My presentation from the Experts Conference 2010 in Los Angeles

1. Metadata Management in a Social Media World Enabling Social Computing through Metadata Christian Buckley Senior Product Manager, echoTechnology cbuck@echotechnology.com http://buckleyplanet.net http://twitter.com/buckleyplanet

3. Formerly an Operations Manager (ad platforms)and Senior Program Manager (MMS) at Microsoft

4. As a consultant

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

13. Social media inside SharePoint

14. Why metadata is important

15. Common problems and best practices

16. Emerging enterprise technologies

17. Planning strategiesAgenda

18. 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 What 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. 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

22. Why is it important?

23. I Can’t Find Anything…

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

29. The CIO Perspective Security Intellectual Property / Competition Compliance Productivity Support Issues Cost Lack of Visibility / Transparency Bandwidth Fad Ignorance / Apathy http://buckleyplanet.typepad.com/samaritanweb/2010/01/top-10-reasons-your-cio-blocks-social-media.html

30. The VP of Marketing Perspective A globally connected team Online and offline access to all content Dynamic discovery of people, content and ideas in context to my project, my status, my relationships Content and concept reuse Integration Pretty colors Psychic interface

31. Metadata 101

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

34. Metadata makes social media visible, searchable, linkable, relevant

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

44. Emerging Enterprise Technologies Community management tools Open identity Microblogging Social CRM Enterprise applications gaining a social layer Activity streams Social search, analytics, and filtering Enterprise social media workflow Automated compliance monitoring Next-generation unified communications Dion Hinchcliffe, ZDNet, “Ten emerging enterprise 2.0 technologies to watch” http://blogs.zdnet.com/Hinchcliffe/?p=1224

45. Social Media in SharePoint 2007 Blogs Wikis My Sites Team Sites Discussion forums Shared calendars Alerts RSS Search Tag clouds Mobile accessible Presence awareness Email archiving 2010 Managed Metadata Service Advanced routing (based on metadata) User profiles (My Sites) Status updates/activity feeds Knowledge mining Bookmarks (replaces My Links) Feedback/rating Note board (Wall) Podcasting kit Social tagging Expertise tagging Wikis (including wiki edits of Team Sites) Share & Track tab Individual and team blogs People and social search

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

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

51. Manages keywords and content types

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

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

60. Centralize your taxonomy

61. SharePoint Metadata Best Practices

62. Enlist your portal users

63. Enlist your content authors

64. Migrate your content

66. Feedback Comments or questions, or best practices advice? Drop me a line at cbuck@echotechnology.com Visit my blog http://buckleyplanet.net Follow me http://twitter.com/buckleyplanet

67. Appendix: Building an Action Plan

69. Make it consistent

70. Make it centrally managed

71. Make it universal across the organization

72. Make it adaptable

73. Reduce content types and column duplication

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

85. Reinvent the wheel

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

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

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

105. Understand their concerns

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:

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

119. Set your policies and communicate

120. Take steps to recover:Create your governance site Plan your central taxonomy Centralize the metadata in the governance site Replicate the metadata to the desired site collection(s) Retrain your content authors New content is created “Up to Code” Retrain your users Begin refresh of portal content “Not Up to Code”

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