Working with what you already have... improving findability across your organisation

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Working with what you already have ... improving findability across your organisation Kate Simpson Saturday 16 June 2007 BIALL Sheffield 2007

Good Morning Sheffield

I’m new to this so please be gentle...

A little bit about me

My name is: Kate Simpson

Law degree

LPC

to jumping off a cliff

Tangledom Ltd

information architecture?

it’s what you all instinctively know & do every day

findability

working with what you already have

improving findability across your organisation

DMS  versioning & central storage

CMS  publish & distribute

[ intranet etc ]  view & share

search  find & reuse

integrate  PMS, library, billing, research, e-mail...

 and now?

taxo mgt  organise & structure

single search  the ‘google’ effect

system [bloat] + information [bloat]

“ ... access to over 4.1 billion documents from more than 32,000 sources ...”

tangledom: the state we’re in

So what do we do?

Reduce the number of systems

Reduce the amount of information

Are these really solutions to our tangled times?

I’d suggest not

Let’s Get Smarter

1. Smarter Us & Smarter Users

Looking at...

How well our systems have been deployed & integrated

Using all the best features that we could/should

Keeping our systems up to date & relevant

Approach  System Gap Analysis

what we have deployed vs.

what all the possible features of the system are

[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],prioritised system features to deploy

How do we decide which features to use?

understand system capabilities

understand our users’ needs

understand our information requirements

Let’s Get Smarter

2. Smarter Systems

Looking at...

The features that aren’t working as intended (or promised)

The problems our users are experiencing

And why

The information that still isn’t being found

And why

Approach  Optimise System Features

what we have deployed vs.

the problems we’re still having

[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],prioritised system features to be fixed

How do we decide which features to fix?

understand how the system is supposed to work

understand the problems our users are having

understand the potential solutions

Let’s Get Smarter

3. Smarter Information

Looking at...

How ‘out of sync’ the metadata is between systems

How systematically metadata is being applied

How helpful our taxonomies really are or could be

Approach  Metadata Gap Analysis

what metadata is being captured and applied

(in each system) vs.

where you want to be

[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],prioritised metadata to be developed and captured

How do we decide what to do and when?

understand the business context

understand our users

understand our information

My point?

Findability

Smarter users

Smarter systems

Smarter information

Understand our systems

Understand our users

Understand our information

Understand our business context

not easy not simple but essential

Thanks for listening

feel free to drop me a line: [email_address]

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1. Working with what you already have ... improving findability across your organisation Kate Simpson Saturday 16 June 2007 BIALL Sheffield 2007

2. Good Morning Sheffield

3. I’m new to this so please be gentle...

4.

5. A little bit about me

6. My name is: Kate Simpson

9.

10.

11. to jumping off a cliff

12. Tangledom Ltd

13. information architecture?

14. it’s what you all instinctively know & do every day

15. findability

16. working with what you already have

17. improving findability across your organisation

18. DMS  versioning & central storage

19. CMS  publish & distribute

20. [ intranet etc ]  view & share

21. search  find & reuse

22. integrate  PMS, library, billing, research, e-mail...

23.  and now?

24. taxo mgt  organise & structure

25. single search  the ‘google’ effect

26. system [bloat] + information [bloat]

27. “ ... access to over 4.1 billion documents from more than 32,000 sources ...”

28. tangledom: the state we’re in

29. So what do we do?

30. Reduce the number of systems

31. Reduce the amount of information

32. Are these really solutions to our tangled times?

33. I’d suggest not

34.

35.

36. Let’s Get Smarter

37. 1. Smarter Us & Smarter Users

38. Looking at...

39. How well our systems have been deployed & integrated

40. Using all the best features that we could/should

41. Keeping our systems up to date & relevant

42. Approach  System Gap Analysis

43. what we have deployed vs.

44. what all the possible features of the system are

45.

46. How do we decide which features to use?

47. understand system capabilities

48. understand our users’ needs

49. understand our information requirements

50. Let’s Get Smarter

51. 2. Smarter Systems

52. Looking at...

53. The features that aren’t working as intended (or promised)

54. The problems our users are experiencing

56. The information that still isn’t being found

58. Approach  Optimise System Features

59. what we have deployed vs.

60. the problems we’re still having

61.

62. How do we decide which features to fix?

63. understand how the system is supposed to work

64. understand the problems our users are having

65. understand the potential solutions

66. Let’s Get Smarter

67. 3. Smarter Information

68. Looking at...

69. How ‘out of sync’ the metadata is between systems

70. How systematically metadata is being applied

71. How helpful our taxonomies really are or could be

72. Approach  Metadata Gap Analysis

73. what metadata is being captured and applied

74. (in each system) vs.

75. where you want to be

76.

77. How do we decide what to do and when?

78. understand the business context

79. understand our users

80. understand our information

82. Findability

83. Smarter users

84. Smarter systems

85. Smarter information

86. Understand our systems

87. Understand our users

88. Understand our information

89. Understand our business context

90. not easy not simple but essential

91. Thanks for listening

92. feel free to drop me a line: [email_address]