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.
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
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.