Christian buckley connection-betweenmetadatasocialandpersonalproductivity_spsbe01

#SPSBE

The Connection Between
Metadata, Social Tools, and
Personal Productivity
#SPSBE01

Christian Buckley, Axceler

My Background

Christian Buckley, Director of Product Evangelism at Axceler

• Microsoft MVP for SharePoint Server
• Most recently at Microsoft, part of the Microsoft Managed Services team
(now Office365-Dedicated) and then Advertising Operations
• 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. At another startup (E2open), helped design, build, and deploy a
SharePoint-like collaboration platform (Collaboration Manager), onboarding
numerous high-tech manufacturing companies, including Hitachi,
Matsushita, and Seagate
• Co-authored ‘Implementing Microsoft SharePoint 2010 Real-World Projects’
(MS Press, March 2012) and 3 books on software configuration
management.

Email Cell • Twitter: @buckleyplanet
Twitter BlogBlog: buckleyplanet.com Email: cbuck@axceler.com
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com

Get the Book

Just released from Microsoft Press
Order your copy at http://oreil.ly/qC4loT

Tackle 10 common business problems with proven
SharePoint solutions
• Set up a help desk solution to track service requests
• Build a modest project management system
• Design a scheduling system to manage resources
• Create a site to support geographically dispersed teams
• Implement a course registration system
• Build a learning center with training classes and
resources
• Design a team blog platform to review content
• Create a process to coordinate RFP responses
• Set up a FAQ system to help users find answers quickly
• Implement a cost-effective contact management system
Email Cell Twitter Blog

Axceler Overview
Improving Collaboration since 2007
 Mission: To enable enterprises to simplify, optimize, and
secure their collaborative platforms
 Delivered award-winning administration and migration
software for SharePoint since 2007
 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 trends


"If at first the idea is not absurd,
then there is no hope for it."
Email Email Cell Twitter Albert Twitter
Cell EinsteinBlog
Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com

How productive are your
end users on SharePoint?


Creating Passionate Users, Kathy Sierra

Email Email Cell Twitter
Cell Twitter
Blog Blog

Idea:
The business dynamics of how
Information Workers capture,
consume, and interact with data
is changing


 Online tools and the social platforms
help teams work together more
collaboratively


 While at the same time, supporting the
introverts among us, asynchronously
 Social networking platforms
 Wikis
 Workflows
 Email
 MySites


 Tools that overtly manage and
manipulate content and social
interactions are becoming more
integrated and seamless


Why is the Information
Worker role changing?


 OCD
 ADD
 Really, really cool
video games

Cell Twitter
Blog Blog

 Cloud adoption is helping drive it
 Movement away from hardware
 Change in focus from maintenance toward
productivity and performance focus
 Social is becoming a layer across most
enterprise applications


 The economics have changed
 Need to get more out of our investments
 And do it with fewer headcount


Idea:
Metadata is fundamental to
making social, knowledge
management, and
SharePoint work


The metadata stack

End Users

Search
Governance

Social Media

Taxonomy Ad Hoc

Metadata

What is metadata?


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

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 list
• Lists get “bundles” of columns
PROS
PROS • Requires no planning
• Improves consistency • Requires little upfront effort
• Reduces metadata duplication • Works across site collections and portals
• Easy to update
• Easy to support and train on CONS
• Allows document-level DIP, Workflow, Information • Decreases consistency
Policies, and document templates • Increases metadata duplication
• Hard to update
CONS • Hard to support and train on
• Requires planning • Only allows list-level Workflow, Information Policies
• Requires upfront work and document templates
• Hard to manage across site collections and portals • Difficult to reverse

Governance


 The teams that take the time to plan
strategies for both will reap the rewards
 Search will actually work
 People will locate their content


Users Case Study

My Site

Corporate Departments Teams

Empowerment
Cell Twitter
Blog Blog

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

 Business ROI
 Faster employee on‐boarding and training
 More productivity
 More usage of the platform
 Faster realization of the financial investments


 Metadata is the fundamental building
block
 Taxonomy adds structure
 Folksonomy refines the model
 Apply governance, as needed (its always needed)


Social tools use both
taxonomy and folksonomy


• Document name • User name • Status
• File type • Department • Approval
• Author • Title • Check in / check out
• Description • Role • Version
• Page number • Project
• Retention rules

Cell Twitter
Blog Blog

Where the metadata lives

 Automated (by content type)
 Document name
 File type
 Author
 Description  Taxonomy
 Department
 Title
 Role
 Status
 Approval

 Folksonomy
 Project
 Definition
 Correlated projects

The role of metadata

• Metadata is the key to making social media
work inside the enterprise

• Metadata makes social media visible,
searchable, linkable, relevant

• Metadata is the building block of social
media within SharePoint

• Metadata powers search, it powers social
media, and it powers SharePoint

Idea:
Social tools are just another
layer of the search experience


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


Your team wants social for
the enterprise, but what does
that really mean?
Good question

Why are social tools important?

 They surface data
 They provide context
 They extend the search experience
 They are increasingly being viewed as the
way in which people communicate


Why SharePoint needs social
Apologies in advance for the
humor


How does social
impact search?


[One man’s idea of how the
pieces might come together]


Idea:
Organizations don’t understand,
much less track and measure,
user productivity


Measurement

 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?


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?

It is easy to put a value on quantitative improvements
to productivity

It is difficult to put a value on qualitative improvements

What is personal productivity?


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)

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, trackable

The trick is to get this into your SharePoint planning

What are you doing to make
your end users productive?


4 Ways to Improve Productivity


Areas for initial focus

 Are you optimized for search?
 Have you adopted a metadata strategy?
 Have you developed a social strategy?
 Have you prioritized feature and solution requests?
 Have you established a cycle for continuous
improvement on what you’ve built?


Strategy for Improving Productivity

1. Start with out-of-the-box
2. Understand your culture
3. Communicate your vision
4. Develop your use cases, and define your solutions
5. Outline your taxonomy
6. Implement a governance plan
7. Make continuous improvement part of your culture


Contact me

 Christian Buckley
cbuck@axceler.com
+1 425-246-2823
@buckleyPLANET
www.buckleyPLANET.com

 Additional Resources
 The Heretics Guide to Best Practices, Paul Culmsee http://hereticsguidebooks.com
 On The Importance of Metadata, Craig Mullins http://bit.ly/cOWp2F
 Enabling Social Media through Metadata http://slidesha.re/gdjoaz
 Managed Metadata in SharePoint 2010, Scott Singleton http://slidesha.re/hNPeAQ
 The Battle for Metadata in SharePoint 2010, Michal Pisarek http://bit.ly/g7vFWN
 5 Steps of a Successful SharePoint Site Transformation http://bit.ly/eB6qbN
 Creating Passionate Users, Kathy Sierra http://headrush.typepad.com/


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