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SharePoint is designed to evolve with your business, but using SharePoint to its full potential presents plenty of challenges. In this presentation, Sadalit Van Buren, author of The SharePoint Maturity Model and Senior Software Engineer at Blue Metal Architects, spotlights the top 5 barriers to reaching SharePoint search maturity. Drawing from real survey data, Sadalit explains how to get past challenges to findability and implement best practices and improvements to your SharePoint search.
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The Top Five Roadbloacks toSharePoint Search Maturity(and how to get past them)
Presented at SurfRay’s USA Webcast20 January 2012
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Agenda
• Logistics• Brief Overview - SharePoint Maturity Model,
and the Search Competency• Top Five Roadblocks• Q&A / Contact Information• Resources• Photo Credits
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Logistics
• If you have questions: – During the presentation: submit them via chat; if time allows we will answer them at the end– After the presentation: contact us via your preferred channel:
email, Twitter, etc.• If you’re Tweeting:
– @surfray– #spmaturity– @sadalit
• The presentation is on SlideShare now• All attendees will be e-mailed a link the presentation on
Monday Jan 23.
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About Me
Senior SharePoint Engineer, BlueMetal Architects
• Project Manager and Business Analyst focusing on SharePoint
• Working with SharePoint since beta 2003 version
• 50+ SharePoint implementations
• Microsoft Certified IT Pro
4
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The SharePoint Maturity Model: A framework that incorporates both solution and readiness competencies.
Publication
Collaboration
Business Process
Search
Core
People & Communities
Composites & Applications
Integration
Insight
Advanced
Infrastructure
Staffing & training
Customizations
Readiness
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SharePoint Level Description
500Optimizing
The competency is functioning optimally and continuous improvement occurs based on defined and monitored metrics. ROI is demonstrable.
400Predictable
The competency is centrally supported, standardized, and implemented across the entire organization. Governance is defined and understood / followed.
300Defined
The way the competency is implemented is defined and/or standardized, but not in use across the entire organization. Governance is defined but may not be widely understood / followed. ROI is considered.
200Managed
The competency is managed by a central group (often IT), but the focus and definition varies by functional area, or is limited to a single area.
100Initial
The starting point of SharePoint use.
Mat
urati
onMaturity Level Definitions
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100Out of box functionality for query, results, and scopes; some additional content sources may be indexed.
200 Custom scopes and iFilters employed to aid the search experience
300Search results are analyzed. Best bets and metadata properties are leveraged to aid the search experience.
400Content types and custom properties are leveraged in Advanced Search. Results customized to specific needs, may be actionable.
500Users understand relationship of tagging to search results. Automated tagging may be used. High volumes can be handled.
The ability to query indexed content and return results that are ranked in order of relevance to the search query. Areas of focus include scopes, display of results, optimization, integration and connectors, and performance.
---------- customization may occur ----------
Search Maturity
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Maturity per Years of Use
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Maturity per Number of Users
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Search – 100-level example
Source: S. Van Buren
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Search – 400-level example (query)
Source: Nielsen Norman Intranet Design Annual 2010
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Search – 400-level example (query)
Source: SurfRay
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Search – 400-level example (results)
Source: S. Van Buren
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Search – 400-level example (results)
Source: SurfRay
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Top Five Roadbloacks
1. Complacency2. Lack of Planning3. Lack of Knowledge / Training4. Lack of Human Resources5. Lack of Budget
Roadblock 1: Complacency
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SharePoint comes with Search built-in, so it should just work (like Google!)
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Roadblock 1: Complacency
The Solution:• SharePoint Search was set up only for the
properties common to every company:– File type– Author / Uploader– DateIs this really enough for a good experience at YOUR company?
• Recognize that the best experience comes from aligning Search to the needs of your business.
Roadblock 2: Lack of Planning
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There is so much else going on with a SharePoint implementation (and in IT in general) – we’ll get to Search later.
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Roadblock 2: Lack of Planning
The Solution:• Plan now. • If your implementation is already well
underway, PLAN NOW.
Roadblock 3: Lack of Knowledge / Training
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IT Owners and End Users both need to know how to make Search better.
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Roadblock 3: Lack of Knowledge / Training
The Solution:- IT Owners:
- Understand what is possible for both Query and Results.- Encourage IT to ask for help if they are not search experts
- End Users:- Understand the relationship of tagging / metadata to Seach
results- Understand content positioning and relevance
A few hours of training for the IT staff and a page of guidelines for the end users is enough to get you started.
Roadblock 4: Lack of Human Resources
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No skills in-house to create solutionsNot enough ongoing bandwith to monitor and adjust results
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Roadblock 4: Lack of Human Resources
The Solution:• Demonstrate ROI (see next roadblock)• Third-party vendors / solutions can alleviate
some of the strain on your time
Roadblock 5: Lack of Budget
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No budget for: - Third-party solutions- Consulting- In-house developer- In-house Knowledge Mgr
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Roadblock 5: Lack of Budget
The Solution:• Don’t dive into the deep end. Find the limits
of your current platform before you invest.• Start small. Build proofs of concepts and
mockups.• Demonstrate ROI – through anedcotes – using SP’s built-in metrics.
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Summary
• Recognize that the best experience comes from aligning Search to the needs of your business.
• Plan now, regardless of the state of your implementation.• Understand what’s possible and how to optimize content
specifically for SharePoint.• Demonstrate ROI• Find the limits of your current platform before you invest.• Reach out and ask!
• Simple, right?
Call to Action
• Fill out the SMM self-assessment at www.sharepointmaturity.com
• Send me your data to help build a data model for everyone (your name & company name will remain anonymous.)
• Contact us (contact info on next slide)
– With Questions– With Feedback– If you’d like help assessing your SP implementation and
learning more about how to get to greater SharePoint Search Maturity.
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Upcoming Events
• Feb 2 – Next Surfray Webcast: Top 3 Reasons You Should Upgrade to FAST Search for SP– http://
www.surfray.com/resources/events/530-webcast-usa-top-3-reasons-you-should-upgrade-to-fast-search-for-sharepoint.html
• Feb 27-29 – SPTechCon San Francisco– http://www.sptechcon.com/SanFrancisco2012/– 3 sessions on other aspects of SP Maturity– SurfRay is sponsoring
Sadalit Van BurenAuthor of the SharePoint Maturity [email protected]://amatterofdegree.typepad.com/a_matter_of_degree/@sadalit / @spmaturitysadalit
Q/A & Contact Details
Josh Noble
Author: Pro SharePoint 2010 [email protected]@SurfRayJoshNoble
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Photo CreditsSlide # Title & Author
13 “Chao Ley (Sea Gypsy) on Koh Phi Phi island” by markeveleigh on Flickr – http://www.flickr.com/photos/markeveleigh/2379710382/
15 “Gridlock - Shanghai, China - 上海 中国” by meckleychina on Flickr – http://www.flickr.com/photos/meckleychina/926962569/
17 “20090614 - Search (landscape)” by sadalit on Flickr – http://www.flickr.com/photos/sadalit/3846524272/
19 “curiosando…” by Lilith Ecate on Flickr – http://www.flickr.com/photos/lilith_ecate/3453814414/
21 From the book Film Architecture – from Metropolis to Blade Runner – posted by boiteaoutils:http://boiteaoutils.blogspot.com/2010/09/film-architecture-from-metropolis-to.html
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Resources• SharePoint Maturity resources:
– http://www.sharepointmaturity.com/Lists/Resources/SharePointOnly.aspx
• Resources on SurfRay.com:– http://www.surfray.com/resources/webcasts.html
• Michal Pisarek on Requirements Gathering for SP Search:– http
://www.surfray.com/resources/webcasts/511-effective-requirements-gathering-for-search-in-sharepoint-.html
• Matthew McDermott’s 4-part series on building a custom image search:– http://
www.ableblue.com/blog/archive/2008/08/28/sharepoint-image-search-part-1.aspx
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Thank you!
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