Explaining Metadata to
your Stakeholders
Presented by: Ruven Gotz
Director & Group Lead
Collaboration Service Line
Avanade...
A Meta Presentation

Cheesy Metaphors

Stinky Jokes
A sophisticated audience
The BIG Question

What is
Metadata?
Data about data
@ruveng

spinsiders.com/ruveng
ruven.gotz@avanade.com
Ruven Gotz
The BIG Question

What is Metadata?

I think I get it
Oh!
INow I see
think
What is
I (Mostly)it
get
Metadata?
What is
Let’s use a
What does a cow say?
What does a chicken say?
What does a duck say?
The sounds these animals make are
attributes that distinguish them
• Prince
• Pop/Rock
• 1984

Example from Yoav Lurie
Adapted from the “pea
soup” story by Serge
Tremblay
What is our Base Metaphor
for files?
What if we saw this?
Better…
Solve with folders
Hire an intern
What is metadata?
This is metadata!
What is Taxonomy?

Not this!
or this…
Carl Linnaeus (1751)
Taxonomy

Animal
Kingdom

Invertebrates

Vertebrates

Fish

Amphibians

Mammals

Predators

Primates

Whales

Rodents

Squ...
Taxonomy

Animal
Kingdom

Invertebrates

Fish

Amphibians

Mammals

Predators

Primates

Whales

Reptiles

Rodents

Squirr...
Taxonomy

Animal
Kingdom

Invertebrates

Vertebrates

Fish

Amphibians

Mammals

Predators

Primates

Whales

Rodents

Squ...
Taxonomy

Animal
Kingdom

Invertebrates

Vertebrates

Fish

Amphibians

Mammals

Predators

Primates

Whales

Rodents

Squ...
Taxonomy

Animal
Kingdom

Invertebrates

Vertebrates

Fish

Amphibians

Mammals

Predators

Primates

Whales

Mice

Porcup...
Taxonomy

Animal
Kingdom

Invertebrates

Vertebrates

Fish

Amphibians

Mammals

Predators

Primates

Whales

Mice

Porcup...
Taxonomy

Animal
Kingdom

Invertebrates

Vertebrates

Fish

Amphibians

Mammals

Predators

Primates

Whales

Birds

Roden...
Taxonomy

Animal
Kingdom

Invertebrates

Vertebrates

Fish

Amphibians

Mammals

Predators

Primates

Whales

Birds

Roden...
Taxonomy

Animal
Kingdom

Invertebrates

Vertebrates

Fish

Amphibians

Mammals

Predators

Primates

Whales

Birds

Roden...
Shared Drive Zoo
Taxonomy

X:

Production

Sales &
Marketing

Sales

Web Design

Marketing

Commercial

Industrial

Govern...
As we’ve already seen: This always works out great
Findability vs. Putability: a basic asymmetry
Shared Drive Zoo

X:

Production

Marketing

Major
Hospitals

Sales

Web Design

Industrial

Government

Healthcare

Labs
...
Moving this mess to SharePoint
makes it worse
SharePoint Sux
The #1 rule of SharePoint?

Except when it makes sense
Never use folders
ever
Folders for Security

Permissions assigned
per folder
A Brief Detour
Simple Mind Map
Mapping for Navigation
Mapping for Priorization
A SharePoint Taxonomy (Navigation)
A SharePoint Taxonomy (Metadata)

Customer Type
• Lab
• Hospital
• Clinic
• Mobile

Sector
• Private
• Public

Size
• Larg...
Adding Metadata (when uploading)
A SharePoint Simulation
Document Type Inventory Worksheet
What is metadata?
What is Taxonomy?
What are content types?
Vacation Request

Drug Reimbursement

Name _________
Emp. # _________
Date _________

Name _________
Emp. # _________
Date...
Both Content Types in One Library
Content Types for: Workflow, Policy, Security
Back to the Inventory Worksheet
Build Mind Map (based on inventory worksheet)
Why is it still so hard to get this to work?
Which leads to this:
Some great thinking by Carsten Knoch
Increasing the likelihood of metadata success

Compliance

Search & Discover

Search

Magic Metadata
Intersection

Records...
It’s a question of focus

Metadata
• Why?
• Where?
• How?
Share the responsibility
Less is more
To Sum Up…

• Do you have a better understanding of metadata
and content types?

• Do you think you’ll be able to explain ...
Ruven Gotz
@ruveng
spinsiders.com/ruveng
ruven.gotz@avanade.com

slideshare.net/ruveng
Taxonomy bootcamp   explaining metadata - dc - nov 5 2013 - compressed
Taxonomy bootcamp   explaining metadata - dc - nov 5 2013 - compressed
Taxonomy bootcamp   explaining metadata - dc - nov 5 2013 - compressed
Taxonomy bootcamp   explaining metadata - dc - nov 5 2013 - compressed
Taxonomy bootcamp   explaining metadata - dc - nov 5 2013 - compressed
Taxonomy bootcamp   explaining metadata - dc - nov 5 2013 - compressed
Taxonomy bootcamp   explaining metadata - dc - nov 5 2013 - compressed
Taxonomy bootcamp   explaining metadata - dc - nov 5 2013 - compressed
Taxonomy bootcamp   explaining metadata - dc - nov 5 2013 - compressed
Taxonomy bootcamp   explaining metadata - dc - nov 5 2013 - compressed
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Taxonomy bootcamp explaining metadata - dc - nov 5 2013 - compressed

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  • Everyone knows…
  • Everyone knows…
  • Everyone knows…
  • It’s “Data about Data” as Einstein proved all those years ago
  • This answer helps exactly no-one.
  • I won’t tell you yet but…It is an iterative process – you won’t understand it right away, but you will circle in towards understanding over time[ANIMATED]
  • Metadata is a new concept for manyUse of metaphors to explain the concepts
  • Metadata is a new concept for manyUse of metaphors to explain the concepts
  • If you were to ask a child: What does a cow say? How would they answer?
  • Ok, so that was goofing around – now let’s get serious.
  • The music is the contentYou can know a lot of facts about the album:PrincePop/Rock1984You can know all the facts, but it doesn’t substitute for the content (the music)(Purple Rain example originally suggested by Yoav Lurie)
  • How do you sort CD’sArtist?Title?Year?Genre?Colour?You have to decide up-front – and stick to it –because the objects are physical
  • What if the store was full of unlabeled tin cans?You would need to open every can to see if had what you wanted(Tin can example originally suggested by Serge Tremblay)
  • Now we don’t need to open each can, but they are all in a jumble and you have to pick up each can to check if has what you want.
  • Items are grouped by area (canned fruit, canned sauce, canned vegetables)Signs point you to the correct area so that you can quickly find what you need.BUT: Because the objects are physical, you need to pick a method and stick to it
  • This uses the base metaphor that we live with every day.The concept of a “file” and a “file folder” as a way of storing digital data is a metaphor taken from the world of paper managementIt has become so ingrained, that we think of it as natural, but it’s not: It was invented in 1983 by Apple (wikipedia)
  • Old apple interface from the 80’s
  • All your files are stored in one folder and their names are completely meaninglessThis is like the unlabeled cans: You have to open each file to see what it contains
  • You have a bit of a better situationThe naming convention lets you find the file you need (but there’s no way to sort by year)Rely on users to follow the naming convention (religiously)
  • A ha!Now we’re in great shape. We’re like the supermarketStructured and LabelledBUT...
  • ... then, you hire a summer internWho doesn’t know the folder hierarchy and makes up their own
  • Findability is challengingPutability is the real problemThis is Bill English’s word for knowing where to save a documentWhat if we could make putability easier while also improving findability?This is the promise of metadata
  • Data about dataYes, but not enough info Seth Maislin of Earley & Assoc. says it's the "Is-ness" of something:This 'is' a contract. That 'is' a pop album.For us it enables findability, policy and processFindability for locating the right documentsPolicy – records managementProcess – Status of a business process (e.g. Not started, In process, Complete, Approved, Archived)
  • So, let’s create an alternative structure that is logically equivalent, but that makes putability much easier while preserving findabilityBy the way: One way to start to figure out an organization’s metadata is to look at the folder names.You will probably not want to simply copy this, but it can be a good guide/starting point
  • It’s not this… (visual joke)[ANIMATED]
  • It’s not this… (visual joke)[ANIMATED]
  • It’s this…Not really this, but let’s use these creatures to understand.
  • Swedish botanist, physician, and zoologist, who laid the foundations for the modern scheme of binomial nomenclature. He is known as the father of modern taxonomy
  • This works because it’s really about governance – this is a stable structure that can’t be changed by just anybody:Changing this structure requires a world-wide meeting of the top scientists in the field, usually involving name-calling and fist-fights (or so I’ve heard)[ANIMATED]
  • Did you catch the subtle change here.The taxonomy is now of your ‘X’ drive.
  • And this is a common result
  • The asymmetry is that you’ll spend less time looking for a place to save something then you will looking for something after the fact.
  • Problem here is lack of governance – anyone can add any folder anywhere anytimeThis boils down to the ‘putability’ problem – I’ll search for a long time to find a doc, but not for long to see where to put it.[ANIMATED]
  • Once you’ve migrated your x drive to SharePoint, and all the promised benefits fail to emerge, The reaction is: (next slide)
  • Never, ever, use folders!Except when it makes sense to do so.[ANIMATED]
  • Never, ever, use folders!Except when it makes sense to do so.[ANIMATED]
  • [ANIMATED] Here is one reason to use folders: Application of security and then simplifying it for the user by using the ‘no folders’ view.
  • I’m not Carl, but let’s talk about why this works.After all, it’s the same as a directory treeThe difference is governance
  • Is this too many to ask for?Do we force users to answer all these questions/enter all this data?
  • Instead of confusing people with the SharePoint interface, I use a familiar tool: ExcelUsing some simple macros, I am able to illustrate the power of filters and views.There’s no free lunch however: People now have to enter metadata.We can simplify this by defaulting values like “Date” to today and “Year” to current year.We can leverage content types as well
  • Explain metadata and then use this worksheet for ‘homework’
  • Think of them as different forms with slots to fill in.Two documents may have overlapping slots (or, metadata).It may make sense to store these two types of docs in the same library (HR Requests), but use content types to drive workflow, policy and prompt users only for the metadata that applies.[ANIMATED]
  • Think of them as different forms with slots to fill in.Two documents may have overlapping slots (or, metadata).It may make sense to store these two types of docs in the same library (HR Requests), but use content types to drive workflow, policy and prompt users only for the metadata that applies.[ANIMATED]
  • [ANIMATED]
  • Using mind-mapping tools to build the taxonomy from the homeworkI use MindJet MindManager – and I like and highly recommend it.There are other tools that are less expensive.
  • There’s an issue with tagging
  • Not this kind of tagging…
  • Search – Find docs: eg. Subject, Status, Pub type, Author, YearRM – manage compliance: Retention period, confidentiality status, FOI rulesProcess – Day to Day: Status, assigned to, Due Date, etc.
  • Pragmatic & Outcomes focused
  • The answers are not clear-cut, everyone has to be on the same page.These decisions are not made by the consultants, or even IT – it has to involve the business
  • Find the common denominatorShoot for the magic subset
  • Taxonomy bootcamp explaining metadata - dc - nov 5 2013 - compressed

    1. 1. Explaining Metadata to your Stakeholders Presented by: Ruven Gotz Director & Group Lead Collaboration Service Line Avanade @ruveng
    2. 2. A Meta Presentation Cheesy Metaphors Stinky Jokes
    3. 3. A sophisticated audience
    4. 4. The BIG Question What is Metadata?
    5. 5. Data about data
    6. 6. @ruveng spinsiders.com/ruveng ruven.gotz@avanade.com Ruven Gotz
    7. 7. The BIG Question What is Metadata? I think I get it Oh! INow I see think What is I (Mostly)it get Metadata?
    8. 8. What is
    9. 9. Let’s use a
    10. 10. What does a cow say?
    11. 11. What does a chicken say?
    12. 12. What does a duck say?
    13. 13. The sounds these animals make are attributes that distinguish them
    14. 14. • Prince • Pop/Rock • 1984 Example from Yoav Lurie
    15. 15. Adapted from the “pea soup” story by Serge Tremblay
    16. 16. What is our Base Metaphor for files?
    17. 17. What if we saw this?
    18. 18. Better…
    19. 19. Solve with folders
    20. 20. Hire an intern
    21. 21. What is metadata?
    22. 22. This is metadata!
    23. 23. What is Taxonomy? Not this! or this…
    24. 24. Carl Linnaeus (1751)
    25. 25. Taxonomy Animal Kingdom Invertebrates Vertebrates Fish Amphibians Mammals Predators Primates Whales Rodents Squirrels Mice Porcupines Mice & Rats Voles Guinea Pigs Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Reptiles Long-tailed dwarf hamsters Roborovski Hamster Gerbils Birds
    26. 26. Taxonomy Animal Kingdom Invertebrates Fish Amphibians Mammals Predators Primates Whales Reptiles Rodents Squirrels Mice Porcupines Mice & Rats Voles Guinea Pigs Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Superclass Vertebrates Long-tailed dwarf hamsters Roborovski Hamster Gerbils Birds
    27. 27. Taxonomy Animal Kingdom Invertebrates Vertebrates Fish Amphibians Mammals Predators Primates Whales Rodents Squirrels Mice Porcupines Mice & Rats Voles Guinea Pigs Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Reptiles Long-tailed dwarf hamsters Roborovski Hamster Gerbils Birds Class
    28. 28. Taxonomy Animal Kingdom Invertebrates Vertebrates Fish Amphibians Mammals Predators Primates Whales Rodents Squirrels Mice Porcupines Real Hamsters Voles Guinea Pigs Hamsters and Voles Short-tailed dwarf hamsters Long-tailed dwarf hamsters Roborovski Hamster Birds Order Mice & Rats Djungarian dwarf hampsters Reptiles Gerbils
    29. 29. Taxonomy Animal Kingdom Invertebrates Vertebrates Fish Amphibians Mammals Predators Primates Whales Mice Porcupines Mice & Rats Real Hamsters Voles Guinea Pigs Hamsters and Voles Short-tailed dwarf hamsters Birds Rodents Squirrels Djungarian dwarf hampsters Reptiles Long-tailed dwarf hamsters Roborovski Hamster Gerbils Suborder
    30. 30. Taxonomy Animal Kingdom Invertebrates Vertebrates Fish Amphibians Mammals Predators Primates Whales Mice Porcupines Mice & Rats Real Hamsters Voles Guinea Pigs Hamsters and Voles Short-tailed dwarf hamsters Birds Rodents Squirrels Djungarian dwarf hampsters Reptiles Long-tailed dwarf hamsters Roborovski Hamster Family Gerbils
    31. 31. Taxonomy Animal Kingdom Invertebrates Vertebrates Fish Amphibians Mammals Predators Primates Whales Birds Rodents Squirrels Mice Porcupines Mice & Rats Voles Guinea Pigs Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Reptiles Long-tailed dwarf hamsters Roborovski Hamster Gerbils Subfamily
    32. 32. Taxonomy Animal Kingdom Invertebrates Vertebrates Fish Amphibians Mammals Predators Primates Whales Birds Rodents Squirrels Mice Porcupines Mice & Rats Voles Guinea Pigs Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Reptiles Long-tailed dwarf hamsters Roborovski Hamster Gerbils Genus
    33. 33. Taxonomy Animal Kingdom Invertebrates Vertebrates Fish Amphibians Mammals Predators Primates Whales Birds Rodents Squirrels Mice Porcupines Mice & Rats Voles Guinea Pigs Hamsters and Voles Real Hamsters Short-tailed dwarf hamsters Djungarian dwarf hampsters Reptiles Gerbils Long-tailed dwarf hamsters Roborovski Hamster Species
    34. 34. Shared Drive Zoo Taxonomy X: Production Sales & Marketing Sales Web Design Marketing Commercial Industrial Government Labs Healthcare Hospitals Clinics Private Medium Mobile Public Large Urban Not Associated Newsletter Rural University Small Social
    35. 35. As we’ve already seen: This always works out great
    36. 36. Findability vs. Putability: a basic asymmetry
    37. 37. Shared Drive Zoo X: Production Marketing Major Hospitals Sales Web Design Industrial Government Healthcare Labs Commercial Sales & Marketing Hospitals Clinics Private Medium Urban Not Associated Rural University Social Mobile Public Large Newsletter Colleges Big Small Small
    38. 38. Moving this mess to SharePoint makes it worse
    39. 39. SharePoint Sux
    40. 40. The #1 rule of SharePoint? Except when it makes sense Never use folders ever
    41. 41. Folders for Security Permissions assigned per folder
    42. 42. A Brief Detour
    43. 43. Simple Mind Map
    44. 44. Mapping for Navigation
    45. 45. Mapping for Priorization
    46. 46. A SharePoint Taxonomy (Navigation)
    47. 47. A SharePoint Taxonomy (Metadata) Customer Type • Lab • Hospital • Clinic • Mobile Sector • Private • Public Size • Large • Medium • Small Location • Urban • Rural University • Yes • No
    48. 48. Adding Metadata (when uploading)
    49. 49. A SharePoint Simulation
    50. 50. Document Type Inventory Worksheet
    51. 51. What is metadata?
    52. 52. What is Taxonomy?
    53. 53. What are content types?
    54. 54. Vacation Request Drug Reimbursement Name _________ Emp. # _________ Date _________ Name _________ Emp. # _________ Date _________ Dates Requested: From __________ To: __________ Drug Used: Name __________ Cost: $ _________ Manager ________ Approved Y/N Manager ________ Approved Y/N
    55. 55. Both Content Types in One Library
    56. 56. Content Types for: Workflow, Policy, Security
    57. 57. Back to the Inventory Worksheet
    58. 58. Build Mind Map (based on inventory worksheet)
    59. 59. Why is it still so hard to get this to work?
    60. 60. Which leads to this:
    61. 61. Some great thinking by Carsten Knoch
    62. 62. Increasing the likelihood of metadata success Compliance Search & Discover Search Magic Metadata Intersection Records Management Business Process Day-to-day workflow
    63. 63. It’s a question of focus Metadata • Why? • Where? • How?
    64. 64. Share the responsibility
    65. 65. Less is more
    66. 66. To Sum Up… • Do you have a better understanding of metadata and content types? • Do you think you’ll be able to explain these concepts more easily to your stakeholders? • Did you get value out of this presentation?
    67. 67. Ruven Gotz @ruveng spinsiders.com/ruveng ruven.gotz@avanade.com slideshare.net/ruveng
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