Presentation given 4-9-2011 at SharePoint Saturday Boston on the need for sound metadata and taxonomy strategy in any SharePoint deployment (or re-architecture).

1. Looking Under the Hood:How Your Metadata Strategy Impacts Everything You DoChristian Buckleycbuck@axceler.com@buckleyPLANET SharePoint Saturday Boston April 9th, 2011

3. Microsoft Managed Services (now BPOS-Dedicated)

4. Advertising Operations, ad platform API program

5. Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration

6. 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

7. 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

9. My Connection to Boston

10. The #1 reason why your 2010 deployment will fail

11. Some questions for you… What are you trying to accomplish with SharePoint?

12. What was missing from your previous attempts?

13. What is your metadata Strategy for 2010?

14. What is metadata, anyway?

15. Where’s the metadata?

18. Account Number

19. Credit Card

20. Social Security #

21. Billing Address

22. Book title

23. Author

24. ISBN

25. Publisher

26. Device ID

27. Email

29. Metadata enables you to flag, tag, and avoid

31. Account Number

32. Mileage to date

33. Home town

34. Travel dates

35. City visiting

36. Flight number

37. GPS position

38. Friend’s Name

39. City visiting

40. GPS position

41. Distance to friend

44. Approval

45. Check in / check out

46. Version

47. User name

48. Department

49. Title

50. Role

51. Project

52. Document name

53. File type

54. Author

55. Description

56. Page number

58. Author Title Location ISBN Publisher Topics

59. Asset Type Company Asset Number Color code (by department) Barcode Tracking Number

60. 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 The role of metadata

61. Why aren’t my end users using SharePoint?

62. End Users Search Social Media Governance Taxonomy Ad Hoc Metadata

64. Legacy content gets migrated slowly, if at all

65. Inconsistent taxonomy across farms and site collections

66. People author locally - multiplies problems globally

67. Authors don’t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience

68. Portal lacks high fidelity search

69. User can’t find the right content

70. As a result, poor portal adoption and low user satisfactionWhat Happens Without Strategy

71. The islands of information have been moved to SharePoint. And? 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 Why SharePoint Needs Metadata Strategy

72. Creating Passionate Users, Kathy Sierra

73. Taxonomy

74. In Biology, taxonomyis the science dealing with the description, identification, naming, andclassificationof 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.” ~Wikipedia.org

75. Your Current Taxonomy

76. CENTRALIZED DECENTRALIZED Site architecture is centrally controlled Metadata is always applied to content Site Columns and Content Types are created at site collection root Lists get “bundles” of columns PROS Improves consistency Reduces metadata duplication Easy to update Easy to support and train on Allows document-level DIP, Workflow, Information Policies, and document templates CONS Requires planning Requires upfront work Hard to manage across site collections and portals Site architecture is ad-hoc Metadata may not be applied to content Columns are created on lists Columns are combined in an ad-hoc basis on each list PROS Requires no planning Requires little upfront effort Works across site collections and portals CONS Decreases consistency Increases metadata duplication Hard to update Hard to support and train on Only allows list-level Workflow, Information Policies and document templates Difficult to reverse Managing Metadata

77. What is your broader strategy for tagging, metadata and taxonomy? Map out your high level taxonomy (web applications and site collections) and schemas (Content Types) Understand your current-state and future-state plans, and how they relate to your metadata

78. How is metadata managed inside of SharePoint?

79. Top level portal Tier 1 site collections based on business units or product areas Tier 2 sites that follow specific structure

80. SharePoint 2010 offers many services OOTB Search Excel Services BCS Project Server Web Analytics Access Performance Point Visio Word Office Web Apps People These centrally managed services allow for greater control across the enterprise Have your cake and eat it through centrally managed services The Role of Services

81. It is a service application created by a Farm Administrator It is added to a farm’s default list You can also create a content type hub, which is a URL to a site collection What is Behind Managed Metadata

82. It’s basically a definition of an artifact that can be stored in a SharePoint site. For example: A project document, including File type Date created Author Last modified It is part of a workflow, including Who needs to approve Date of approval It includes information management policies that Cannot be edited once approved Content Type

83. Scott Singleton, Managed Metadata in SharePoint 2010 http://slidesha.re/hNPeAQ

84. Content types can be shared Create a content type hub, which is an blank site collection used to publish content types Publish the content types Consume them Content types become visible in subscriber’s content type galleries Syndication

85. Managing Terms Service Application Instance Term Group Term Set Term Create a term set and terms Use the managed metadata Pick the terms

86. Understand the term group properties Group name Description Contributors Group Managers Understand the term store properties Term store administrators Default and working languages Managing Your Term Groups and Stores

87. Term Set = Taxonomy Includes related terms Managed through governance policies Managed Metadata Column Can be in a list, a library, or a content type Associated with a term set Found through Managed Metadata term set Keywords set = Folksonomy User generated tags Anyone can add them Requires ongoing governance

89. What is the role of governance?

92. Have a plan Create an internal SharePoint user group Clearly define roles and responsibilities Outline your taxonomy, communicate it, and iterate Create a governance site Learn and evolve Jumpstart your governance

93. Without governance…

94. Lessons Learned

95. Understand your metadata and taxonomy model Have a strategy for Managed Metadata Involve your end users Make governance a priority Create a governance site Iterate Lessons learned, at a high level

97. Web applications

98. Site collections

99. Content Types

100. Plan for your migration (or set it up right the first time)

101. Consolidate your content types.

102. Clean up your folder structures.

103. Refine your keyword taxonomy.

104. Standardize your site structure and templates.

105. Build a consistent navigation.

106. With Managed Metadata Service in 2010, it is critical that you set up a governance model to guide this process, or it will quickly get out of handGetting tactical

107. Contact me Christian Buckleycbuck@axceler.com+1 425-246-2823@buckleyPLANETwww.buckleyPLANET.com and http://info.axceler.com Additional Resources On The Importance of Metadata, Craig Mullins http://bit.ly/cOWp2F Enabling Social Media through Metadata http://slidesha.re/gdjoaz Managed Metadata in SharePoint 2010, Scott Singleton http://slidesha.re/hNPeAQ The Battle for Metadata in SharePoint 2010, Michal Pisarek http://bit.ly/g7vFWN 5 Steps of a Successful SharePoint Site Transformation http://bit.ly/eB6qbN Creating Passionate Users, Kathy Sierrahttp://headrush.typepad.com/