SPSDC2010 buckley share

Metadata Management in a Social Media World Admin Track Christian Buckley, echoTechnology @ buckleyplanet http://buckleyplanet.net Welcome to SharePoint Saturday – Washington DC

Intro & Background
Christian Buckley
Emai l Cell Twitter Blog [email_address] 425.246.2823 @buckleyplanet http://buckleyplanet.net

Agenda
Your Social Media Strategy
Definitions
Social media inside SharePoint
Why metadata is important
Common problems and best practices
Emerging enterprise technologies
Planning strategies

What are we talking about?

The CIO Perspective
Security
Intellectual Property / Competition
Compliance
Productivity
Support Issues
Cost
Lack of Visibility / Transparency
Bandwidth
Fad
Ignorance / Apathy
http://buckleyplanet.typepad.com/samaritanweb/2010/01/top-10-reasons-your-cio-blocks-social-media.html

The VP of Marketing Perspective
A globally connected team
Online and offline access to all content
Dynamic discovery of people, content and ideas in context to my project, my status, my relationships
Content and concept reuse
Integration
Pretty colors
Psychic interface

Why is metadata important to social media in SharePoint?

I Can’t Find Anything…

Why SharePoint Needs Social
The islands of information have been moved to SharePoint. NOW WHAT???
You can’t find anything
You can’t tell who owns what
You can’t tell what’s new, what’s old, or what has changed
It’s all disconnected

Definitions “ 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.” Wikipedia.org

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

Definitions Governance Metadata Taxonomy Ad Hoc Social Media Search End Users

Microsoft example (represents a small sample size) Users Teams Corporate Departments Empowerment My Site

Microsoft SharePoint 2010 Ribbon UI SharePoint Workspace SharePoint Mobile Office Client and Office Web App Integration Standards Support Tagging, Tag Cloud, Ratings Social Bookmarking Blogs and Wikis My Sites Activity Feeds Profiles and Expertise Org Browser Enterprise Content Types Metadata and Navigation Document Sets Multi-stage Disposition Audio and Video Content Types Remote Blob Storage List Enhancements Social Relevance Phonetic Search Navigation FAST Integration Enhanced Pipeline PerformancePoint Services Excel Services Chart Web Part Visio Services Web Analytics SQL Server Integration PowerPivot Business Connectivity Services InfoPath Form Services External Lists Workflow SharePoint Designer Visual Studio API Enhancements REST/ATOM/RSS

Metadata 101

Common Migraines
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

It’s the metadata, stupid
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

Managing Metadata
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

Planning your social media strategy

Emerging Enterprise Technologies
Community management tools
Open identity
Microblogging
Social CRM
Enterprise applications gaining a social layer
Activity streams
Social search, analytics, and filtering
Enterprise social media workflow
Automated compliance monitoring
Next-generation unified communications
Dion Hinchcliffe, ZDNet, “Ten emerging enterprise 2.0 technologies to watch” http://blogs.zdnet.com/Hinchcliffe/?p=1224

Social Media in SharePoint 2007 Blogs Wikis My Sites Team Sites Discussion forums Shared calendars Alerts RSS Search Tag clouds Mobile accessible Presence awareness Email archiving 2010 Managed Metadata Service Advanced routing (based on metadata) User profiles (My Sites) Status updates/activity feeds Knowledge mining Bookmarks (replaces My Links) Feedback/rating Note board (Wall) Podcasting kit Social tagging Expertise tagging Wikis (including wiki edits of Team Sites) Share & Track tab Individual and team blogs People and social search

Managed Metadata Service
Term Store, Managed Terms, Managed Keywords
Provides a service that can be consumed across site collections and farms
Manages keywords and content types
Still requires management, governance

Understand Your Requirements
Be familiar with the security and IP “thresholds”
Be clear on the goal (and the business utility) of the project
Understand the implications (economic, technical, and social) of integrating social media
Think about the user experience

“ An organization that has not yet thought through its position and policy with respect to social computing should do so before investing themselves in SharePoint 2010.” Gail Shlansky, The Insider’s Guide to Upgrading to SharePoint 2010

Pain Relief
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
Centralize your taxonomy
SharePoint Metadata Best Practices
Enlist your portal users
Enlist your content authors
Migrate your content
Leverage your metadata

Learn and Evolve
Nothing is set in stone
Portals evolve – and so will the taxonomy
Update your taxonomy and propagate changes
Get feedback from your business units and content authors
Use search metrics, discussion threads, and polls for end user feedback
Constantly refresh your governance site

What is your social media strategy?

Other Options for Today
2:30pm sessions
SharePoint 2010 Magic Tricks: Surfacing Your Enterprise Data and More!, Fabian Williams, Class Room 04
SharePoint Governance: Key Considerations , Janis Hall, Class Room 07
SharePoint 2010 Social Computing: Getting the most value from your My Sites/User Profiles Implementation , Jaime Velez, Seminar 1
4pm sessions
The Wonders of Managed Metadata in SharePoint 2010 , Jeff DeVerter, Class Room 02
Maximizing SharePoint Search , Sean Bordner, Class Room 03
Soup-to-Nuts: Managed Metadata Service , David Frette, Class Room 12

Feedback Comments or questions, or best practices advice? Drop me a line at [email_address] Visit my blog http://buckleyplanet.net Follow me http://twitter.com/buckleyplanet

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SPSDC2010 buckley share

by Christian Buckley on May 16, 2010

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SPSDC2010 buckley share — Presentation Transcript