>Metadata fields (columns) </li></ul></ul><ul><li>Content Types can contain custom properties like: </li></ul><ul><ul><li>Retention Policy </li></ul></ul><ul><ul><li>Workflows </li></ul></ul><ul><ul><li>Business processes </li></ul></ul>
    19. 19. Standard Properties
    20. 20. Document Information Panel <ul><li>Standard in Office 2007 </li></ul><ul><li>Honors Content Types and Columns </li></ul>
    21. 21. Blog Entry Interface
    22. 22. Blog Post in Word Metadata for blog post also shown in Word
    23. 23. OOTB Configuration
    24. 24. Creating Managed Property <ul><li>Add column to the index </li></ul><ul><li>Exposes the column in advanced search </li></ul><ul><li>Enables showing the column in search results views </li></ul>
    25. 25. Advanced Search Full text keywords Extended metadata properties
    26. 26. Metadata Mapping <ul><li>Allows metadata to correlate between sources </li></ul><ul><li>Provides a way to surface in Advanced Search interface </li></ul><ul><li>Ensures consistency </li></ul>
    27. 27. Metadata Mapping
    28. 28. URL Removal <ul><li>Removes URL from index </li></ul><ul><li>Prevents result from appearing in search results </li></ul>
    29. 29. Practical Success Plan
    30. 30. Improve metadata with… <ul><li>Workflow to automate content tagging </li></ul><ul><li>Document Information Panel </li></ul><ul><li>User profiles and metadata profiles </li></ul>
    31. 31. Improve Search with… <ul><li>Construct “canned” searches </li></ul><ul><li>Leverage Best Bets </li></ul><ul><li>Use RSS feeds to surface results “without search” </li></ul><ul><li>Experts to review results periodically </li></ul><ul><li>Create scopes for content sources </li></ul>
    32. 32. Other Resources
    33. 33. Notable Blogs <ul><li>Consejo http://blog.consejoinc.com </li></ul><ul><li>Earley & Associates http://sethearley.wordpress.com </li></ul><ul><li>CMS Watch http://www.cmswatch.com/SharePoint/trends </li></ul><ul><li>SharePoint Team Blog http://blogs.msdn.com/sharepoint/ </li></ul>
    34. 34. Other Resources & Downloads <ul><li>CodePlex http://www.codeplex.com </li></ul><ul><li>SharePoint Search Portal http://sharepointsearch.com/default.aspx </li></ul><ul><li>SharePoint End User Content Team (MSFT) http://sharepoint.microsoft.com/blogs/GetThePoint/default.aspx </li></ul><ul><li>WSS Demo (Metadata and Content Types) http://www.wssdemo.com/Pages/metadata.aspx </li></ul>
    35. 35. Other Resources & Downloads <ul><li>Taxonomy Tagging Starter Kit http://cks.codeplex.com/Release/ProjectReleases.aspx?ReleaseId=2830 </li></ul><ul><li>Popular Page Web Part http://popularpages.codeplex.com/ </li></ul>
    36. 36. Questions? Shawn Shell Principal Consejo, Inc E: [email_address] P: 773-271-1474 W: www.consejoinc.com
    37. 37. Making Basic SharePoint Search Work – Usability Improvements Inside and Out SharePoint Search & IA Jumpstart Series 6/11/09
    38. 38. <ul><li>SharePoint Consultant with Knowledge Management Associates </li></ul><ul><li>Over 20 SharePoint implementations, all of which involved SP Search </li></ul>About Me
    39. 39. Agenda <ul><li>Improving usability of the search interface and results </li></ul><ul><li>Behind-the-scenes usability improvements </li></ul><ul><li>Advanced Search </li></ul><ul><li>Interesting things we’ve seen companies do with the SharePoint search interface </li></ul><ul><li>Frustrations and Gotchas </li></ul><ul><li>Conclusion / Resources </li></ul>
    40. 40. Improving usability of the search interface and results
    41. 41. Adding a title to document properties affects search results Filename only: Filename and Title:
    42. 42. Scopes can be used to serve content in different ways Global search box Tabs in Search Center
    43. 43. Global search results vs. Contextual search results Home Departments Projects Committees Training Reports Sales & Marketing Global Contextual
    44. 44. Global search results are different than Contextual search results Global Contextual
    45. 45. XML/XSL customizations can change the look and feel of Search Results
    46. 46. Behind-the-scenes usability improvements
    47. 47. Site structure impacts relevancy Home Departments Projects Committees Training Reports Sales & Marketing 1 st level 2 nd level
    48. 48. Leverage Best Bets to bring most relevant content to the top of results.
    49. 49. Measure results and make adjustments periodically
    50. 50. Advanced Search
    51. 51. Users don’t tend to use Advanced Search.
    52. 52. Advanced Search works differently from the Global Search on all pages
    53. 53. You can use custom managed properties in Advanced Search.
    54. 54. Interesting things we’ve seen companies do with the SharePoint search interface
    55. 55. No browse, search only
    56. 56. Custom image search
    57. 57. Phone reverse lookup
    58. 58. Faceting and Federating
    59. 59. Frustrations and Gotchas
    60. 60. People search can be ordered by social distance and relevance, but not alpha
    61. 61. Results paging is an estimate, not an absolute number.
    62. 62. Users need to be aware of the time interval between incremental indexes
    63. 63. Once you start serving up indexed content, you’ll find things that shouldn’t be out there
    64. 64. Search Usage analytics reflect pages, not individual items.
    65. 65. Recommendations <ul><li>Review search usage reports monthly to determine which items need Best Bets, & create Keywords and Best Bets accordingly </li></ul><ul><li>If indexing file shares, spot-check for sensitive information and forbidden file types </li></ul><ul><li>Make users aware of indexing time </li></ul><ul><li>Expose Advanced Search to make it more usable </li></ul>
    66. 66. Resources <ul><li>Tabular XML customization of search results – fixed query (seen on slide 9) – http://www.u2u.info/Blogs/Patrick/Lists/Posts/Post.aspx?ID=1669 </li></ul><ul><li>Tabular XML customization of search results – dynamic query (not shown) - http://blogs.pointbridge.com/Blogs/morse_matt/Pages/Post.aspx?_ID=51 </li></ul><ul><li>SharePoint custom image search results (seen on Slide 20)- http://blogs.catapultsystems.com/matthew/archive/2008/08/28/sharepoint-image-search-part-1.aspx </li></ul>
    67. 67. Photo Credits Slide # Title & Author 1 “ Fishing by Pukot” by Lenareh 2 Untitled by Winslow Martin 4 “ curiosando…” by Lilith Ecate 9 “ Operating a hand drill at North American Aviation, Inc.” by the Library of Congress 13 “ Scorpion Variation” by Stanka Stoyanova 17 “ Parrot on Skateboard” by Todd Downey / chinatoddmd on Flickr 22 “ Venus Flytrap, Walsall 14/06/2008” by Gary S. Crutchley
    68. 68. Thank You! <ul><li>Sadie Van Buren </li></ul><ul><ul><li>svanburen[at]kmainc.com </li></ul></ul><ul><li>Blog </li></ul><ul><ul><li>http://amatterofdegree.typepad.com/a_matter_of_degree/ </li></ul></ul><ul><li>Del.icio.us </li></ul><ul><ul><li>http://del.icio.us/sadalit </li></ul></ul><ul><li>Twitter </li></ul><ul><ul><li>http://twitter.com/Sadalit </li></ul></ul><ul><li>LinkedIn </li></ul><ul><li>http://www.linkedin.com/profile?goback=%2Econ&viewProfile=&key=7793076&jsstate=.conbro_0_*51_false_*2_25027 </li></ul><ul><li>SlideShare </li></ul><ul><li>http://www.slideshare.net/sadalit </li></ul><ul><li>Also Flickr, Blip, Facebook, MySpace… </li></ul>
    69. 69. Earley & Associates SharePoint Services (in Partnership with Consejo) <ul><li>SharePoint Assessment </li></ul><ul><li>SharePoint Strategy </li></ul><ul><li>SharePoint Design (Information Architecture, Workflow, UI) </li></ul><ul><li>SharePoint Implementation </li></ul><ul><li>SharePoint Integration with Enterprise Search </li></ul>We help organizations succeed from an enterprise-wide perspective, ensuring findability of content through effective document tagging, metadata management, and search http://www.earley.com/SharePointServices.asp
    70. 70. SharePoint Search & IA Series: Calls 3 – 4 <ul><li>Call 3: Navigation, Metadata, & Faceted Search: Approaches & Tools </li></ul><ul><li>Thursday, June 18 th </li></ul><ul><ul><li>Lars Farstrup, Farstrup Software </li></ul></ul><ul><ul><li>Paul Wlodarczyk, Earley & Associates </li></ul></ul><ul><li>Call 4: SharePoint IA vs. The Real World </li></ul><ul><li>Thursday, June 25 th </li></ul><ul><ul><li>Toby Conrad & Jeremy Bentley, Smartlogic </li></ul></ul><ul><ul><li>Jeff Carr & Michael Shulha, Earley & Associates </li></ul></ul><ul><ul><li>As session recordings become available, you will receive notification at the email address used at the time of registration. </li></ul></ul>
    71. 71. <ul><li>Please fill out the survey that should be in your inbox. </li></ul><ul><li>Let us know what topics you are interested in and how we can improve the series. </li></ul>Seth Earley [email_address] www.earley.com 781-820-8080
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