The Connection Between Metadata, Social Tools, and Personal Productivity


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Showing the links between metadata and taxonomy, social, and productivity in SharePoint. Presented at the Australian and New Zealand SharePoint Conferences, and again at SPTechCon San Francisco 2013.

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  • 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.
  • As SharePoint extends into broad adoption and business solutions such as extranets securing the SharePoint content is key.
  • CB: Once you understand biz value and scope, you next need to understand how to manage what you have (governance) to maximize performance and value.
  • The Connection Between Metadata, Social Tools, and Personal Productivity

    1. 1. • The productivity dilemma• The evolution of the Information Worker• Why social is important to the enterprise• How metadata and social improve productivity
    2. 2. Christian Buckley,Director of Product Evangelism at Axceler• Microsoft MVP for SharePoint Server• Prior to Axceler, worked for Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and worked as a consultant in the areas of software, supply chain, grid technology, and collaboration• Co-founded and sold a software company to Rational Software. At E2open, helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita, 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:
    3. 3. Published 2012 by Microsoft PressOrder your copy at 10 common business problems withproven 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
    4. 4. Improving Collaboration since 2007• Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms• Delivered award-winning administration and migration software since 1994, for SharePoint since 2007• Over 3,000 global customersDramatically 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
    5. 5. How productive are yourend users on SharePoint?
    6. 6. Email Cell Twitter 425.246.2823 @buckleyplanet
    7. 7. Perceived usefulness External Personal Actual Intent variables attitude system use Simple To useSource: @JussiMori
    8. 8. Idea:The business dynamics of howInformation Workers capture,consume, and interact with dataare changing
    9. 9. Email Cell Twitter 425.246.2823 @buckleyplanet
    10. 10. Why is the InformationWorker role changing?
    11. 11. Email Cell Twitter 425.246.2823 @buckleyplanet
    12. 12. Email Cell Twitter 425.246.2823 @buckleyplanet
    13. 13. Email Cell Twitter 425.246.2823 @buckleyplanet
    14. 14. Idea:Metadata is fundamental tomaking social, knowledgemanagement, andSharePoint work
    15. 15. What is metadata?
    16. 16. In Biology, taxonomy is the science dealing with the description,identification, naming, and classification of organisms. “however, theterm is now applied in a wider, more general sense and now may refer toa classification of things, as well as to the principles underlying such aclassification.”“Metadata provides context for data. Metadata is used to facilitate theunderstanding, characteristics, and management usage of data. Themetadata required for effective data management varies with the type ofdata and context of use.”
    17. 17. End Users SearchGovernance Social Media Taxonomy Folksonomy Metadata
    18. 18. 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 site • Columns are created on lists collection root • Columns are combined in an ad-hoc basis on each list • Lists get “bundles” of columns PROSPROS • Requires no planning • Improves consistency • Requires little upfront effort • Reduces metadata duplication • Works across site collections and portals • • Easy to update Easy to support and train on CONS • Allows document-level DIP, Workflow, Information • Decreases consistency Policies, and document templates • Increases metadata duplication • Hard to updateCONS • Hard to support and train on • Requires planning • Only allows list-level Workflow, Information Policies • Requires upfront work and document templates • Hard to manage across site collections and portals • Difficult to reverse
    19. 19. Users My Site Corporate Departments Teams Empowerment Email Cell Twitter Blog 425.246.2823 @buckleyplanet
    20. 20.
    21. 21. Taxonomy Department Title Role Status Approval Folksonomy Project Definition Correlated projects
    22. 22. Idea:Social tools are just anotherlayer of the search experience
    23. 23. “Social media is media designed to be disseminated through socialinteraction, created using highly accessible and scalable publishingtechniques. Social media uses Internet and web-based technologies totransform broadcast media monologues (one-to-many) into socialmedia dialogues (many-to-many).It supports the democratization of knowledge andinformation, transforming people from content consumers intocontent producers.”
    24. 24. Email Cell Twitter 425.246.2823 @buckleyplanet
    25. 25. Email Cell Twitter 425.246.2823 @buckleyplanet
    26. 26. Email Cell Twitter 425.246.2823 @buckleyplanet
    27. 27. Your team wants social for theenterprise, but what does thatreally mean? Good question
    28. 28. Why SharePoint needs social
    29. 29. your own vocabulary your intimate knowledge correlate discovered content
    30. 30. Taxonomy Folksonomy • Paper • Paper • Airplane • Flight • White • Airplane • Toy • Design • White • Toy • Origami • Technique • Distance
    31. 31. taxonomy folksonomy Opportunity to improve global search
    32. 32. Another example, this timewithin SharePoint 2010, becauseI want to be thorough…
    33. 33. Email Cell Twitter 425.246.2823 @buckleyplanet
    34. 34. Email Cell Twitter 425.246.2823 @buckleyplanet
    35. 35. Email Cell Twitter 425.246.2823 @buckleyplanet
    36. 36. Email Cell Twitter 425.246.2823 @buckleyplanet
    37. 37. Social in SP2013
    38. 38. Idea:Organizations don‟t understand,much less track and measure,user productivity
    39. 39. Where do you begin?
    40. 40. What are you doing to makeyour end users productive?
    41. 41. What are you doing to makeyour end users productive?
    42. 42. Where to start?
    43. 43. presentations blog book governance4hybrid Order your copy at Additional Resources The Heretics Guide to Best Practices, Paul Culmsee On The Importance of Metadata, Craig Mullins Enabling Social Media through Metadata Managed Metadata in SharePoint 2010, Scott Singleton The Battle for Metadata in SharePoint 2010, Michal Pisarek 5 Steps of a Successful SharePoint Site Transformation Creating Passionate Users, Kathy Sierra