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The Connection Between                    Metadata, Social, and Personal                            Productivity          ...
My Background                        Christian Buckley, Director of Product Evangelism at Axceler                        •...
Axceler Overview        Improving Collaboration for 16+ Years                    Mission: To enable enterprises to simplif...
How productive are your             end users on SharePoint?Email               Cell           Twitter          Blogcbuck@...
Email               Email Cell               Twitter                                               Cell           Twitter ...
What are their most active sites?               What are their usage patterns?               What business problems have b...
Many managers have a difficult time                    answering these questions                    Not because the platfo...
It is easy to put a value on quantitative          improvements to          productivity          It is difficult to put a...
What is personal productivity?Email               Cell           Twitter          Blogcbuck@axceler.com   425.246.2823   @...
Is it simply about getting more stuff done, faster?           Personal productivity is about:            Setting meaningfu...
SMART goals           S - specific, significant, stretching           M - measurable, meaningful, motivational           A...
What are you doing to make             your end users productive?Email               Cell           Twitter          Blogc...
Creating Passionate Users, Kathy Sierra
Areas for initial focus               Are you optimized for search?               Have you prioritized feature and solutio...
Role of Social in SharePoint                                                       End Users                              ...
What is metadata?Email               Cell           Twitter          Blogcbuck@axceler.com   425.246.2823   @buckleyplanet...
Email               Cell           Twitter          Blogcbuck@axceler.com   425.246.2823   @buckleyplanet   http://buckley...
Definitions   In Biology, taxonomy is the science dealing with the   description, identification, naming, and classificati...
The role of metadata                    •   Metadata is the key to making social media                        work inside ...
The Role of Metadata                  Scott Singleton, Managed Metadata in SharePoint 2010Email                          C...
Social tools use both             taxonomy and folksonomyEmail               Cell           Twitter          Blogcbuck@axc...
Email               Email Cell               Twitter                                               Cell           Twitter ...
•   Document name                 •    User name                          • Status     •   File type                     •...
Email               Email Cell               Twitter                                               Cell           Twitter ...
• Book title                      •   Name                                • Device ID     • Author                        ...
Metadata is the lifeblood of SharePoint               Taxonomy and metadata drive the tools and               processes th...
Structured and Unstructured   CENTRALIZED                                               DECENTRALIZED          Site archit...
Definitions      “Social media is media designed to be disseminated through social      interaction, created using highly ...
Why are social tools important?               They surface data, provide content               They are another layer of t...
Why SharePoint Needs Social               Islands of information               You can’t find anything               You c...
The Social                                                                               Informatics                      ...
Social Informatics is the study of information and           communication tools in cultural and institutional           c...
The Future of Social MediaEmail                Cell           Twitter          Blogcbuck@axceler.com    425.246.2823   @bu...
Email               Email Cell               Twitter                                               Cell           Twitter ...
Email               Email Cell               Twitter                                               Cell           Twitter ...
What are the social tools             within SharePoint?Email               Cell           Twitter          Blogcbuck@axce...
Social Media in SharePoint            2007                                     2010            Blogs                      ...
[Reality Check]Email               Cell           Twitter          Blogcbuck@axceler.com   425.246.2823   @buckleyplanet  ...
Problems in Paradise        Feature                    OOTB?            Issue        Tag Clouds                 Sort of   ...
Social driving personal productivity               Activity streams adding narrative, context to content               Wik...
NewsGator      •   Aggregated newsfeed across          SharePoint sites, and using          Social Sites, feeds outside of...
Attini       •   Provisioning process for           adding new users       •   Attini Talk provides           microbloggin...
SnapWorkSocial     •   Social within team sites,         does not create separate         page     •   Microblogging     •...
Strategy for improving             productivityEmail               Cell           Twitter          Blogcbuck@axceler.com  ...
Strategy for Improving Productivity           1. Understand your culture           2. Communicate your vision           3....
Email               Cell           Twitter          Blogcbuck@axceler.com   425.246.2823   @buckleyplanet   http://buckley...
Strategy for Improving Productivity           1.       Understand your culture           2.       Communicate your vision ...
Email               Cell           Twitter          Blogcbuck@axceler.com   425.246.2823   @buckleyplanet   http://buckley...
Strategy for Improving Productivity           1. Understand your culture           2. Communicate your vision           3....
Predictions on the future of                     productivity in SharePoint               Advances in the features we know...
For more information          Contact me at               Christian Buckley, cbuck@axceler.com, 425-246-2823              ...
The Connection Between Metadata, Social, and Personal Productivity
The Connection Between Metadata, Social, and Personal Productivity
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The Connection Between Metadata, Social, and Personal Productivity

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Presentation given at SharePoint Saturday UK in Nottingham, UK on Nov 12th, 2011. Describes the importance of metadata to social tools, and how social drives personal productivity in SharePoint.

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  • SharePoint defines the world wrapped around site collections, but that's not the reality for how company's manage SharePoint, or think about their architecture
  • The way that Gen Y works and plays is dramatically different from the social informatics of even 10 years ago. And the speed of change is increasing.
  • Once you have a clear picture of the current state of your SharePoint environment and key business processes to be managed, you’ll want to evaluate and map out your critical use cases to ensure that your future system matches the operational needs of the business. To begin, interview potential site users to find out what would help them in their jobs. Do they need a better way to automate common tasks and reporting? Organizing and tagging presentations and other marketing collateral? Finding HR information? Identify the audience for each use case, and understand the key scenarios, working with users to flesh out the various states and flow of each. Image 3. Creating use cases for the most common end user scenariosIf your organization is not familiar with visual modeling techniques, you might start by first writing a gap analysis --what is missing between what you have now in the business process and what you want to have in place? What is the primary SharePoint interface? What are the key business processes behind the interface? Are there ad hoc collaboration scenarios that interrupt the workflow? From these scenarios, you can begin to design of the future-state environment, beginning with the data model. This might include your high-level site taxonomy, with sub-sites, lists, columns (content types), relationships between lists, BDC connections, and so forth. You can also begin to design the user interface, including custom list views, data views, forms, pages, navigation, master pages, and cascading style sheets (CSS), and begin thinking about custom workflows. As you refine these use cases and initial designs, work with your end users to validate your designs through regular design reviews, and get sign-off.
  • Transcript of "The Connection Between Metadata, Social, and Personal Productivity"

    1. 1. The Connection Between Metadata, Social, and Personal Productivity Christian Buckley cbuck@axceler.com @buckleyPLANET SharePoint Saturday UK November 12th, 2011Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    2. 2. My Background Christian Buckley, Director of Product Evangelism at Axceler • Most recently at Microsoft • Microsoft Managed Services (now Office365-Dedicated) • Advertising Operations, ad platform API program • 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. Also co-authored 3 books on software configuration management and defect tracking for Rational and IBM • At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), managing deployment teams to onboard numerous high-tech manufacturing companies, including Hitachi, Matsushita, Seagate, Nortel, Sony, and Cisco • I live in a small town just east of Seattle, 4 kids. Co-authoring ‘Implementing Microsoft SharePoint 2010 Real-World Projects’ (MSPress, Feb2012)Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    3. 3. Axceler Overview Improving Collaboration for 16+ Years Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms Delivered award-winning administration and migration software since 1994 Over 2,000 global customers Dramatically 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 ownership Focus 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 trendsEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    4. 4. How productive are your end users on SharePoint?Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    5. 5. 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
    6. 6. What are their most active sites? What are their usage patterns? What business problems have been improved or solved by SharePoint? What has been the ROI of your most recent SharePoint deployment efforts?Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    7. 7. Many managers have a difficult time answering these questions Not because the platform is failing to provide value, but because of a lack of measurements How do you measure your success?Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    8. 8. It is easy to put a value on quantitative improvements to productivity It is difficult to put a value on qualitativeEmail improvements Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    9. 9. What is personal productivity?Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    10. 10. Is it simply about getting more stuff done, faster? Personal productivity is about: Setting meaningful and measurable objectives Evaluating the objective into actionable items Completing the individual actionable items Reviewing and acknowledging your progress (http://workawesome.com)Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    11. 11. SMART goals S - specific, significant, stretching M - measurable, meaningful, motivational A - agreed upon, attainable, achievable, acceptable, action-oriented R - realistic, relevant, reasonable, rewarding, results-oriented T - time-based, timely, tangible, trackableEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    12. 12. What are you doing to make your end users productive?Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    13. 13. Creating Passionate Users, Kathy Sierra
    14. 14. Areas for initial focus Are you optimized for search? Have you prioritized feature and solution requests? Have you established a cycle for continuous improvement on what you’ve built? Have you adopted a metadata strategy? Have you developed a social strategy?Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    15. 15. Role of Social in SharePoint End Users Search Governance Social Media Taxonomy Ad Hoc MetadataEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    16. 16. What is metadata?Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    17. 17. Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    18. 18. 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.orgEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    19. 19. The role of metadata • 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 SharePointEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    20. 20. The Role of Metadata Scott Singleton, Managed Metadata in SharePoint 2010Email Cell Twitter Blog http://www.slideshare.net/scottsingleton/managed-metadata-insharepoint2010cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    21. 21. Social tools use both taxonomy and folksonomyEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    22. 22. 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
    23. 23. • Document name • User name • Status • File type • Department • Approval • Author • Title • Check in / check out • Description • Role • Version • Page number • Project • Retention rulesEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    24. 24. 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
    25. 25. • 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
    26. 26. 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
    27. 27. Structured and Unstructured CENTRALIZED DECENTRALIZED Site architecture is centrally controlled Site architecture is ad-hoc Metadata is always applied to content Metadata may not be applied to content Site Columns and Content Types are created at Columns are created on lists site collection root Columns are combined in an ad-hoc basis on each Lists get “bundles” of columns list PROS PROS Improves consistency Requires no planning Reduces metadata duplication Requires little upfront effort Easy to update Works across site collections and portals Easy to support and train on Allows document-level DIP, Workflow, Information CONS Policies, and document templates Decreases consistency Increases metadata duplication CONS Hard to update Requires planning Hard to support and train on Requires upfront work Only allows list-level Workflow, Information Policies Hard to manage across site collections and and document templates portals Difficult to reverseEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    28. 28. 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.orgEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    29. 29. Why are social tools important? They surface data, provide content They are another layer of the search experience They are increasingly the common way in which people communicate November 13, 2011Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    30. 30. Why SharePoint Needs Social Islands of information 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 disconnectedEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    31. 31. The Social Informatics ShiftEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    32. 32. Social Informatics is the study of information and communication tools in cultural and institutional contexts It is a cross-disciplinary focus on usage patterns. It is a blend of sociology, anthropology, psychology, technology and business perspectives, examining the changing way in which we do business. (Wikipedia)Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    33. 33. The Future of Social MediaEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    34. 34. 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
    35. 35. 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
    36. 36. What are the social tools within SharePoint?Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    37. 37. Social Media in SharePoint 2007 2010 Blogs Managed Metadata Service Wikis Advanced routing (based on metadata) My Sites User profiles (My Sites) Team Sites Status updates/activity feeds Discussion forums Knowledge mining Shared calendars Bookmarks (replaces My Links) Alerts Feedback/rating RSS Note board (Wall) Search Podcasting kit Tag clouds Social tagging Mobile accessible Expertise tagging Presence awareness Wikis (including wiki edits of Team Sites) Email archiving Share & Track tab Individual and team blogsEmail Cell Twitter People and social search Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    38. 38. [Reality Check]Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    39. 39. Problems in Paradise Feature OOTB? Issue Tag Clouds Sort of Not a true tag cloud, not tied to blog content Star Ratings Sort of Need to heavily configure RSS feeds Yes Need to turn them on, light configuration Anonymous Access Yes Enabled by farm admin, decreases SP security My Sites Integration Sort of Some actions show up in the activity stream Comments Approval No Third-party solutions can enable this November 13, 2011Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    40. 40. Social driving personal productivity Activity streams adding narrative, context to content Wikis simplifying collaboration between >2 people Real-time connectivity bringing teams together across the hall, around the world Partner ecosystem closes many of the gapsEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    41. 41. NewsGator • Aggregated newsfeed across SharePoint sites, and using Social Sites, feeds outside of SharePoint • Expanded trackable items • Daily news digest • Add individuals, groups, and hashtags • Create groups, each of which have their own microblog, documents, calendar, and other capabilities • Statistics on social activityEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    42. 42. Attini • Provisioning process for adding new users • Attini Talk provides microblogging, nested comments, sharing, mentio ns and badges • Improved blog capability, plus • Aggregate news, and • Aggregate video assetsEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    43. 43. SnapWorkSocial • Social within team sites, does not create separate page • Microblogging • My Site integration • Task integration • Aggregate feeds • On-prem, cloud, and Office365Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    44. 44. Strategy for improving productivityEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    45. 45. Strategy for Improving Productivity 1. Understand your culture 2. Communicate your vision 3. Develop your use casesEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    46. 46. Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    47. 47. Strategy for Improving Productivity 1. Understand your culture 2. Communicate your vision 3. Develop your use cases 4. Define your solutions 5. Outline your taxonomyEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    48. 48. Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    49. 49. Strategy for Improving Productivity 1. Understand your culture 2. Communicate your vision 3. Develop your use cases 4. Define your solutions 5. Outline your taxonomy 6. Build your solutions 7. Implement a governance model 8. Consolidate, update, improveEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    50. 50. Predictions on the future of productivity in SharePoint Advances in the features we know More “built in” capability and solutions SharePoint becoming more or less “middleware” November 13, 2011Email Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
    51. 51. For more information Contact me at Christian Buckley, cbuck@axceler.com, 425-246-2823 On Twitter at @buckleyplanet www.buckleyPLANET.com Check out SharePointProMag.com article How SharePoint 2010 Stacks Up to Your End-User Social Media RequirementsEmail Cell Twitter Blogcbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
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