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.
  • The Connection Between Metadata, Social, and Personal Productivity

    1. 1. The Connection Between Metadata, Social, and Personal Productivity Christian Buckley @buckleyPLANET SharePoint Saturday UK November 12th, 2011Email Cell Twitter 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    4. 4. How productive are your end users on SharePoint?Email Cell Twitter 425.246.2823 @buckleyplanet
    5. 5. Email Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    9. 9. What is personal productivity?Email Cell Twitter 425.246.2823 @buckleyplanet
    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 ( Cell Twitter 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    12. 12. What are you doing to make your end users productive?Email Cell Twitter 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    15. 15. Role of Social in SharePoint End Users Search Governance Social Media Taxonomy Ad Hoc MetadataEmail Cell Twitter 425.246.2823 @buckleyplanet
    16. 16. What is metadata?Email Cell Twitter 425.246.2823 @buckleyplanet
    17. 17. Email Cell Twitter 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    20. 20. The Role of Metadata Scott Singleton, Managed Metadata in SharePoint 2010Email Cell Twitter Blog 425.246.2823 @buckleyplanet
    21. 21. Social tools use both taxonomy and folksonomyEmail Cell Twitter 425.246.2823 @buckleyplanet
    22. 22. Email Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    24. 24. Email Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
    25. 25. • Book title • Name • Device ID • Author • Account Number • Email • ISBN • Credit Card • Software version • Publisher • Social Security # • Billing AddressEmail Cell Twitter 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    31. 31. The Social Informatics ShiftEmail Cell Twitter 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    33. 33. The Future of Social MediaEmail Cell Twitter 425.246.2823 @buckleyplanet
    34. 34. Email Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
    35. 35. Email Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
    36. 36. What are the social tools within SharePoint?Email Cell Twitter 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    38. 38. [Reality Check]Email Cell Twitter 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    44. 44. Strategy for improving productivityEmail Cell Twitter 425.246.2823 @buckleyplanet
    45. 45. Strategy for Improving Productivity 1. Understand your culture 2. Communicate your vision 3. Develop your use casesEmail Cell Twitter 425.246.2823 @buckleyplanet
    46. 46. Email Cell Twitter 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    48. 48. Email Cell Twitter 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    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 425.246.2823 @buckleyplanet
    51. 51. For more information Contact me at Christian Buckley,, 425-246-2823 On Twitter at @buckleyplanet Check out article How SharePoint 2010 Stacks Up to Your End-User Social Media RequirementsEmail Cell Twitter 425.246.2823 @buckleyplanet