Tec2010 Buckley Share


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Tec2010 Buckley Share

  1. 1. Metadata Management in a Social Media World<br />Enabling Social Computing through Metadata<br />Christian Buckley<br />Senior Product Manager, echoTechnology<br />cbuck@echotechnology.com<br />http://buckleyplanet.net<br />http://twitter.com/buckleyplanet<br />
  2. 2. Intro & Background<br />Christian Buckley<br /><ul><li>Marketing, Product Evangelism
  3. 3. Formerly an Operations Manager (ad platforms)and Senior Program Manager (MMS) at Microsoft
  4. 4. As a consultant
  5. 5. Deployed WSS 2.0/3.0, Project Server
  6. 6. Sat on Global Grid Forum Marketing Council
  7. 7. Deployed collaboration and supply chain solutions
  8. 8. Co-founded eBIG.org in SF East Bay where I led collaboration, web services, and entrepreneur user groups
  9. 9. Helped design and deploy E2open’s Collaboration Manager
  10. 10. Co-authored 3 books on IBM Rational Clearcase and ClearQuest
  11. 11. Began my career as an analyst and PM in the BI and data warehousing space</li></li></ul><li>What is your social <br />media strategy?<br />
  12. 12. <ul><li>Defining social media and metadata
  13. 13. Social media inside SharePoint
  14. 14. Why metadata is important
  15. 15. Common problems and best practices
  16. 16. Emerging enterprise technologies
  17. 17. Planning strategies</li></ul>Agenda<br />
  18. 18. 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 />What are we talking about?<br />
  19. 19. What are we talking about?<br />
  20. 20. 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). <br />It supports the democratization of knowledge and information, transforming people from content consumers into content producers.”<br />Wikipedia.org<br />
  21. 21. 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 />
  22. 22. Why is it important?<br />
  23. 23. I Can’t Find Anything…<br />
  24. 24. Why SharePoint Needs Social<br /><ul><li>The islands of information have been moved to SharePoint. NOW WHAT???
  25. 25. You can’t find anything
  26. 26. You can’t tell who owns what
  27. 27. You can’t tell what’s new, what’s old, or what has changed
  28. 28. It’s all disconnected</li></li></ul><li>Microsoft example(represents a small sample size)<br />Users<br />My Site<br />Teams<br />Corporate<br />Departments<br />Empowerment<br />
  29. 29. 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 />
  30. 30. 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 />Pretty colors<br />Psychic interface<br />
  31. 31. Metadata 101<br />
  32. 32. It’s the metadata, stupid<br /><ul><li>Metadata is the key to making social media work inside the enterprise
  33. 33. Most social media brands are built for the individual (and ad revenue)
  34. 34. Metadata makes social media visible, searchable, linkable, relevant
  35. 35. Metadata is the building block of social media within SharePoint</li></li></ul><li>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 />
  36. 36. Common Migraines<br /><ul><li>Ad-hoc content migration leads to junk in portal
  37. 37. Legacy content gets migrated slowly, if at all
  38. 38. Inconsistent taxonomy across farms and site collections
  39. 39. People author locally - multiplies problems globally
  40. 40. Authors don’t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience
  41. 41. Portal lacks high fidelity search
  42. 42. User can’t find the right content
  43. 43. As a result, poor portal adoption and low user satisfaction</li></li></ul><li>Planning your social <br />media strategy<br />
  44. 44. 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 />
  45. 45. 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 />
  46. 46. Capturing the Metadata<br /><ul><li>Standard “word breaks” allow us to index and find data in documents, lists, and titles
  47. 47. Content types allow us to further categorize, organize, and automate
  48. 48. Users can add metadata as they upload, managers and admins can apply metadata broadly using 3rd party tools + create managed Term Stores
  49. 49. Whether captured through word breaks, doc type, or user input, metadata allows us to take action</li></li></ul><li>Managed Metadata Service<br /><ul><li>Term Store, Managed Terms, Managed Keywords
  50. 50. Provides a service that can be consumed across site collections and farms
  51. 51. Manages keywords and content types
  52. 52. Still requires management, governance</li></li></ul><li>Understand Your Requirements<br /><ul><li>Be familiar with the security and IP “thresholds”
  53. 53. Be clear on the goal (and the business utility) of the project
  54. 54. Understand the implications (economic, technical, and social) of integrating social media
  55. 55. Think about the user experience</li></li></ul><li>“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.”<br />Gail Shlansky, Axceler<br />The Insider’s Guide to Upgrading to SharePoint 2010<br />
  56. 56. Pain Relief<br /><ul><li>Have a plan
  57. 57. Understand the policy and compliance concerns
  58. 58. Be aware of how your metadata, content types, and social media components are to be managed
  59. 59. Create a governance site
  60. 60. Centralize your taxonomy
  61. 61. SharePoint Metadata Best Practices
  62. 62. Enlist your portal users
  63. 63. Enlist your content authors
  64. 64. Migrate your content
  65. 65. Leverage your metadata</li></li></ul><li>What is your social <br />media strategy?<br />
  66. 66. Feedback<br />Comments or questions, or best practices advice?<br />Drop me a line at cbuck@echotechnology.com<br />Visit my blog<br />http://buckleyplanet.net<br />Follow me<br />http://twitter.com/buckleyplanet<br />
  67. 67. Appendix:<br />Building an Action Plan<br />
  68. 68. 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
  69. 69. Make it consistent
  70. 70. Make it centrally managed
  71. 71. Make it universal across the organization
  72. 72. Make it adaptable
  73. 73. Reduce content types and column duplication
  74. 74. Allow users to extend it (within reason!)</li></li></ul><li>Metadata Best Practices<br /><ul><li>DO:
  75. 75. Limit the content types and columns you use
  76. 76. Create only what you will use
  77. 77. Create “Root” content types
  78. 78. Create top level content types and site columns
  79. 79. Use the “Update list and site content types” option
  80. 80. Use Link to a Document, Lookups, Choice, and BDC content types
  81. 81. Use sensible column defaults
  82. 82. Deploy as a Feature for reuse
  83. 83. DON’T:
  84. 84. Modify the OOB content types and columns
  85. 85. Reinvent the wheel
  86. 86. Use > 32 chars, special chars, or spaces in content type and column names
  87. 87. Repeat Yourself
  88. 88. Repeat Yourself
  89. 89. Be too specific
  90. 90. Use too many Required columns
  91. 91. Forget to enforce naming conventions
  92. 92. Use Folders (Except for Archives)</li></li></ul><li>Recruit Your Portal Users<br /><ul><li>Make the process and the integrations as transparent as possible
  93. 93. Provide education for new features, and explain the governance model
  94. 94. Define the content types and metadata quickly, and implement into your new SharePoint environment ASAP
  95. 95. Communicate</li></li></ul><li>Recruit Your Content Authors<br /><ul><li>DO:
  96. 96. Show them why they should care
  97. 97. Train them and support them
  98. 98. Automate as much as possible
  99. 99. Where possible, allow them to make edits/changes to their metadata
  100. 100. DON’T:
  101. 101. Make your SharePoint Admins responsible for tagging content
  102. 102. Annoy your authors
  103. 103. Wait until integrations are in place to consult with them
  104. 104. Let them migrate files without applying your metadata</li></li></ul><li>Recruit Your CIO<br /><ul><li>DO:
  105. 105. Understand their concerns
  106. 106. Be able to mitigate each of them
  107. 107. Have the data and reports to back up your plan
  108. 108. Be straight-forward, and focus on the benefits/ROI
  109. 109. DON’T:
  110. 110. Walk in unprepared</li></li></ul><li>Leverage Your Taxonomy<br /><ul><li>Apply content types to your lists and sites
  111. 111. Create and modify list views
  112. 112. Search:
  113. 113. Setup Managed Properties in Shared Service Provider
  114. 114. Use Saved Searches
  115. 115. Teach users how to make Property Queries
  116. 116. Modify Advanced Search to allow users to target site columns
  117. 117. Use Content Query Web Parts to target metadata
  118. 118. 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
  119. 119. Set your policies and communicate
  120. 120. 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 />
  121. 121. Learn and Evolve<br /><ul><li>Nothing is set in stone
  122. 122. Portals evolve – and so will the taxonomy
  123. 123. Update your taxonomy and propagate changes
  124. 124. Get feedback from your business units and content authors
  125. 125. Use search metrics, discussion threads, and polls for end user feedback
  126. 126. Constantly refresh your governance site</li>
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