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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.
Christian BuckleyFollow
Marketing + Alliances | Microsoft RD and MVP at CollabTalk LLCAdvertisement
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The Connection Between Metadata, Social, and Personal Productivity
- The Connection Between Metadata, Social, and Personal Productivity Christian Buckley cbuck@axceler.com @buckleyPLANET SharePoint Saturday UK November 12th, 2011 Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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 Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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 trends Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- How productive are your end users on SharePoint? Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- Email Email Cell Twitter Cell Twitter Blog Blog cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net http://buckleyplanet.com
- 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 Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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 Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- It is easy to put a value on quantitative improvements to productivity It is difficult to put a value on qualitative Email improvements Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- What is personal productivity? Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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) Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.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 Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- What are you doing to make your end users productive? Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- Creating Passionate Users, Kathy Sierra
- 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 Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- Role of Social in SharePoint End Users Search Governance Social Media Taxonomy Ad Hoc Metadata Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- What is metadata? Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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 Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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 SharePoint Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- The Role of Metadata Scott Singleton, Managed Metadata in SharePoint 2010 Email Cell Twitter Blog http://www.slideshare.net/scottsingleton/managed-metadata-insharepoint2010 cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- Social tools use both taxonomy and folksonomy Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- Email Email Cell Twitter Cell Twitter Blog Blog cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net http://buckleyplanet.com
- • Document name • User name • Status • File type • Department • Approval • Author • Title • Check in / check out • Description • Role • Version • Page number • Project • Retention rules Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- Email Email Cell Twitter Cell Twitter Blog Blog cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net http://buckleyplanet.com
- • Book title • Name • Device ID • Author • Account Number • Email • ISBN • Credit Card • Software version • Publisher • Social Security # • Billing Address Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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 Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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 reverse Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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 Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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, 2011 Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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 disconnected Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- The Social Informatics Shift Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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 Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- The Future of Social Media Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- Email Email Cell Twitter Cell Twitter Blog Blog cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net http://buckleyplanet.com
- Email Email Cell Twitter Cell Twitter Blog Blog cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net http://buckleyplanet.com
- What are the social tools within SharePoint? Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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 blogs Email Cell Twitter People and social search Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- [Reality Check] Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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, 2011 Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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 gaps Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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 activity Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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 assets Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- SnapWorkSocial • Social within team sites, does not create separate page • Microblogging • My Site integration • Task integration • Aggregate feeds • On-prem, cloud, and Office365 Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- Strategy for improving productivity Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- Strategy for Improving Productivity 1. Understand your culture 2. Communicate your vision 3. Develop your use cases Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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 Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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, improve Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- 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, 2011 Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
- For more information Contact me at Christian Buckley, cbuck@axceler.com, 425-246-2823 On Twitter at @buckleyplanet www.buckleyPLANET.com Check out SharePointProMag.com article How SharePoint 2010 Stacks Up to Your End-User Social Media Requirements Email Cell Twitter Blog cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Editor's Notes
- 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.
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