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Metadata Management in a Social Media World<br />Christian Buckley<br />Senior Product Manager<br />
Intro & Background<br />Christian Buckley, echoTechnology<br /><ul><li>Senior Product Manager
Operations/Release Manager in Microsoft Advertising
Senior Program Manager with MMS, now BPOS-D
As a consultant
Deployed WSS 2.0/3.0
Sat on Global Grid Forum Marketing Council
Deployed collaboration and supply chain solutions
Co-founded eBIG.org, led collaboration, web services, and entrepreneur user groups
Helped design and deploy E2open’s Collaboration Manager
Co-authored 3 books on IBM Rational Clearcase and ClearQuest
Began my career as an analyst and PM in the BI / data warehousing space</li></li></ul><li>What is your social <br />media ...
What are we talking about?<br />Your peer writes a review for a great book, and you click once to purchase and automatical...
What are we talking about?<br />
Definitions<br />“Social media is media designed to be disseminated through social interaction, created using highly acces...
Definitions<br />In Biology, taxonomy is the science dealing with the description, identification, naming, and classificat...
Why is it important?<br />
The CIO Perspective<br />Security<br />Intellectual Property / Competition<br />Compliance<br />Productivity<br />Support ...
The VP of Marketing Perspective<br />A globally connected team<br />Online and offline access to all content<br />Dynamic ...
It’s the metadata, stupid<br /><ul><li>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</li></li></ul><li>Metadata 101<br />
Managing Metadata<br />CENTRALIZED<br />DECENTRALIZED<br />Site architecture is centrally controlled<br />Metadata is alwa...
Common Migraines<br /><ul><li>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 = bette...
Portal lacks high fidelity search
User can’t find the right content
As a result, poor portal adoption and low user satisfaction</li></li></ul><li>Pain Relief<br /><ul><li>Have a plan
Understand the policy and compliance concerns
Be aware of how your metadata, content types, and social media components are to be managed
Create a governance site
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Metadata Management In A Social Media World, Spsbos, 2 2010

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Presentation given at the Feb 27, 2010 SharePoint Saturday event in Boston (Waltham, MA) by Christian Buckley, Senior Product Manager with echoTechnology. The premise of the presentation is that metadata and taxonomy drive the integration and business utility of social media.

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Transcript of "Metadata Management In A Social Media World, Spsbos, 2 2010"

  1. 1. Metadata Management in a Social Media World<br />Christian Buckley<br />Senior Product Manager<br />
  2. 2. Intro & Background<br />Christian Buckley, echoTechnology<br /><ul><li>Senior Product Manager
  3. 3. Operations/Release Manager in Microsoft Advertising
  4. 4. Senior Program Manager with MMS, now BPOS-D
  5. 5. As a consultant
  6. 6. Deployed WSS 2.0/3.0
  7. 7. Sat on Global Grid Forum Marketing Council
  8. 8. Deployed collaboration and supply chain solutions
  9. 9. Co-founded eBIG.org, led collaboration, web services, and entrepreneur user groups
  10. 10. Helped design and deploy E2open’s Collaboration Manager
  11. 11. Co-authored 3 books on IBM Rational Clearcase and ClearQuest
  12. 12. Began my career as an analyst and PM in the BI / data warehousing space</li></li></ul><li>What is your social <br />media strategy?<br />
  13. 13. What are we talking about?<br />Your peer writes a review for a great book, and you click once to purchase and automatically download to your Kindle<br />You add your college friends to your user profile, and later update your travel plans, only to find that two of your friends will also be in the vicinity while you are abroad <br />You enter your new project requirements into your portal, and based on your description and parameters, the portal provides relevant workflows and web parts, and suggests people from your company who have current or past projects in this space as possible resources<br />
  14. 14. What are we talking about?<br />
  15. 15. Definitions<br />“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.”<br />Wikipedia.org<br />
  16. 16. Definitions<br />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.”<br />“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.”<br />Wikipedia.org<br />
  17. 17. Why is it important?<br />
  18. 18. The CIO Perspective<br />Security<br />Intellectual Property / Competition<br />Compliance<br />Productivity<br />Support Issues<br />Cost<br />Lack of Visibility / Transparency<br />Bandwidth<br />Fad<br />Ignorance / Apathy<br />http://buckleyplanet.typepad.com/samaritanweb/2010/01/top-10-reasons-your-cio-blocks-social-media.html<br />
  19. 19. The VP of Marketing Perspective<br />A globally connected team<br />Online and offline access to all content<br />Dynamic discovery of people, content and ideas in context to my project, my status, my relationships<br />Content and concept reuse<br />Integration<br />
  20. 20. It’s the metadata, stupid<br /><ul><li>Metadata is the key to making social media work inside the enterprise
  21. 21. Most social media brands are built for the individual (and ad revenue)
  22. 22. Metadata makes social media visible, searchable, linkable, relevant
  23. 23. Metadata is the building block of social media within SharePoint</li></li></ul><li>Metadata 101<br />
  24. 24. Managing Metadata<br />CENTRALIZED<br />DECENTRALIZED<br />Site architecture is centrally controlled<br />Metadata is always applied to content<br />Site Columns and Content Types are created at site collection root<br />Lists get “bundles” of columns<br />PROS<br />Improves consistency<br />Reduces metadata duplication <br />Easy to update<br />Easy to support and train on<br />Allows document-level DIP, Workflow, Information Policies, and document templates<br />CONS<br />Requires planning<br />Requires upfront work<br />Hard to manage across site collections and portals<br />Site architecture is ad-hoc<br />Metadata may not be applied to content<br />Columns are created on lists<br />Columns are combined in an ad-hoc basis on each list<br />PROS<br />Requires no planning<br />Requires little upfront effort<br />Works across site collections and portals<br />CONS<br />Decreases consistency<br />Increases metadata duplication<br />Hard to update<br />Hard to support and train on<br />Only allows list-level Workflow, Information Policies and document templates<br />Difficult to reverse<br />
  25. 25. Common Migraines<br /><ul><li>Ad-hoc content migration leads to junk in portal
  26. 26. Legacy content gets migrated slowly, if at all
  27. 27. Inconsistent taxonomy across farms and site collections
  28. 28. People author locally - multiplies problems globally
  29. 29. Authors don’t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience
  30. 30. Portal lacks high fidelity search
  31. 31. User can’t find the right content
  32. 32. As a result, poor portal adoption and low user satisfaction</li></li></ul><li>Pain Relief<br /><ul><li>Have a plan
  33. 33. Understand the policy and compliance concerns
  34. 34. Be aware of how your metadata, content types, and social media components are to be managed
  35. 35. Create a governance site
  36. 36. Centralize your taxonomy
  37. 37. SharePoint Metadata Best Practices
  38. 38. Enlist your portal users
  39. 39. Enlist your content authors
  40. 40. Migrate your content
  41. 41. Leverage your metadata</li></li></ul><li>Create A Governance Site<br /><ul><li>Your users need: </li></ul>Knowledge and understanding of portal standards<br />Communication<br />Training<br />Support<br />Self-service<br />Taxonomy guidelines<br /><ul><li>This should be provided in a single place</li></li></ul><li>Centralize Your Taxonomy<br />Goals:<br /><ul><li>Support Single Source of Truth
  42. 42. Make it consistent
  43. 43. Make it centrally managed
  44. 44. Make it universal across the organization
  45. 45. Make it adaptable
  46. 46. Reduce content types and column duplication
  47. 47. Allow users to extend it (within reason!)</li></li></ul><li>Metadata Best Practices<br /><ul><li>DO:
  48. 48. Limit the content types and columns you use
  49. 49. Create only what you will use
  50. 50. Create “Root” content types
  51. 51. Create top level content types and site columns
  52. 52. Use the “Update list and site content types” option
  53. 53. Use Link to a Document, Lookups, Choice, and BDC content types
  54. 54. Use sensible column defaults
  55. 55. Deploy as a Feature for reuse
  56. 56. DON’T:
  57. 57. Modify the OOB content types and columns
  58. 58. Reinvent the wheel
  59. 59. Use > 32 chars, special chars, or spaces in content type and column names
  60. 60. Repeat Yourself
  61. 61. Repeat Yourself
  62. 62. Be too specific
  63. 63. Use too many Required columns
  64. 64. Forget to enforce naming conventions
  65. 65. Use Folders (Except for Archives)</li></li></ul><li>Planning your social <br />media strategy<br />
  66. 66. Emerging Enterprise Technologies<br />Community management tools<br />Open identity<br />Microblogging<br />Social CRM<br />Enterprise applications gaining a social layer<br />Activity streams<br />Social search, analytics, and filtering<br />Enterprise social media workflow<br />Automated compliance monitoring<br />Next-generation unified communications<br />Dion Hinchcliffe, ZDNet, “Ten emerging enterprise 2.0 technologies to watch” http://blogs.zdnet.com/Hinchcliffe/?p=1224<br />
  67. 67. Social Media in SharePoint<br />2007<br />Blogs <br />Wikis <br />My Sites<br />Team Sites<br />Discussion forums<br />Shared calendars<br />Alerts<br />RSS<br />Search<br />Tag clouds<br />Mobile accessible<br />Presence awareness<br />Email archiving<br />2010<br />Managed Metadata Service<br />Advanced routing (based on metadata)<br />User profiles (My Sites)<br />Status updates/activity feeds<br />Knowledge mining<br />Bookmarks (replaces My Links)<br />Feedback/rating<br />Note board (Wall)<br />Podcasting kit<br />Social tagging<br />Expertise tagging<br />Wikis (including wiki edits of Team Sites)<br />Share & Track tab<br />Individual and team blogs<br />People and social search<br />
  68. 68. Capturing the metadata<br /><ul><li>Standard word breaks allow us to index and find data in documents, lists, and titles
  69. 69. Content types allow us to further categorize, organize, and automate
  70. 70. Whether captured through word breaks, doc type, or user input, metadata allows us to take action</li></li></ul><li>Where’s the metadata?<br />
  71. 71. Managed Metadata Service<br /><ul><li>Provides a service that can be consumed across site collections and farms
  72. 72. Manages keywords and content types
  73. 73. Still requires management, governance</li></li></ul><li>Action plan<br />
  74. 74. Understand your requirements<br /><ul><li>Be familiar with the security and IP “thresholds”
  75. 75. Be clear on the goal (and the business utility) of the project
  76. 76. Understand the implications (economic, technical, and social) of integrating social media
  77. 77. Think about the user experience</li></li></ul><li>Recruit Your Portal Users<br /><ul><li>Make the process and the integrations as transparent as possible
  78. 78. Provide education for new features, and explain the governance model
  79. 79. Define the content types and metadata quickly, and implement into your new SharePoint environment ASAP
  80. 80. Communicate</li></li></ul><li>Recruit Your Content Authors<br /><ul><li>DO:
  81. 81. Show them why they should care
  82. 82. Train them and support them
  83. 83. Automate as much as possible
  84. 84. Where possible, allow them to make edits/changes to their metadata
  85. 85. DON’T:
  86. 86. Make your SharePoint Admins responsible for tagging content
  87. 87. Annoy your authors
  88. 88. Wait until integrations are in place to consult with them
  89. 89. Let them migrate files without applying your metadata</li></li></ul><li>Recruit Your CIO<br /><ul><li>DO:
  90. 90. Understand their concerns
  91. 91. Be able to mitigate each of them
  92. 92. Have the data and reports to back up your plan
  93. 93. Be straight-forward, and focus on the benefits/ROI
  94. 94. DON’T:
  95. 95. Walk in unprepared</li></li></ul><li>Leverage Your Taxonomy<br /><ul><li>Apply content types to your lists and sites
  96. 96. Create and modify list views
  97. 97. Search:
  98. 98. Setup Managed Properties in Shared Service Provider
  99. 99. Use Saved Searches
  100. 100. Teach users how to make Property Queries
  101. 101. Modify Advanced Search to allow users to target site columns
  102. 102. Use Content Query Web Parts to target metadata
  103. 103. Use custom code and workflow to target metadata</li></li></ul><li>What If It’s Too Late?<br /><ul><li>Recognize you are increasing your investment
  104. 104. Set your policies and communicate
  105. 105. Take steps to recover:</li></ul>Create your governance site<br />Plan your central taxonomy<br />Centralize the metadata in the governance site<br />Replicate the metadata to the desired site collection(s) <br />Retrain your content authors<br />New content is created “Up to Code”<br />Retrain your users<br />Begin refresh of portal content “Not Up to Code”<br />
  106. 106. Learn and Evolve<br /><ul><li>Nothing is set in stone
  107. 107. Portals evolve – and so will the taxonomy
  108. 108. Update your taxonomy and propagate changes
  109. 109. Get feedback from your business units and content authors
  110. 110. Use search metrics, discussion threads, and polls for end user feedback
  111. 111. Constantly refresh your governance site</li></li></ul><li>What is your social <br />media strategy?<br />
  112. 112. Feedback <br />Comments or questions, or best practices advice?<br />Drop me a line at cbuck@echotechnology.com<br />Evaluate echo for SharePoint<br />Or the new echo FileLoader for file share migrations<br />Sign up for a free trial or a weekly webinar<br />http://www.echotechnology.com<br />Visit my blog<br />http://buckleyplanet.net<br />Follow me<br />http://twitter.com/buckleyplanet<br />
  113. 113. Resources<br />Microsoft’s prototype for LookingGlass social media monitoring (built on SharePoint)<br />http://www.youtube.com/watch?v=kSGO6SfaFRQ<br />Top 10 Reasons CIOs Block Social Media<br />buckleyplanet.typepad.com/samaritanweb/2010/01/top-10-reasons-your-cio-blocks-social-media.html<br />“Ten emerging enterprise 2.0 technologies to watch” Dion Hinchcliffe, ZDNet<br />http://blogs.zdnet.com/Hinchcliffe/?p=1224<br />Are You Tweeting ‘Please Rob Me’? Sharing Data is Risky<br />http://localtechwire.com/business/local_tech_wire/news/blogpost/7133732/<br />Office SharePoint Server 2007 site on Social Computing <br />http://sharepoint.microsoft.com/social/Demo/Pages/sharepoint-demo.aspx<br />How SharePoint 2010’s Metadata Services Increase Usability<br />http://www.cmswire.com/cms/enterprise-cms/how-sharepoint-2010s-metadata-services-increase-usability-006577.php<br />Publish and Subscribe to Content Types in SharePoint 2010<br />http://blogs.technet.com/speschka/archive/2009/10/30/publish-and-subscribe-to-content-types-in-sharepoint-2010.aspx<br />
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