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Taxonomy, Content Types & Metadata: Oh My!

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PLEASE DOWNLOAD TO SEE SPEAKER'S NOTES AND ANIMATIONS.
How to understand (and explain to your end users) the concepts of metadata and content types and then, how to build a SharePoint taxonomy.
(Let me know if you find this useful in your work.)

Published in: Technology, Education
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Taxonomy, Content Types & Metadata: Oh My!

  1. 1. Produced by: Premier Partner: Platinum Partner: Gold Partner: Supported by:
  2. 2. Taxonomy, Content Types & Metadata. Oh my!Ruven Gotz – Navantis (Cananda)
  3. 3. It’s all about me… @ruveng spinsiders.com/ruveng Toronto ruveng@navantis.com Ruven Gotz
  4. 4. This is a Meta-Presentation• Two Goals and a Meta Goal: • Understand metadata • How it applies to taxonomy • How it applies to content types • Understand why it matters in SharePoint • Meta Goal • Educate you • Give you tools to educate YOUR stakeholders
  5. 5. The BIG question What is Metadata?
  6. 6. Data about data
  7. 7. Questions
  8. 8. The BIG question What is Metadata? I think I get it What is I think Oh! Now I see I get it Metadata? (Mostly)
  9. 9. To understand what are
  10. 10. We’ll use a
  11. 11. What does a cow say?
  12. 12. What does a chicken say?
  13. 13. What does a duck say?
  14. 14. What’s the difference?
  15. 15. What is the ‘content’?What are some attributes?• Artist: Prince• Genre: Pop/Rock• Year: 1984 Example from Yoav Lurie
  16. 16. Organizing Content
  17. 17. Another metaphor Adapted from the “pea soup” story by Serge Tremblay
  18. 18. Labels can help
  19. 19. Food taxonomy nirvana http://caseyxrobertson.deviantart.com/art/Grocery-Store-2-191196289
  20. 20. So, what is metadata?
  21. 21. What is taxonomy? or this… Not this!
  22. 22. It’s this…
  23. 23. Carl Linnaeus (1751)
  24. 24. Taxonomy Animal Kingdom Kingdom Superclass Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Class Predators Primates Whales Rodents Order Squirrels Mice Porcupines Guinea Pigs Suborder Mice & Rats Hamsters and Voles Family
  25. 25. Animal KingdomThe bottom of this tree Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Hamsters Voles Gerbils Short-tailed Long-tailed dwarf hamsters dwarf hamsters Djungarian Roborovski dwarf Hamster hampsters
  26. 26. X:TaxonomyShared drive zoo Sales & Production Marketing Marketing Sales Web Design Newsletter Social Commercial Industrial Government Healthcare Labs Hospitals Clinics Mobile Private Public Large Medium Small Urban Rural Not University Associated
  27. 27. X:Taxonomy Sales & Production Marketing Marketing Sales Web Design Newsletter Social Commercial Industrial Government Healthcare Labs Hospitals Clinics Mobile Private Public Large Medium Small Urban Rural Not University Associated
  28. 28. We’ve all seen how well this works out…
  29. 29. X:TaxonomyShared drive zoo Sales & Production Marketing Marketing Sales Web Design Newsletter Social Major Commercial Industrial Government Healthcare Hospitals Labs Hospitals Clinics Mobile Colleges Private Public Big Small Large Medium Small Urban Rural Not University Associated
  30. 30. Moving this mess to SharePoint onlymakes it worse
  31. 31. SharePoint Sux! SharePoint is confusing! Why?
  32. 32. What is our base metaphor for files?
  33. 33. Folders on the Mac
  34. 34. What if we saw this?
  35. 35. Better…
  36. 36. Solve it with folders!
  37. 37. Now, you hire an intern to adddocuments
  38. 38. Finding vs. Saving
  39. 39. Findability
  40. 40. Putability
  41. 41. The #1 rule of SharePoint Except when it makes sense to do so Never use ever folders
  42. 42. When it makes sense… Permissions assigned per folder
  43. 43. SharePoint Taxonomy
  44. 44. SharePoint Taxonomy (Metadata)Customer Type Sector Size Location University• Lab • Private • Large • Urban • Yes• Hospital • Public • Medium • Rural • No• Clinic • Small• Mobile
  45. 45. Adding metadata (when uploading)
  46. 46. A SharePoint Simulation
  47. 47. Inventory worksheet
  48. 48. What is metadata?
  49. 49. What is taxonomy?
  50. 50. What are content types?
  51. 51. Drug Vacation Request ReimbursementName _________ Name _________Emp. # _________ Emp. # _________Date _________ Date _________Dates Requested: Drug Used:From __________ Name __________To: __________ Cost: $ _________ Manager ____ Manager ____ Approved Y/N Approved Y/N
  52. 52. Both content types in one list
  53. 53. Content types for: Workflow, Policy, Security
  54. 54. InventoryWorksheet
  55. 55. Mind Mapfrom InventoryWorksheet
  56. 56. Key Points to Take Home• Metadata takes a while to understand• Use of metaphors can help• Use of visual tools can help a LOT• Much more than technology, it’s governance that makes the difference• Folders are bad, except when they’re not
  57. 57. Did I meet my goals for you…• Do you have a better understanding of Metadata?• Do you understand why it matters in SharePoint?• Do you think you’ll be able to explain these concepts more easily to your stakeholders?
  58. 58. QuestionsSHARE The SharePoint Conference for Business Users
  59. 59. http://sdrv.ms/share2012sa <-- The goods! Ruven Gotz – Navantis (Canada) ruveng@navantis.com @ruveng (twitter) www.spinsiders.com/ruveng May 2012

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