Key Success Factors
for Enterprise Content Management
Agnes Molnar

Independent Consultant,
ECM & Search Expert

Yarin Neg...
Webinar Agenda
 Introduction
 Key Success Factors for Enterprise Content Management
 Summary and Q&A
Webinar Housekeeping
 Webinar Recording
 Talk to us on twitter:
 #SPmetrics
 @CardioLog

 @molnaragnes
 Questions?
Introduction – Agnes Molnar
International SharePoint Consultant
• 10+ Years SharePoint Experience
• Information Architectu...
Information Overload
Information Overload
Amount of Input > Processing Capacity

Result: less attention →
Less information received →
Delay in ...
Information Overload
The average person receives 63,000 words of new information
every day.
(by Robby Walker)

Average len...
Information Overload
1970: first mention of “information overload” by Alvin Toffler
(futurologist)

1964: “Future shock” m...
Enterprise Content Management
Information Organization & Access
Information Architecture
The art and science of organizing and labeling
the CONTENT
(documents, web sites, blog posts, dat...
IA Tools in SharePoint 2013
Document Libraries & Folders
Content Types

Document Sets
Managed Metadata
Document ID
Workflo...
Organizing the Content in SharePoint
1.

Sites, Libraries, Lists, Folders by
•

Business Needs

•

IT restrictions

•

Gov...
Examples

Bad Naming:
• Document1.docx
• JoeLibrary
• List1
No structure
• Uploading everything to
“Shared Documents”
Crea...
Examples

Naming convention:
• Title is important
• Include Product/Customer/…
name
• Include the intent
• Etc.
Use Struct...
Organizing the Content in SharePoint
2.

Content Types, Columns, Managed Metadata by
•

Business Needs

•

IT restrictions...
Examples

Bad Naming:
• JoeConentType
• Tag1
Bad Structure / Duplicates
•
No Content Type Hierarchy
•
Chaotic Term Store w...
Examples

Naming convention:
• Content Type: Marketing
Campaign Template
• Term: Europe / United
Kingdom / London

Use Str...
Enterprise Search
Search
Search Technology
that your organization
owns and controls
Enterprise Search
Connects people
to the information
they need to get their jobs done
In Query
Rules

Refinement

Result Type &
Display Template

On Hover
Panel
Search – Metadata Everywhere
Crawled Property

Managed Property

Usage
Refiner

Author
Display on
Result Set
CreatedBy

Au...
Analytics for Successful Enterprise Content
Management
Why Portal Analytics for
Successful Enterprise Content Management?
Actionable Metrics
Identify top users

Create SP evangelists
within departments

Identify departments
with low usage level...
Building a Stronger Portal Environment
Evaluate

Enhance

Monitor
Engage - CardioLog Voice of Customer Concept
Message Bar
Profile and usage based

Martha, register to the new product mark...
Engage Your Audience and Collect User Feedback
What is the purpose of your visit to the
portal today?
Expand Portal Usability
Did you find what you were looking for?

Yes – I did
Partially – not everything
No – I did not
Ela...
Q&A
Visit us at www.intlock.com - free trial and personal demo
Tweet with us at: @cardiolog

#SPmetrics

Join our readers ...
Key Success Factors for Enterprise Content Management
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Key Success Factors for Enterprise Content Management

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SharePoint has always had a big emphasis on Content Management. This focus has been become stronger version by version. We've had more and more options to organize and classify content through sites, lists, libraries and folders, as well as managed metadata and other properties. These tools help build a SharePoint Information Architecture and are the foundation for improving document search within SharePoint. But as that architecture gets more complex, users can get overwhelmed by the amount of content, and can find themselves easily with a tons of siloed content and, at the same time, with lots of content that cannot be found at all. In these scenarios, Search can be a good option to help getting better findability, but sometimes it’s not enough. In this webinar, we’ll discuss some real-world Content Management use cases and demonstrate how content analytics can help to improve in these scenarios.

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Key Success Factors for Enterprise Content Management

  1. 1. Key Success Factors for Enterprise Content Management Agnes Molnar Independent Consultant, ECM & Search Expert Yarin Negri Director of Marketing Intlock
  2. 2. Webinar Agenda  Introduction  Key Success Factors for Enterprise Content Management  Summary and Q&A
  3. 3. Webinar Housekeeping  Webinar Recording  Talk to us on twitter:  #SPmetrics  @CardioLog  @molnaragnes  Questions?
  4. 4. Introduction – Agnes Molnar International SharePoint Consultant • 10+ Years SharePoint Experience • Information Architecture & ECM • Search SharePoint Server MVP • 6 Years SharePoint Server MVP • Speaking at Conferences around the world • Books, White Papers, Articles Contact • E-mail: aghy@aghy.hu • Blog: http://aghy.hu • Twitter: @molnaragnes
  5. 5. Information Overload
  6. 6. Information Overload Amount of Input > Processing Capacity Result: less attention → Less information received → Delay in decision making OR Making bad decisions
  7. 7. Information Overload The average person receives 63,000 words of new information every day. (by Robby Walker) Average length of a novel: 64.531 words (by Amazon Text Stats) If you wanted to read everything you’ve got in 2013, it would take the first three months of 2014!
  8. 8. Information Overload 1970: first mention of “information overload” by Alvin Toffler (futurologist) 1964: “Future shock” mentioned by Bertram Gross (social scientist) BUT Information Overload became a serious problem at the end of the 19th century!
  9. 9. Enterprise Content Management
  10. 10. Information Organization & Access
  11. 11. Information Architecture The art and science of organizing and labeling the CONTENT (documents, web sites, blog posts, database entries, etc.) to support findability and usability
  12. 12. IA Tools in SharePoint 2013 Document Libraries & Folders Content Types Document Sets Managed Metadata Document ID Workflows Content Organizer Rules …
  13. 13. Organizing the Content in SharePoint 1. Sites, Libraries, Lists, Folders by • Business Needs • IT restrictions • Governance Plan • Randomly
  14. 14. Examples Bad Naming: • Document1.docx • JoeLibrary • List1 No structure • Uploading everything to “Shared Documents” Creating/Uploading content in the wrong place • MarketingCampaign2013.ppt x in the Campaign2012 folder • Customer1.docx on the Customer2 site
  15. 15. Examples Naming convention: • Title is important • Include Product/Customer/… name • Include the intent • Etc. Use Structure • Separate lists/document libraries/folders • Separate sites Keep your structure “clean”
  16. 16. Organizing the Content in SharePoint 2. Content Types, Columns, Managed Metadata by • Business Needs • IT restrictions • Governance Plan • Randomly
  17. 17. Examples Bad Naming: • JoeConentType • Tag1 Bad Structure / Duplicates • No Content Type Hierarchy • Chaotic Term Store with “random” terms Empty values Wrong values • Abc123 • 123456 • [default value] • [random value]
  18. 18. Examples Naming convention: • Content Type: Marketing Campaign Template • Term: Europe / United Kingdom / London Use Structure • Content Type Hierarchy • Site Columns • Managed Metadata hierarchy Keep your structure “clean”
  19. 19. Enterprise Search
  20. 20. Search Search Technology that your organization owns and controls
  21. 21. Enterprise Search Connects people to the information they need to get their jobs done
  22. 22. In Query Rules Refinement Result Type & Display Template On Hover Panel
  23. 23. Search – Metadata Everywhere Crawled Property Managed Property Usage Refiner Author Display on Result Set CreatedBy Author Display on Hover Panel From Sorting by
  24. 24. Analytics for Successful Enterprise Content Management
  25. 25. Why Portal Analytics for Successful Enterprise Content Management?
  26. 26. Actionable Metrics Identify top users Create SP evangelists within departments Identify departments with low usage levels Provide training and other assistance Monitor mobile trends Make sure content can be accessed through popular mobile devices Identify failed search phrases Add content that is missing from the site Detect unused sites Free up hard disk space
  27. 27. Building a Stronger Portal Environment Evaluate Enhance Monitor
  28. 28. Engage - CardioLog Voice of Customer Concept Message Bar Profile and usage based Martha, register to the new product marketing webinar sign up Hi Martha, Hi Martha, What do you need in order to What do you need in order to achieve your individual goals? achieve your individual goals? Voice of Customer Profile and usage based
  29. 29. Engage Your Audience and Collect User Feedback What is the purpose of your visit to the portal today?
  30. 30. Expand Portal Usability Did you find what you were looking for? Yes – I did Partially – not everything No – I did not Elaborate:
  31. 31. Q&A Visit us at www.intlock.com - free trial and personal demo Tweet with us at: @cardiolog #SPmetrics Join our readers at blog.intlock.com Email: info@intlock.com
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