Metadata Management In A Social Media World, Spsbos, 2 2010

Christian BuckleySenior Product Manager

Metadata Management in a Social Media World


Twitter@buckleyplanet

Bloghttp://buckleyplanet.net

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Intro & Background

Christian Buckley, echoTechnology

• Senior Product Manager• Operations/Release Manager in Microsoft Advertising• Senior Program Manager with MMS, now BPOS-D• As a consultant

• Deployed WSS 2.0/3.0• Sat on Global Grid Forum Marketing Council• Deployed collaboration and supply chain solutions

• Co-founded eBIG.org, led collaboration, web services, and entrepreneur user groups

• Helped design and deploy E2open’s Collaboration Manager• Co-authored 3 books on IBM Rational Clearcase and

ClearQuest• Began my career as an analyst and PM in the

BI / data warehousing space




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What is your social media strategy?




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What are we talking about?

Your peer writes a review for a great book, and you click once to purchase and automatically download to your Kindle

You 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 resources




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What are we talking about?




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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




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Definitions

In 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




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Why is it important?




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1. Security 2. Intellectual Property / Competition 3. Compliance 4. Productivity 5. Support Issues 6. Cost 7. Lack of Visibility / Transparency 8. Bandwidth 9. Fad 10.Ignorance / Apathy

The CIO Perspective

http://buckleyplanet.typepad.com/samaritanweb/2010/01/top-10-reasons-your-cio-blocks-social-media.html




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The VP of Marketing Perspective

1. A globally connected team2. Online and offline access to all content3. Dynamic discovery of people, content and

ideas in context to my project, my status, my relationships

4. Content and concept reuse5. Integration




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• Metadata is the key to making social media work inside the enterprise

• Most social media brands are built for the individual (and ad revenue)

• Metadata makes social media visible, searchable, linkable, relevant

• Metadata is the building block of social media within SharePoint

It’s the metadata, stupid




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Metadata 101




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Managing Metadata

Site architecture is centrally controlledMetadata is always applied to contentSite Columns and Content Types are created at site collection rootLists get “bundles” of columns

PROSImproves consistencyReduces metadata duplication Easy to updateEasy to support and train onAllows document-level DIP, Workflow, Information Policies, and document templates

CONSRequires planningRequires upfront workHard to manage across site collections and portals

Site architecture is ad-hocMetadata may not be applied to contentColumns are created on listsColumns are combined in an ad-hoc basis on each list

PROSRequires no planningRequires little upfront effortWorks across site collections and portals

CONSDecreases consistencyIncreases metadata duplicationHard to updateHard to support and train onOnly allows list-level Workflow, Information Policies and document templatesDifficult to reverse

CENTRALIZED DECENTRALIZED




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Common Migraines

• Ad-hoc content migration leads to junk in portal• Legacy content gets migrated slowly, if at all • Inconsistent taxonomy across farms and site collections• People author locally - multiplies problems globally• Authors don’t apply metadata= “shotgun” approach to

search OR Authors apply metadata without common classification = better search, but worse authoring experience

• Portal lacks high fidelity search• User can’t find the right content• As a result, poor portal adoption and low user satisfaction




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Pain Relief

• Have a plan• Understand the policy and compliance concerns• Be aware of how your metadata, content types,

and social media components are to be managed• Create a governance site• Centralize your taxonomy

SharePoint Metadata Best Practices Enlist your portal users Enlist your content authors Migrate your content

• Leverage your metadata




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Create A Governance Site

• Your users need: 1. Knowledge and understanding of portal standards2. Communication3. Training4. Support5. Self-service6. Taxonomy guidelines

• This should be provided in a single place




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Centralize Your Taxonomy

Goals:• Support Single Source of Truth• Make it consistent• Make it centrally managed• Make it universal across the organization• Make it adaptable• Reduce content types and column duplication• Allow users to extend it (within reason!)




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Metadata Best Practices

DO: Limit the content types and

columns you use Create only what you will use Create “Root” content types Create top level content types

and site columns Use the “Update list and site

content types” option Use Link to a Document,

Lookups, Choice, and BDC content types

Use sensible column defaults Deploy as a Feature for reuse

DON’T: Modify the OOB content types

and columns Reinvent the wheel Use > 32 chars, special chars, or

spaces in content type and column names

Repeat Yourself Repeat Yourself Be too specific Use too many Required columns Forget to enforce naming

conventions Use Folders (Except for

Archives)




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Planning your social media strategy




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Emerging Enterprise Technologies

1. Community management tools2. Open identity3. Microblogging4. Social CRM5. Enterprise applications gaining a social layer6. Activity streams7. Social search, analytics, and filtering8. Enterprise social media workflow9. Automated compliance monitoring10.Next-generation unified communications

Dion Hinchcliffe, ZDNet, “Ten emerging enterprise 2.0 technologies to watch” http://blogs.zdnet.com/Hinchcliffe/?p=1224




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Social Media in SharePoint

2007BlogsWikisMy SitesTeam SitesDiscussion forumsShared calendarsAlertsRSSSearchTag cloudsMobile accessiblePresence awarenessEmail archiving

2010Managed 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




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Capturing the metadata

• Standard word breaks allow us to index and find data in documents, lists, and titles

• Content types allow us to further categorize, organize, and automate

• Whether captured through word breaks, doc type, or user input, metadata allows us to take action




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Where’s the metadata?Item Word Break Title Tag Description State

Blogs yes yes yes yes yes

Wikis yes yes yes yes yes

Routing no yes yes yes yes

My Sites yes yes yes yes no

Team Sites yes yes yes yes no

Discussion Boards yes yes yes no yes

Alerts no yes no yes yes

Tagging no yes yes no no

Email yes yes no no yes

Bookmarks no yes yes no no

Instant Messaging yes yes no no no

Podcasting no yes yes yes yes




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Managed Metadata Service

• Provides a service that can be consumed across site collections and farms

• Manages keywords and content types

• Still requires management, governance




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Action plan




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Understand your requirements

• Be familiar with the security and IP “thresholds”

• Be clear on the goal (and the business utility) of the project

• Understand the implications (economic, technical, and social) of integrating social media

• Think about the user experience




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Recruit Your Portal Users

• Make the process and the integrations as transparent as possible

• Provide education for new features, and explain the governance model

• Define the content types and metadata quickly, and implement into your new SharePoint environment ASAP

• Communicate




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Recruit Your Content Authors

DO: Show them why they should

care Train them and support them Automate as much as

possible Where possible, allow them

to make edits/changes to their metadata

DON’T: Make your SharePoint

Admins responsible for tagging content

Annoy your authors Wait until integrations are in

place to consult with them Let them migrate files without

applying your metadata




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Recruit Your CIO

DO: Understand their concerns Be able to mitigate each of

them Have the data and reports to

back up your plan Be straight-forward, and

focus on the benefits/ROI

DON’T: Walk in unprepared




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Leverage Your Taxonomy

• Apply content types to your lists and sites• Create and modify list views• Search:

Setup Managed Properties in Shared Service Provider Use Saved Searches Teach users how to make Property Queries Modify Advanced Search to allow users to target site columns

• Use Content Query Web Parts to target metadata• Use custom code and workflow to target metadata




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What If It’s Too Late?

• Recognize you are increasing your investment• Set your policies and communicate• Take steps to recover:

1. Create your governance site2. Plan your central taxonomy3. Centralize the metadata in the governance site4. Replicate the metadata to the desired site collection(s) 5. Retrain your content authors6. New content is created “Up to Code”7. Retrain your users8. Begin refresh of portal content “Not Up to Code”




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Learn and Evolve

• Nothing is set in stone• Portals evolve – and so will the taxonomy• Update your taxonomy and propagate changes• Get feedback from your business units and content

authors• Use search metrics, discussion threads, and polls for end

user feedback• Constantly refresh your governance site




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What is your social media strategy?




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Feedback

Comments or questions, or best practices advice?Drop me a line at [email protected]

Evaluate echo for SharePointOr the new echo FileLoader for file share migrationsSign up for a free trial or a weekly webinarhttp://www.echotechnology.com

Visit my bloghttp://buckleyplanet.net

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ResourcesMicrosoft’s prototype for LookingGlass social media monitoring (built on SharePoint)http://www.youtube.com/watch?v=kSGO6SfaFRQ

Top 10 Reasons CIOs Block Social Mediabuckleyplanet.typepad.com/samaritanweb/2010/01/top-10-reasons-your-cio-blocks-social-media.html

“Ten emerging enterprise 2.0 technologies to watch” Dion Hinchcliffe, ZDNethttp://blogs.zdnet.com/Hinchcliffe/?p=1224

Are You Tweeting ‘Please Rob Me’? Sharing Data is Riskyhttp://localtechwire.com/business/local_tech_wire/news/blogpost/7133732/

Office SharePoint Server 2007 site on Social Computing http://sharepoint.microsoft.com/social/Demo/Pages/sharepoint-demo.aspx

How SharePoint 2010’s Metadata Services Increase Usabilityhttp://www.cmswire.com/cms/enterprise-cms/how-sharepoint-2010s-metadata-services-increase-usability-006577.php

Publish and Subscribe to Content Types in SharePoint 2010http://blogs.technet.com/speschka/archive/2009/10/30/publish-and-subscribe-to-content-types-in-sharepoint-2010.aspx

http://www.youtube.com/watch?v=kSGO6SfaFRQ



http://blogs.zdnet.com/Hinchcliffe/?p=1224



http://localtechwire.com/business/local_tech_wire/news/blogpost/7133732/



http://sharepoint.microsoft.com/social/Demo/Pages/sharepoint-demo.aspx

http://sharepoint.microsoft.com/social/Demo/Pages/sharepoint-demo.aspx

http://www.cmswire.com/cms/enterprise-cms/how-sharepoint-2010s-metadata-services-increase-usability-006577.php

http://www.cmswire.com/cms/enterprise-cms/how-sharepoint-2010s-metadata-services-increase-usability-006577.php