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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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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