Tec2010 Buckley Share
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This document discusses strategies for implementing social media and metadata management in SharePoint. It begins with definitions of social media and metadata. It then discusses why metadata is important for enabling search, discovery, and reuse of content. Common problems with inconsistent or lacking metadata are explained. The document outlines best practices for planning a social media strategy including defining requirements, centralizing taxonomy, and recruiting key stakeholders. Emerging technologies that integrate with social media are also highlighted.
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Tec2010 Buckley Share
- 1. Metadata Management in a Social Media WorldEnabling Social Computing through MetadataChristian BuckleySenior Product Manager, echoTechnologycbuck@echotechnology.comhttp://buckleyplanet.nethttp://twitter.com/buckleyplanet
- 2. Intro & BackgroundChristian BuckleyMarketing, Product Evangelism
- 3. Formerly an Operations Manager (ad platforms)and Senior Program Manager (MMS) at Microsoft
- 5. Deployed WSS 2.0/3.0, Project Server
- 6. Sat on Global Grid Forum Marketing Council
- 7. Deployed collaboration and supply chain solutions
- 8. Co-founded eBIG.org in SF East Bay where I led collaboration, web services, and entrepreneur user groups
- 9. Helped design and deploy E2open’s Collaboration Manager
- 10. Co-authored 3 books on IBM Rational Clearcase and ClearQuest
- 11. Began my career as an analyst and PM in the BI and data warehousing spaceWhat is your social media strategy?
- 12. Defining social media and metadata
- 13. Social media inside SharePoint
- 14. Why metadata is important
- 15. Common problems and best practices
- 18. Your peer writes a review for a great book, and you click once to purchase and automatically download to your KindleYou add your college friends to your user profile, and later update your travel plans, only to find that two of your friends will also be in the vicinity while you are abroad You enter your new project requirements into your portal, and based on your description and parameters, the portal provides relevant workflows and web parts, and suggests people from your company who have current or past projects in this space as possible resourcesWhat are we talking about?
- 19. What are we talking about?
- 20. 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
- 21. DefinitionsIn 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
- 22. Why is it important?
- 23. I Can’t Find Anything…
- 24. Why SharePoint Needs SocialThe islands of information have been moved to SharePoint. NOW WHAT???
- 25. You can’t find anything
- 26. You can’t tell who owns what
- 27. You can’t tell what’s new, what’s old, or what has changed
- 28. It’s all disconnectedMicrosoft example(represents a small sample size)UsersMy SiteTeamsCorporateDepartmentsEmpowerment
- 29. The CIO PerspectiveSecurityIntellectual Property / CompetitionComplianceProductivitySupport IssuesCostLack of Visibility / TransparencyBandwidthFadIgnorance / Apathyhttp://buckleyplanet.typepad.com/samaritanweb/2010/01/top-10-reasons-your-cio-blocks-social-media.html
- 30. The VP of Marketing PerspectiveA globally connected teamOnline and offline access to all contentDynamic discovery of people, content and ideas in context to my project, my status, my relationshipsContent and concept reuseIntegrationPretty colorsPsychic interface
- 31. Metadata 101
- 32. It’s the metadata, stupidMetadata is the key to making social media work inside the enterprise
- 33. Most social media brands are built for the individual (and ad revenue)
- 34. Metadata makes social media visible, searchable, linkable, relevant
- 35. Metadata is the building block of social media within SharePointManaging MetadataCENTRALIZEDDECENTRALIZEDSite architecture is centrally controlledMetadata is always applied to contentSite Columns and Content Types are created at site collection rootLists get “bundles” of columnsPROSImproves consistencyReduces metadata duplication Easy to updateEasy to support and train onAllows document-level DIP, Workflow, Information Policies, and document templatesCONSRequires planningRequires upfront workHard to manage across site collections and portalsSite architecture is ad-hocMetadata may not be applied to contentColumns are created on listsColumns are combined in an ad-hoc basis on each listPROSRequires no planningRequires little upfront effortWorks across site collections and portalsCONSDecreases consistencyIncreases metadata duplicationHard to updateHard to support and train onOnly allows list-level Workflow, Information Policies and document templatesDifficult to reverse
- 36. Common MigrainesAd-hoc content migration leads to junk in portal
- 37. Legacy content gets migrated slowly, if at all
- 38. Inconsistent taxonomy across farms and site collections
- 39. People author locally - multiplies problems globally
- 40. Authors don’t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience
- 41. Portal lacks high fidelity search
- 42. User can’t find the right content
- 43. As a result, poor portal adoption and low user satisfactionPlanning your social media strategy
- 44. Emerging Enterprise TechnologiesCommunity management toolsOpen identityMicrobloggingSocial CRMEnterprise applications gaining a social layerActivity streamsSocial search, analytics, and filteringEnterprise social media workflowAutomated compliance monitoringNext-generation unified communicationsDion Hinchcliffe, ZDNet, “Ten emerging enterprise 2.0 technologies to watch” http://blogs.zdnet.com/Hinchcliffe/?p=1224
- 45. Social Media in SharePoint2007Blogs Wikis My SitesTeam SitesDiscussion forumsShared calendarsAlertsRSSSearchTag cloudsMobile accessiblePresence awarenessEmail archiving2010Managed Metadata ServiceAdvanced routing (based on metadata)User profiles (My Sites)Status updates/activity feedsKnowledge miningBookmarks (replaces My Links)Feedback/ratingNote board (Wall)Podcasting kitSocial taggingExpertise taggingWikis (including wiki edits of Team Sites)Share & Track tabIndividual and team blogsPeople and social search
- 46. Capturing the MetadataStandard “word breaks” allow us to index and find data in documents, lists, and titles
- 47. Content types allow us to further categorize, organize, and automate
- 48. Users can add metadata as they upload, managers and admins can apply metadata broadly using 3rd party tools + create managed Term Stores
- 49. Whether captured through word breaks, doc type, or user input, metadata allows us to take actionManaged Metadata ServiceTerm Store, Managed Terms, Managed Keywords
- 50. Provides a service that can be consumed across site collections and farms
- 51. Manages keywords and content types
- 52. Still requires management, governanceUnderstand Your RequirementsBe familiar with the security and IP “thresholds”
- 53. Be clear on the goal (and the business utility) of the project
- 54. Understand the implications (economic, technical, and social) of integrating social media
- 55. Think about the user experience“An organization that has not yet thought through its position and policy with respect to social computing should do so before investing themselves in SharePoint 2010.”Gail Shlansky, AxcelerThe Insider’s Guide to Upgrading to SharePoint 2010
- 56. Pain ReliefHave a plan
- 57. Understand the policy and compliance concerns
- 58. Be aware of how your metadata, content types, and social media components are to be managed
- 59. Create a governance site
- 61. SharePoint Metadata Best Practices
- 62. Enlist your portal users
- 63. Enlist your content authors
- 65. Leverage your metadataWhat is your social media strategy?
- 66. FeedbackComments or questions, or best practices advice?Drop me a line at cbuck@echotechnology.comVisit my bloghttp://buckleyplanet.netFollow mehttp://twitter.com/buckleyplanet
- 67. Appendix:Building an Action Plan
- 68. Create a Governance SiteYour users need: Knowledge and understanding of portal standardsCommunicationTrainingSupportSelf-serviceTaxonomy guidelinesThis should be provided in a single placeCentralize Your TaxonomyGoals:Support Single Source of Truth
- 70. Make it centrally managed
- 71. Make it universal across the organization
- 73. Reduce content types and column duplication
- 74. Allow users to extend it (within reason!)Metadata Best PracticesDO:
- 75. Limit the content types and columns you use
- 76. Create only what you will use
- 77. Create “Root” content types
- 78. Create top level content types and site columns
- 79. Use the “Update list and site content types” option
- 80. Use Link to a Document, Lookups, Choice, and BDC content types
- 81. Use sensible column defaults
- 82. Deploy as a Feature for reuse
- 83. DON’T:
- 84. Modify the OOB content types and columns
- 86. Use > 32 chars, special chars, or spaces in content type and column names
- 87. Repeat Yourself
- 88. Repeat Yourself
- 89. Be too specific
- 90. Use too many Required columns
- 91. Forget to enforce naming conventions
- 92. Use Folders (Except for Archives)Recruit Your Portal UsersMake the process and the integrations as transparent as possible
- 93. Provide education for new features, and explain the governance model
- 94. Define the content types and metadata quickly, and implement into your new SharePoint environment ASAP
- 95. CommunicateRecruit Your Content AuthorsDO:
- 96. Show them why they should care
- 97. Train them and support them
- 98. Automate as much as possible
- 99. Where possible, allow them to make edits/changes to their metadata
- 100. DON’T:
- 101. Make your SharePoint Admins responsible for tagging content
- 102. Annoy your authors
- 103. Wait until integrations are in place to consult with them
- 104. Let them migrate files without applying your metadataRecruit Your CIODO:
- 106. Be able to mitigate each of them
- 107. Have the data and reports to back up your plan
- 108. Be straight-forward, and focus on the benefits/ROI
- 109. DON’T:
- 110. Walk in unpreparedLeverage Your TaxonomyApply content types to your lists and sites
- 111. Create and modify list views
- 112. Search:
- 113. Setup Managed Properties in Shared Service Provider
- 114. Use Saved Searches
- 115. Teach users how to make Property Queries
- 116. Modify Advanced Search to allow users to target site columns
- 117. Use Content Query Web Parts to target metadata
- 118. Use custom code and workflow to target metadataWhat if it’s too late?Recognize you are increasing your investment
- 119. Set your policies and communicate
- 120. Take steps to recover:Create your governance sitePlan your central taxonomyCentralize the metadata in the governance siteReplicate the metadata to the desired site collection(s) Retrain your content authorsNew content is created “Up to Code”Retrain your usersBegin refresh of portal content “Not Up to Code”
- 121. Learn and EvolveNothing is set in stone
- 122. Portals evolve – and so will the taxonomy
- 123. Update your taxonomy and propagate changes
- 124. Get feedback from your business units and content authors
- 125. Use search metrics, discussion threads, and polls for end user feedback
- 126. Constantly refresh your governance site