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19 May 2012                               The first ever all green SharePoint event on earth Looking Under the Hood:  How ...
AboutChristian Buckley, Director of Product Evangelism at Axceler•   Microsoft MVP for SharePoint Server•   Most recently ...
Get the Book       Available from Microsoft Press       Order your copy at http://oreil.ly/qC4loT       Tackle 10 common b...
Axceler OverviewImproving Collaboration since 2007Mission: To enable enterprises to simplify, optimize, and secure theirco...
The #1 reason why your             2010 deployment will failEmail               Cell           Twitter          Blogcbuck@...
Some questions for you…        What are you trying to        accomplish with SharePoint?Email                Cell         ...
What was missing from your        previous attempts?Email               Cell           Twitter          Blogcbuck@axceler....
What is your metadata        strategy for 2010?Email               Cell           Twitter          Blogcbuck@axceler.com  ...
What is metadata, anyway?Email               Cell           Twitter          Blogcbuck@axceler.com   425.246.2823   @buckl...
Metadata 101Email               Cell           Twitter          Blogcbuck@axceler.com   425.246.2823   @buckleyplanet   ht...
Email               Email Cell               Twitter                                               Cell           Twitter ...
• Book title                      •   Name                                • Device ID     • Author                        ...
Email               Email Cell               Twitter                                               Cell           Twitter ...
• Name                                                                         • Account Number                           ...
The Role of Metadata                                                                  Scott Singleton, Managed Metadata in...
Asset Type                                        Company                                                                 ...
ID Type                            State                                                                        License Nu...
Title  Email                                                                                                 Name   Date  ...
The role of metadata             Metadata is the lifeblood of SharePoint             Taxonomy and metadata drive the tools...
Why aren‟t my end users             using SharePoint?Email               Cell           Twitter          Blogcbuck@axceler...
Creating Passionate Users, Kathy Sierra
TaxonomyEmail               Cell           Twitter          Blogcbuck@axceler.com   425.246.2823   @buckleyplanet   http:/...
In Biology, taxonomy is the science dealing                    with the description, identification, naming,              ...
Your Current TaxonomyEmail               Email Cell               Twitter                                               Ce...
Managed                                                                               Metadata        What is your broader...
How is metadata managed             inside of SharePoint?Email               Cell           Twitter          Blogcbuck@axc...
Top level portal                                                                               Tier 1 site collections    ...
The Role of Services               SharePoint 2010 offers many services OOTB                    Search                    ...
What is Behind Managed Metadata               It is a service application created by a Farm Administrator               It...
Content Type               It‟s basically a definition of an artifact that can be stored in a               SharePoint sit...
Content types may be                                                                               applied for each site  ...
Scott Singleton, Managed Metadata in SharePoint 2010 http://slidesha.re/hNPeAQEmail                   Cell                ...
Syndication               Content types can be shared               Create a content type hub, which is an blank site     ...
Managing Your Term Groups              and Stores (part of governance)               Ensure each of your “librarians” unde...
What is the role of             governance?Email               Cell           Twitter          Blogcbuck@axceler.com   425...
Email               Cell           Twitter          Blogcbuck@axceler.com   425.246.2823   @buckleyplanet   http://buckley...
Corporate                                                      IT                                                    Proje...
In SharePoint…        Governance is about taking action to        help your organization organize,        optimize, and ma...
Email               Email Cell               Twitter                                               Cell           Twitter ...
Jumpstart your governance                    1. Have a plan to address it                    2. Create an internal SharePo...
Lessons LearnedEmail               Cell           Twitter          Blogcbuck@axceler.com   425.246.2823   @buckleyplanet  ...
Lessons learned, at a high level            1. Understand your metadata and taxonomy model            2. Have a strategy f...
Getting tactical – First Steps        • Map out your high level taxonomy              • Web applications              • Si...
Contact me• Christian Buckley  cbuck@axceler.com  +1 425-246-2823  @buckleyPLANET  www.buckleyPLANET.com and http://info.a...
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How your Metadata Strategy Impacts Everything You Do

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An update to my popular SharePoint 101 presentation, this version given at SharePoint Saturday Johannesburg on May 19th, 2012.

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  • Transcript of "How your Metadata Strategy Impacts Everything You Do"

    1. 1. 19 May 2012 The first ever all green SharePoint event on earth Looking Under the Hood: How Your Metadata Strategy Impacts Everything You Do Christian Buckley @buckleyplanet #SPSJHB
    2. 2. AboutChristian 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 (Panasonic), 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: cbuck@axceler.com
    3. 3. Get the Book Available from Microsoft Press Order 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
    4. 4. Axceler OverviewImproving Collaboration since 2007Mission: To enable enterprises to simplify, optimize, and secure theircollaborative platforms – Delivered award-winning administration and migration software since 1994, and for SharePoint since 2007 – Over 2,000 global customersDramatically 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 ownershipFocus 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
    5. 5. The #1 reason why your 2010 deployment will failEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    6. 6. Some questions for you… What are you trying to accomplish with SharePoint?Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    7. 7. What was missing from your previous attempts?Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    8. 8. What is your metadata strategy for 2010?Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    9. 9. What is metadata, anyway?Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    10. 10. Metadata 101Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    11. 11. Email Email Cell Twitter Cell Twitter Blog Blogcbuck@axceler.com cbuck@echotechnology.com @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net http://buckleyplanet.com
    12. 12. • Book title • Name • Device ID • Author • Account Number • Email • ISBN • Credit Card • Software version • Publisher • Social Security # • Billing AddressEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    13. 13. Email Email Cell Twitter Cell Twitter Blog Blogcbuck@axceler.com cbuck@echotechnology.com @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net http://buckleyplanet.com
    14. 14. • Name • Account Number • Mileage to date • Home town • Travel dates • City visiting • Flight number • GPS position • Friend‟s Name • City visiting • GPS position • Distance to friend • Avoidance Flag = YesEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    15. 15. The Role of Metadata Scott Singleton, Managed Metadata in SharePoint 2010 http://www.slideshare.net/scottsingleton/managed-metadata-insharepoint2010Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    16. 16. Asset Type Company Asset Number Color code (by department) Barcode Tracking NumberEmail Email Cell Twitter Cell Twitter Blog Blogcbuck@axceler.com cbuck@echotechnology.com @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net http://buckleyplanet.com
    17. 17. ID Type State License Number Class Expiration Address Date of Birth Emergency Contact DonorEmail Email Cell Twitter Cell Twitter Blog Blogcbuck@axceler.com cbuck@echotechnology.com @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net http://buckleyplanet.com
    18. 18. Title Email Name Date Scam campaign content Randomly generated nameEmail Email Cell Twitter Cell Twitter Blog Blogcbuck@axceler.com cbuck@echotechnology.com @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net http://buckleyplanet.com
    19. 19. The role of metadata 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 SharePointEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    20. 20. Why aren‟t my end users using SharePoint?Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    21. 21. Creating Passionate Users, Kathy Sierra
    22. 22. TaxonomyEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    23. 23. 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.” ~Wikipedia.orgEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    24. 24. Your Current TaxonomyEmail Email Cell Twitter Cell Twitter Blog Blogcbuck@axceler.com cbuck@echotechnology.com @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net http://buckleyplanet.com
    25. 25. Managed Metadata What is your broader Service strategy for tagging, metadata and taxonomy? Map out your high level Term taxonomy (web applications Stores and site collections) and schemas (Content Types) Understand your current- Improved state and future-state plans, Governance and how they relate to your metadataEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    26. 26. How is metadata managed inside of SharePoint?Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    27. 27. Top level portal Tier 1 site collections based on business units or product areas Tier 2 sites that follow specific structureEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    28. 28. The Role of Services SharePoint 2010 offers many services OOTB Search Excel Services BCS Project Server Web Analytics Access Performance Point Visio Word Office Web Apps People These centrally managed services allow for greater control across the enterprise Have your cake and eat it through centrally managed servicesEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    29. 29. What is Behind Managed Metadata It is a service application created by a Farm Administrator It is added to a farm‟s default list You can also create a content type hub, which is a URL to a site collectionEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    30. 30. Content Type It‟s basically a definition of an artifact that can be stored in a SharePoint site. For example: A project document, including File type Date created Author Last modified It is part of a workflow, including Who needs to approve Date of approval It includes information management policies that Cannot be edited once approvedEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    31. 31. Content types may be applied for each site collection …or for certain sitesEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    32. 32. Scott Singleton, Managed Metadata in SharePoint 2010 http://slidesha.re/hNPeAQEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    33. 33. Syndication Content types can be shared Create a content type hub, which is an blank site collection used to publish content types Publish the content types Consume them Content types become visible in subscriber‟s content type galleriesEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    34. 34. Managing Your Term Groups and Stores (part of governance) Ensure each of your “librarians” understand: Their term group properties Group name Description Contributors Group Managers Their term store properties Term store administrators Default and working languages Actively make changes, as needed, to these propertiesEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    35. 35. What is the role of governance?Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    36. 36. Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    37. 37. Corporate IT Project SharePointEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    38. 38. In SharePoint… Governance is about taking action to help your organization organize, optimize, and manage your systems and resources.Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    39. 39. Email Email Cell Twitter Cell Twitter Blog Blogcbuck@axceler.com cbuck@echotechnology.com @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net http://buckleyplanet.com
    40. 40. Jumpstart your governance 1. Have a plan to address it 2. Create an internal SharePoint user group 3. Create a governance site 4. Clearly define roles and responsibilities 5. Outline your taxonomy, communicate it, and iterate 6. Learn and evolveEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    41. 41. Lessons LearnedEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    42. 42. Lessons learned, at a high level 1. Understand your metadata and taxonomy model 2. Have a strategy for Managed Metadata 3. Involve your end users 4. Make governance a priority 5. Create a governance site and keep it fresh 6. Iterate, iterate, iterateEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    43. 43. Getting tactical – First Steps • Map out your high level taxonomy • Web applications • Site collections • Content Types • Plan for your migration (or set it up right the first time) • Consolidate your content types. • Clean up your folder structures. • Refine your keyword taxonomy. • Standardize your site structure and templates. • Build a consistent navigation. • With Managed Metadata Service in 2010, it is critical that you set up a governance model to guide this process, or it will quickly get out of handEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    44. 44. Contact me• Christian Buckley cbuck@axceler.com +1 425-246-2823 @buckleyPLANET www.buckleyPLANET.com and http://info.axceler.com• Additional Resources – 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/
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