Managing your Metadata w/ SharePoint 2010


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This presentation has been given at many SharePoint conferences around the world and focusing on preparing us for the new Managed Metadata Services in SharePoint 2010 and how we can put together good practices to understand our Metadata to deliver the most effective strategy.

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Managing your Metadata w/ SharePoint 2010

  1. 1. Food for Thought A man walks into a pet store looking to buy a monkey. The proprietor takes him to the back of the store and shows him three identical looking monkeys. "This one costs $600," says the owner. "Why so much?" asks the customer. "Because it can sing and play the Banjo" answers the owner. The customer asks about the next monkey and is told, "That one costs $1,200, because it can talk, translate 20 languages and mix cocktails." The man is astonished and asks about the third monkey. "That one costs $4,000," answers the proprietor. "4,000 dollars!" exclaims the man. "What can that one do?" To which the owner replies, "To be frank, I've never seen it do anything, but it calls itself a consultant."
  2. 2. Managing your Metadata with SharePoint 2010
  3. 3. About Me From the great State of Alaska Masters in Instructional Design (from UAB) Working with SharePoint since v.1 User Experience Enthusiast Certified Athletic Trainer Blog: Twitter: @vman916
  4. 4. About HMC High Monkey Consulting is a biz-tech SERVICES: consulting company with a sense of Three core competencies - humor. We specialize in planning, Collaboration management, and delivery of biz- Interface Design tech projects. With over a decade of service in challenging and diverse Usability Analysis markets, we are versatile and able to Other services - adapt to the demands of our clients. Analysis & Planning Our consultants are well-versed in Content Management Systems business, technology, training, and communication. We provide our E-Learning clients with common sense solutions .NET development crafted with one eye on their Software Integration/Development business strategy and the other on Training delivering cost-effective results.
  5. 5. Managing Metadata
  6. 6. The New Managed Metadata Service • In 2007 managing metadata was complicated – Sometimes more a hazard than a feature – Create choice fields or lookups – Custom fields – Buy a vendor solution – Use search in hopes the content contains what users are looking for
  7. 7. The New Managed Metadata Service • 2010 brings managing metadata out-of-the-box (SharePoint Server Only – as of now) – Truly centralized storage of terms – Terms available for use…ANYWHERE – Social / User tagging – Integration with BCS – Navigation / Search
  8. 8. The New Managed Metadata Service Source: CMS Wire
  9. 9. The New Managed Metadata Service • Taxonomy – Managed Terms • Folksonomy – Managed Keywords – Tagging
  10. 10. Let’s play
  11. 11. The New Managed Metadata Service • Virgil’s 2010 MMS Greats – Managing term store across site collections – Importing of structured metadata – Metadata navigation – Search – Everything you can do with terms
  12. 12. The New Managed Metadata Service • Virgil’s 2010 MMS Gotchas – Setting up MMS (must be an MMS admin, even if farm) – Separating terms by commas – Term suggestion gotchas • Must be disciplined in planning • Misspellings • Managed Keywords
  13. 13. How do we figure out our metadata (taxonomy) in the first place
  14. 14. How we think
  15. 15. How We Think • Information architecture starts with the user and why one comes to a site in the first place: – they have an information need • Information needs can vary and each need can cause users to exhibit specific information-seeking behaviors
  16. 16. How We Think The too-easy information seeking model User asks question MAGIC HAPPENS User received answer
  17. 17. How We Think Why doesn’t this model work? • Users may not know what they are looking for • User may not know the term to look for • User may just want to explore
  18. 18. Typical Information Needs • Sometimes you’re just looking for one answer (known-item)
  19. 19. Typical Information Needs • Sometimes you want to investigate (exploratory)
  20. 20. Typical Information Needs • Sometimes you want to find everything (Don’t know what you need)
  21. 21. Typical Information Needs • Sometimes you need to find it again (Re-finding)
  22. 22. Info-Seeking Models • Berry picking model 1. Search 2. View results 3. Use results to enhance search 4. Repeat until end result is found
  23. 23. What is information architecture? • The structural design of shared information environments. • The combination of organization, labeling, search, and navigation systems within web sites and intranets. • The art and science of shaping information products and experiences to support usability and findability. • An emerging discipline and community of practice focused on bringing principles of design and architecture to the digital landscape.
  24. 24. What is information architecture? 4 basic IA concepts • Information • Structuring, organizing, and labeling • Finding and managing • Art and science
  25. 25. Why IA Matters • The cost of finding information • The cost of not finding information • The value of education • The cost of construction • The cost of maintenance • The cost of training • The value of the brand
  26. 26. The 3 Circles of IA Business goals, funding, politics, culture, technology, resources and constraints Audience, tasks, needs, Context information seeking behavior, experience Content Users Document / data types, content objects, volume, existing structure
  27. 27. The 3 Circles of IA Context Context • All web sites and intranets exist Content Users within a particular business or organizational context • Each organization has a mission, goals, strategy, staff, processes and procedures, physical and technology infrastructure, budget, and culture • the key to success is understanding and alignment
  28. 28. The 3 Circles of IA Context Content • Includes documents, applications, Content Users services, schema, and metadata that people need to use or find on your site – How much content do you have? – What are the formats your content is in? – Who owns your content?
  29. 29. The 3 Circles of IA Context Users • Every user has different experiences Users Content and abilities to draw from • Every user has different needs and wants • Do you know how your users use your site now?
  30. 30. So… What is taxonomy?
  31. 31. What is taxonomy? • The science of categorization, or classification, of things based on a predetermined system. • In reference to web sites and portals, a site’s taxonomy is the way it organizes its data into categories and subcategories.
  32. 32. BMB Taxonomy
  33. 33. SharePoint 2010 Gives us new ways to better manage our taxonomies
  34. 34. How to find out what your taxonomy is
  35. 35. How to find out? • Research • Bring in an information architect • Just ask
  36. 36. Card Sorting
  37. 37. What is Card Sorting? • Card sorting is a technique that many information architects (and related professionals.) use as an input to the structure of a site or product.
  38. 38. Why use Card Sorting? • Card sorting can help you identify trends – Do the users want to see the information grouped by subject, process, business group, or information type? – How similar are the needs of the different user groups? – How many potential main categories are there? • What should those groups be called?
  39. 39. Types of Card Sorting • Open Card Sorting – Participants are given cards showing site content with no pre-established groupings. • Closed Card Sorting – Participants are given cards showing site content with an established initial set of primary groups.
  40. 40. Don’t make your structure a scavenger hunt
  41. 41. Challenges of Organizing Info • Ambiguity – What kind of language is being used – i.e. BSE vs Bovine Spongiform Encephalopathy • Heterogeneity / Homogeneous – i.e. storing all project documents vs. storing project plans • Differences in perspectives – i.e. Looking for invoice by client vs. by project • Internal politics – Mine, mine, mine!!!
  42. 42. Types of Organizing Schemes • Objective organizational schemes – Alphabetical – Chronological – Geographical • Subjective organizational schemes – Topic – Task – Audience – Metaphor • Hybrids
  43. 43. In summary • To be successful in making information findable, we need to: – First, understand how people find information – Provide users with a consistent navigation experience (don’t stray from the natural patterns if possible) – Learn from your users (Don’t be afraid to test them) – Decide what organizational needs are most important, and provide users options
  44. 44. HMC 2007 Document Library Planning Worksheet Setting up security around versioning can allow editors to work on new versions of documents / items while allowing other users to see the latest approved version
  45. 45. HMC 2007 Content Type Planning Worksheet Tying metadata to content types can allow for storage of multiple types of information in one location, while enabling ease of differentiation and search
  46. 46. HMC 2010 Documentation 2.0 Join our beta test
  47. 47. • About the business side of collaboration • Reaching a global audience • Sharing ideas about why we do things the way we do
  48. 48. QUESTIONS?? Virgil Carroll, President High Monkey Consulting 763-201-6040 Blog: Twitter: @vman916