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How Your Metadata Strategy Impacts Everything You Do

Up updated version of this popular topic given during day 2 of the European SharePoint Conference in Copenhagen on February 6th, 2013. This was part of the Business Value track, and provides an overview of what metadata and taxonomy are, critical components in SharePoint, and what it takes to manage them successfully in a sustainable manner. Hopefully people found the session entertaining, as well.

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How Your Metadata Strategy Impacts Everything You Do

  1. 1. Looking Under the Hood:How Your Metadata Strategy Impacts Everything You Do Christian Buckley Director of Product Evangelism, Axceler @buckleyplanet
  2. 2. How your metadata strategy impacts everything you doWhat I’ll cover today:• An overview of metadata – what it is, and why you should care about it• Why taxonomy matters• Taxonomy component in SharePoint• What it means to manage metadata
  3. 3. AboutChristian Buckley, Director of Product Evangelism at Axceler• Microsoft MVP for SharePoint Server• Prior to Axceler was part of the Microsoft Managed Services team at Microsoft (now part of Office365 org)• Prior to Microsoft, was a senior consultant working in the software, supply chain, and grid technology spaces – always focusing on collaboration technology• Co-founded and sold a collaboration software company (Qoses Inc) 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 (Panasonic), Cisco, and Seagate• Co-authored ‘Microsoft SharePoint 2010: Creating and Implementing Real-World Projects’ link (MS Press, March 2012) and 3 books on software configuration management• Twitter: @buckleyplanet Blog: Email:
  4. 4. Get the Book Microsoft Press, order your copy at 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
  5. 5. Axceler Overview (Booth #44)Improving Collaboration since 2007Mission: To enable enterprises to simplify, optimize, andsecure their collaborative platforms – Delivered award-winning administration and migration software since 1994, for SharePoint since 2007 – Customers in over 40 countriesDramatically improve the managementof SharePoint – Innovative products that improve security, scalability, reliability, “deployability” – Making IT more effective and efficient and lower the total cost of ownershipFocus on solving specific SharePointproblems (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
  6. 6. The #1 reason why yourSharePoint deployment will fail
  7. 7. Looking Under the Hood:How Your Metadata Strategy Impacts Everything You Do Christian Buckley Director of Product Evangelism, Axceler @buckleyplanet
  8. 8. Let’s walk through this…What are you trying toaccomplish with SharePoint?
  9. 9. What was missing from yourprevious attempts?
  10. 10. Let’s get down tothe fundamentals
  11. 11. Why aren’t my end usersusing SharePoint?
  12. 12. Creating Passionate Users, Kathy Sierra
  13. 13. Things your end users want that rely on taxonomy• Social that works• A working search engine End Users are so selfish• Reliable eDiscovery• The ability to automate
  14. 14. What is your metadata strategy?
  15. 15. What is metadata, anyway?
  16. 16. Metadata 101
  17. 17. Email Cell Twitter 425.246.2823 @buckleyplanet
  18. 18. • Book title • Name • Device ID• Author • Account Number • Email• ISBN • Credit Card • Software version• Publisher • Social Security # • Billing Address
  19. 19. Email Cell Twitter 425.246.2823 @buckleyplanet
  20. 20. • Name• Account Number• Mileage to date• Home town• Travel dates• City visiting• Flight number• GPS position• Friend’s Name• City visiting• GPS position• Distance to friend• Avoidance Flag = Yes
  21. 21. The Role of MetadataScott Singleton, Managed Metadata in SharePoint 2010
  22. 22. Asset Type Company Asset Number Color code (by department) Barcode Tracking Number
  23. 23. ID Type State License Number ClassExpiration Address Date of Birth Emergency Contact Donor Email Cell Twitter Blog 425.246.2823 @buckleyplanet
  24. 24. The role of metadata• 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 SharePoint
  25. 25. Taxonomy
  26. 26. In Biology, taxonomy is the science dealing with thedescription, identification, naming, andclassification of organisms. “however, the term isnow applied in a wider, more general sense andnow may refer to a classification of things, as well asto the principles underlying such a classification.”
  27. 27. Your Current Taxonomy
  28. 28. Top level portalTier 1 site collectionsbased on business unitsor product areasTier 2 sites that followspecific structure
  29. 29. This is yourmetadata
  30. 30. A great exampleof taxonomy byRuven Gotz, MVP(@ruveng)
  31. 31. Animal Taxonomy Kingdom Superclass Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Class Predators Primates Whales Rodents Order Squirrels Mice Porcupines Guinea Pigs Suborder Hamsters and Family Mice and Rats VolesA great example Real Hamsters Voles Gerbils Subfamilyof taxonomy byRuven Gotz, MVP(@ruveng) Short-tailed Long-tailed Genus dwarf hamsters dwarf hamsters Djungarian Roborovski dwarf hamsters Hamster
  32. 32. But it gets easy from here Right?
  33. 33. Um…..
  34. 34. Managing your metadata
  35. 35. Uploading Content
  36. 36. Content Type• It’s basically a definition of an artifact that can be stored in a SharePoint site. For example: – A project document, including • File type • Date created • Author • Last modified – It is part of a workflow, including • Who needs to approve • Date of approval – It includes information management policies that • Cannot be edited once approved
  37. 37. Multiple Content Types
  38. 38. Content types may beapplied for each sitecollection…or for certain sites
  39. 39. The Role of Services• SharePoint offers many services OOTB – Search – Excel Services – BCS – Project Server – Web Analytics – Access – Performance Point – Visio – Word – Office Web Apps – People• These centrally managed services allow for greater control across the enterprise
  40. 40. What is Behind Managed Metadata• It is a service application created by a Farm Administrator• It is added to a farm’s default list• Allows you to centrally manage your content types, subscribe to them as a service• You can also create a content type hub, which is a URL to a site collection
  41. 41. Scott Singleton, Managed Metadata in SharePoint 2010
  42. 42. Syndication• Content types can be shared• Create a content type hub, which is an blank site collection used to publish content types• Publish the content types• Consume them• Content types become visible in subscriber’s content type galleries
  43. 43. About Folksonomy
  44. 44. What is folksonomy?• End user-generated keywords• Personally applied tags of pages and objects to content you discover and consume• Generally applied through social interactions
  45. 45. Why use folksonomy?• The primary value of a folksonomy is that it uses your own vocabulary• May come from your intimate knowledge of a subject• A way to correlate discovered content (through search or social interactions) to your understanding
  46. 46. Taxonomy Folksonomy • Vinyl • Vinyl • Record • 12” • Blue label • Extended play • Audio • Record • Rare • Blue label • Audio • Duran Duran • Autographed • No scratches
  47. 47. taxonomy folksonomy Opportunity to improve global search
  48. 48. Adding Metadata through Social
  49. 49. What is the role of governance?
  50. 50. In SharePoint…Governance is about taking action to helpyour organization organize, optimize, andmanage your systems and resources.
  51. 51. Corporate IT ProjectSharePoint
  52. 52. Email Cell Twitter 425.246.2823 @buckleyplanet
  53. 53. Corporate IT ProjectSharePoint TaxonomyManagement
  54. 54. Search will not improve if you are not actively managing your taxonomy
  55. 55. GovernanceCompliance,Regulations, End User Activity Standards Bridges the gap Note: what is a best practice for me may not be a best practice for you, so do what makes sense
  56. 56. Your governance activities may include: Weekly keyword review and optimization Your end usersYour organization employ social has two content tagging, add types, and uses comments, ratings, Best Bets Monthly governance Likes to content review, including Best Bets review
  57. 57. Lessons Learned
  58. 58. Lessons learned, at a high level1. Understand your metadata and taxonomy model2. Have a strategy for Managed Metadata – structured taxonomy3. Involve your end users through Folksonomy and feedback4. Make governance a priority – define it, document it, promote it5. Create a governance site, publish it, and keep it fresh6. Iterate, iterate, iterate
  59. 59. Getting tactical – First Steps• Map out your high level taxonomy • Web applications • Site collections • Content Types• Constantly optimize • Consolidate your content types • Clean up your folder structures • Refine your keyword taxonomy • Standardize your site structure and templates • Build a consistent navigation
  60. 60. Thank you!Christian 425-246-2823@buckleyPLANETwww.buckleyPLANET.comand Order your copy at Additional Resources On The Importance of Metadata, Craig Mullins Enabling Social Media through Metadata Understanding Metadata: Practical SP Information Architecture, Ruven Gotz The Battle for Metadata in SharePoint 2010, Michal Pisarek 5 Steps of a Successful SharePoint Site Transformation Creating Passionate Users, Kathy Sierra