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Why we use taxonomies and how we develop them
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Creating high performance
organisations by unlocking
the power of SharePoint
2010
Impact of the modern web
Improved communication & collaboration - 91%Finding experts inside the company - 81%Improving knowledge management - 78%Increased employee engagement - 68%Increased brand awareness & loyalty - 64%Providing research - 58%Generating revenue - 39%
» Awareness Study 2007
8 key drivers of the Intranet supported by SharePoint 2010
Decision supportRisk mitigationKnowledge managementInnovationCollaborationLearningEmployee engagementEmployee management
Level Publication CollaborationBusiness Process
Search
500Optimisin
g
Content is personalized to the user. Content is shared across multiple functions and systems without duplication. Feedback mechanism on taxonomy is in place. Automated tagging may be present.
Collaboration occurs outside the firewall – i.e. with external contributors. Automated processes exist for de-provisioning and archiving sites.
Power users can edit existing workflows to adapt them to changing business needs. Users have visibility into process efficiency & can provide feedback into process improvements. Workflows incorporate external users.
Users understand relationship of tagging to search results. Automated tagging may be used. High volumes can be handled.
400Predictabl
e
Content is monitored, maintained, some is targeted to specific groups. Usage is analyzed. Digital assets are managed appropriately. If more than one doc mgmt system is present, governance is defined.
Collaboration tools are used across the entire organization. Email is captured & leveraged. Work is promoted from WIP to Final which is leverageable.
The majority of business processes are represented in the system and have audit trails. Mobile functionality is supported. Workflow scope is enterprise-level.
Content types and custom properties are leveraged in Advanced Search. Results customized to specific needs, may be actionable.
300Defined
Site Columns/ Managed Metadata standardize the taxonomy. Page layouts & site templates are customized. Approval process is implemented.
Collaboration efforts extend sporadically to discussion threads, wikis, blogs, and doc libs with versioning. Site templates are developed for specific needs.
Workflows can recognize the user (i.e. knows “my manager”). Content types are leveraged. Workflow scope spans departments or sites.
Search results are analyzed. Best bets and metadata properties are leveraged to aid the search experience.
200Managed
Custom metadata is applied to content. Templates standardized across sites. Lists used rather than static HTML. Multiple document mgmt systems may be present w/out governance around purpose.
Mechanism is in place for new site requests. Collaboration efforts are collected in document libraries (links emailed rather than documents)
Business process is defined; some custom SP Designer workflows (or third-party tool) may be implemented. Workflow scope is at departmental level.
Custom scopes and iFilters employed to aid the search experience.
100Initial
Navigation & taxonomy not formally considered. Little to no checks on content. Folder structure is re-created from shared drives. Content that could be in lists is posted in Content Editor WP. Out of box site templates / layouts are used.
Out of box collaboration sites set up as needed without structure or organization. No formal process exists for requesting a new site.
Business process is loosely defined. Out of box workflows (approval, collect feedback) leveraged sporadically. A doc lib or list provides a central base of operations.
Out of box functionality for query, results, and scopes; some additional content sources may be indexed.
Copyright 2011 Sadalit Van Buren
LevelPeople and
Communities
Composites and
ApplicationsIntegration Insight
500Optimizing
Users can edit certain profile data that writes back to AD or HRIS. MySites template is customized. Communities extend to external participants.
Forms connect with LOB data. New capabilities & requirements are surfaced & integrated into downstream capabilities.
External data (partner/supplier or industry) is integrated with SP.
Analytics and trending are employed.
400Predictable
Profile fields may integrate with LOB data. MySites are centralized (only one instance). Communities flourish under governance.
InfoPath forms improve the user experience. Mobile functionality is supported.
Most of the systems that are desired to be integrated, are integrated. A data warehouse may be integrated with SP.
Items are actionable.
300Defined
Custom profile fields reflect company culture; photos are updated from central source.MySites rolled out to all users, supported, trained. Community spaces connect a particular set of users.
Most critical business forms are online; some involve automated workflows.
Multiple systems are integrated.
Reports allow drill-down and charting.
200Managed
MySites rolled out to pilot groups or users. Out-of-box profiles implemented. Community spaces may be piloted.
Increasing use of SP lists to replace Excel spreadsheets and paper forms. Applications are opened up to a larger group of users.
A single system is integrated with SP.
Reports are aggregated through customization.
100Initial
Basic profile data imported from AD or other source. MySites host not created.
Some paper forms converted to SP list forms. Many Excel spreadsheets, Access databases, paper forms still stored in / linked to from SharePoint.
Links to enterprise systems posted on SP site. Printed or exported business data is stored in doc libs.
Existing reports are used; data is brought together manually.
Copyright 2011 Sadalit Van Buren
Level Infrastructure Staffing & Training Customizations
500Optimising
System health & error logs monitored. Processes for archiving & de-provisioning are in place.
Top-down support in place; dedicated IT business analyst, server admin, helpdesk, training staff; empowered user community. Multiple training offerings exist.
Deployment is fully automated via features . Source code is managed centrally as IP, re-usable and shareable.
400Predictable
Backup/restore has been tested. Dev and QA environments are present. Administration may be improved via third-party tools. BLOB integration may be present.
IT has more than one resource knowledgeable on the system. Requests for new functionality are tracked and prioritized. An end-user training plan is in place.
Deployment is fully automated – solution package and scripts. Total Cost of Ownership is considered.
300Defined
Number of servers is appropriate to demands and scalable for future growth. Dev environment is present. Service Packs tested in QA and installed in a timely fashion.
SP evangelized around the organization by individual or small group. Content owners from some functional areas are trained and using the system. One IT resource knowledgeable on the system.
Mixed automated \ manual deployment process - some artifacts deployed via scripts, others by following list of manual steps. Source control is centralized.
200Managed
Multiple server installation or single-server is backed up on a regular basis.
SP evangelized to a subset of depts or functional areas by an individual; work mainly done by individual or small group. Training is informal, ad-hoc.
Changes are deployed from one environment to another using backup/restore. Source control is simple file storage.
100Initial
Single-server installation, sometimes rogue . No plan for availability / disaster recovery.
One pioneer or small group pilots the product.
No development, or development is done in Production. No QA / development environments. No source control.
Copyright 2011 Sadalit Van Buren
The organisation is an ecosystem
Efficiency/Fit/Uniqueness
Fulfilment & Support
Information & Insight
Relationship Dynamics
Goals & MissionProducts
Services and Market Scope
Differentiation
PeopleAssets
ProcessesTechnologiesInformation
ConsultantsSuppliersPartners
CoalitionsAssociates
Stakeholder
Interface
Core Strategy
Strategic Resources
Value Network
Benefits Configuration Boundaries
Mental Model
General IntranetAbout RMB, Values Message from the CEO
MarketingInternal
Communication
Corporate Image
HRLeave
Management
Succession Planning
ITBook
TrainingPolicies
FinanceBudget
Procurement
Governance
Interactive Intranets
FinanceBudgetingReporting
HRLeave FormsPerformance Management
Marketing
Internal Comms
Corporate Image
General Intranet Vision Mission, About Us, From the CEO’s Office
Departmental or Business Units
Intranets
Performance Management Community of
Interest
Personal Profile
My Blog,Contact details,Qualifications Experience,
PhotoAwards
CONTENT MANAGEMENT
Principles of technology adoption
Ease of Use Follow organisational process
MySites
UsefulnessAlign with Corporate Strategy
MySites linked to KPI’s
Make the user look goodPersonal ProfilesAbility to demonstrate talent
Frontline CapabilityEmpowered to act in the
interests of the organisation
Agility
EngagementWilling to act in the interests
of the organisation
- Prof Gary Hamel - The Future of Management
- McKinseys - Mobilizing Minds
Collaboration &
Wealth Creation
Adaptable, innovative communities of purpose
Principles of interactive intranets
A data driven approach
4 Data keys to unlock the value of the intranet and deliver on organisational objectives:
» Profiling» Metadata» Taxonomies» Content Architectures
Profiling and MySites
Qualifications – B Com Law, Hons Economics, MBA (GIBS)
Experience – Business Intelligence, Digital Strategy, Social Media, Knowledge Management, Marketing, Content creation
Projects – Pfizer, Comair, Naspers, Sun International, United Nations
Previous positions – Didata, BCX, Primedia
Interests – all things web and business.
My KPI’s
Kate ElphickDirectorDigital BridgesInnovation [email protected] 250 8558
Enterprise social networks
Social constructs made of nodes that are tied by one or more specific types of interdependency within an organisation.
Nodes = Knowledge Workers
Interdependency = Working in the value chain e.g. flows of communication
Taxonomy
Developing Taxonomies
What are we going to use as the thought construct?
- Strategy and destination
- Organisational design- Departments- Functional area
- Products and Services
- Customers
MetadataMetatags Metadata Description
Title The name of content, indicating the category of content it relates to.
Description A synopsis of the nature of the content.
Creation Date The day the content is created.
Expiry Date The date on which the content must automatically be deleted.
Author The name of the creator of the content.
Department The department that relates to the content.
Approval Status An indicator for whether the content has been approved.
Key Words Key words that are associated with the content to optimise search.
Content architecture
Positioning statementAudience 1 Audience 2 Audience 3
What are they interested in?What do we want them to believe?
What do we have to say?
Who should have which tools?
Integration model• Systematic, repeatable work• Reliant on formal processes, methodologies, or standards • Dependant on tight integration across functional boundaries
Collaboration Model• Improvisational work• Reliant on deep expertise across multiple functions• Dependant on fluent deployment of flexible teams
Transaction model• Routine work• Reliant on formal rules, procedure and training• Dependant on low-discretion workforce or on automation
Expert model• Judgement-orientated work• Reliant on individual expertise and experience• Dependant on star performers
Structured provision tools are commonly used
Free-access tools are commonly usedbut structured provision may be applied in some areas
Free-access tools are typically the onlysuccessful approach
Level of interdependence
Collaborative groups
Individual actors
Routine Interpretation/judgement
Complexity of work
10 Lessons learned from successful intranets
Hard code the organisational strategy into the intranet
Profiling
Process
Integration
Have a strong content governance structure
Ensure user adoption
More isn’t necessarily better
Strong search is important
Listen
The intranet isn’t an IT-driven initiative
Options
Develop your own taxonomy (10 steps) -Develop a strategy
- Champions- Big Bang vs. Unit by unit
- Top down
Buy commercial taxonomies- Use as is- Customise
A 10 Step MethodologyIdentify top down taxonomy design
1. Start by defining the audience (spectrum of users) – what is the challenge?- Function, geography, language, tech savyness- What are the lowest common denominators?
2. Identify the verbs- Name 7 things that people want to do (e.g. research, search, design configure)- Name 7 things our organisation does (e.g. sell, develop, implement, manage)
3. Identify the nouns (topics) (buy what, ship what?)4. Separate non themes (e.g. document types, audience types, geographies) –
these by products becomes metadata5. Draw out the themes and create clouds (e.g. employees [associates, people],
offerings [products solutions]). This becomes the top level taxonomy.6. Get consensus within the group (The group becomes the taxonomy team to
identify themes at lower levels and can test it.)7. Sanity check – does this make sense in terms of the strategy8. Continue the process throughout the organisation.9. Keep testing for usability and against the strategy10. Iterate
