Making SharePoint Collaboration Rock by Increasing Discoverability

Scott JamisonChief Architect & CEOJornata

SPC217

Want to get the most out of your SharePoint investment and maximize adoption?

Chief Architect &CEO

MCAMCMMCSMTop 50 Influencer

About Scott Jamison

Follow 3 Key Rules…

What must people do?

What should people do?

1. Provide clear guidance

“I need to understand why I should do this.”

“It should be easy for me to do my job.”

2. Make it easy for team members

3. Keep It Simple (Stupid).

Let’s start with collaboration, content management, and search.

Or more simply: managing files.

In this session…Achieve successful adoption by employing best practices for document content by using:

Metadata Columns

SharePoint Libraries Search

Folders

OneDrive for Business

Mobile Access

All my files inone place

25GB StorageAnywhere Access

Sync client

Get work done. Together.

Easy sharingOffice client integration

Co-authoring

A trusted enterprise-

grade service

SecurityManagementAdmin Control

Secure online storage for employees

Where do files go?My work files Team/Project

docsCorporate Documents

Corporate Records

OneDrive for Business

SharePoint (Team Site)

SharePoint(Document Center)

SharePoint (Records Center)

Secure online storage for employees

Secure storage for teams

Secure storage for enterprises

Secure storage for enterprises

Low governance Medium governance

High governance High governance

Make SharePoint collaboration rock by increasing discoverability.

And achieve maximum adoption.

AssumptionsYou know SharePoint to some extent (this isn’t a 100-level)But we don’t get too deep in the weeds (it’s a 200-level)

You’ve either got the no-governance model (“wild west”)Insufficient guidancePorridge is too cold

Or a complex model (“users just don’t understand it”)Too many rulesPorridge is too hot

You just want to make Adoption better!Porridge is just right

Typical ways to set up SharePoint for Document ContentOption 1: Like a file share (folders and default view)1. Folders – lots of clicking, single dimension for viewing2. No metadata – no navigation, no search

Great for contributors, a nightmare for consumers

Typical ways to set up SharePoint for Document ContentOption 2: Metadata instead of folders1. Unfamiliar to users2. Forces users to add metadata (they’re lazy and will pick the 1st choice)3. No good drag & drop & tag4. No good offline experience

Great for consumers, a nightmare for contributors

Typical Experiences:Document Content

Doc Libraries + SharePoint Defaults = Adoption challenges

Site/Library Structure Dictates:Navigation (poor)ViewsNumber of Clicks (too many)

Same Poor Experience for Content Contributors and Consumers

No Worries…Search will fix the problem!

Poor Search Results (It’s only partly SharePoint’s fault)

Team Sites + SharePoint Defaults + Search

Team Sites + SharePoint Defaults + SearchDomino effect:Poor Document Management leads to Poor Search Results

SharePoint searches full text, filename, and other metadata properties

IMPORTANT: Title is used for searching and is displayed in results

How Did We Do? The Typical Wayaka “The Old Way”

Contributor Experience: POORBrowsability: LOWDiscoverabilty (via Search): LOW

Adoption Rate: Poor

What if you built it…Any nobody came?

How Do We Fix This?

Step Away From the Keyboard: Part 1 Treat your content contributors differently than your content consumers

Step Away From the Keyboard: Part 2 1. Design columns, not folders

2. Then create folders

You want me to create folders?

I was told to avoid the ‘F’ word!

Three valid reasons for folders:1. Security2. Location-based default

values3. SharePoint Library Sync

& OneDrive for Business

Better Adoption: The PlaybookStep 1: Fix Contribution & Offline UsageUse Folders and default properties

Different views (UX) for contributors and consumers

Step 2: Fix Consumption #1 (Browsing and Navigation)Different views (UX) for contributors and consumers

Configure navigation

Folders for Offline use

Step 3: Fix Consumption #2 (Search)Encourage better Titles

Definitions, best bets

Step 4: Align TaxonomySeven places to configure things (you don’t have to do them all)

Better Adoption: The PlaybookStep 1: Fix ContributionUse the best of folders (1-2 levels max) and columns (reasonable number)

Different views for contributors and consumers

Contributors: folders with default metadata & permissionsDefault metadata is like magic for OneDrive for Business & SharePoint Library Sync

Consumers: views without folders

Use Managed Metadata (Term Sets)

Provides type-ahead and centrally managed terms

Creating A Better Site Experience:Contribution

Better Adoption: The PlaybookStep 2: Fix Browsing and NavigationDifferent views for contributors and consumers

Contributors: folders with default metadata

Consumers: views without folders

Use Managed MetadataEnables metadata-based navigation and filtering

Align with FoldersFor Offline use with SharePoint Library Sync & OneDrive for Business

Creating A Better Site Experience:Navigation

Better Adoption: The PlaybookStep 3: Fix SearchEducate users on the Title property and how it’s used

Educate users on how relevance works

Configure facets

Configure keywords, best bets

First: My $.02SharePoint search can be really good

To clarify: SharePoint Search will work at about 20% satisfaction with the typical “Turn it on” approach

But…you can get to 100%

You will need to do an additional 4 steps!Each gives you another 20% of value

Improving Search Results in 4 Easy Steps

1. Improve search engine relevancy2. Enhance with stuff outside the engine3. Review search reports and end-user feedback4. Train Users

Improving Search Results in 4 Easy Steps

1. Improve search engine relevancy2. Enhance with stuff outside the engine3. Review search reports and end-user feedback4. Train Users

Improving Search Results in 4 Easy Steps1. Improve search engine relevancy

Name things wellUse metadata (make sure Title is correct!)Make sure people are tagged, too

Name Things WellThe name of your file mattersSo does the URLWhich means document library names and folder namesFor example:

http://marketing/boston/Q2-2011-sales.docx

is better than

http://mktg/bosq211sls.docx

Get Things TaggedBetter tagging will give you more things to search on

SharePoint searches full text, filename, and other metadata properties

Title is used for searching and is displayed in resultsCopying an existing document leads to really, really wrong titles

Poor Search Results (Revisited)

Search Results & Titles: What is going on?Clean up your titlesThe Title property is importantAnd it’s often wrongSharePoint will use title property for searching and weights it heavily

But wait…there’s more! Since Title is often either wrong or blank, SharePoint sometimes attempts to ‘fix’ this

Actually a feature

It’s called “Optimistic Title Override” (or sometimes "Schema Sensitive Metatadata Extractor”)

Copying an existing document can lead to really wrong titles and confusing search results.

Make Sure People are TaggedGet your user profiles in order

Take the time to define properties that will be used, along with governance and usage policies

Things like:About meTitleExpertiseInterestsProjects

Improving Search Results in 4 Easy Steps

1. Improve search engine relevancy2. Enhance with stuff outside the engine3. Review search reports and end-user feedback4. Train Users

Improving Search Results in 4 Easy Steps2. Enhance with stuff outside the engine

Define 1-2 promoted results per keywordProvide a definition for keywords and acronyms

Define KeywordsManually configure the top items that users will search on…things like:Product NamesIndustry TermsOffice LocationsAcronyms

Provide synonyms (“Microsoft”, “MSFT”)

Add Promoted ResultsCreate 1-2 promoted results for each keyword

For example, if someone types in:Product Names

Provide a link to the publishing page for that productProvide a link to the external product catalogProvide a link to the product manager (user profile)

Office LocationsProvide a link to directions or office manager

Common TermsProvide a link directly to the lunch menu or handbook

Use DefinitionsDefinitions are a great way to:Clarify what an acronym meansClarify what an industry term meansProvide actual data in the search result itself

eBook Giveaway!

Book Signing!

We’re giving away 25 more physical copies at the AvePoint Booth at 1:15 today.

Improving Search Results in 4 Easy Steps

1. Improve search engine relevancy2. Enhance with stuff outside the engine3. Review search reports and end-user feedback4. Train Users

Improving Search Results in 4 Easy Steps3. Review search reports and end-user feedback

Review the search reports on a regular basisPut a survey link on the search results pageBased on feedback, go see steps 1 & 2

Review the Search ReportsThere are great search reports in SharePoint

Make it part of your governance plan to review them and act upon them

Especially:No Result Queries

Put a Survey on the Results PageThe #1 way to improve SharePoint?

Ask users what is working and what isn’t.

Find out what people are searching on and what they expected to find

And fix it!

Improving Search Results in 4 Easy Steps

1. Improve search engine relevancy2. Enhance with stuff outside the engine3. Review search reports and end-user feedback4. Train Users

Improving Search Results in 4 Easy Steps4. Train Users

Teach them:• How to best use folders and columns together• Why the title property matters• What to sync offline and why it matters

Making Search Results BetterThe #1 & 2 Things you can do?

1. Make metadata easy2. Get the title property corrected!

It’s pretty simple:Explain this to users. Yes – train them!By default, show the Title property in the default viewTie the Title property to an actual field in the document

Creating Better Discoverability: Search

Better Adoption: The PlaybookStep 4: Make Sure Taxonomy-Related Items Align

SharePoint Gives You SEVEN Places to Configure Things!Site columns

Term Store (Lookup Values)

Folders (Default values & One Drive for Business & Library Sync navigation)

Search: Managed Properties

Search: Keywords (Definitions and Best Bets)

Global Navigation

Local Navigation: Use Metadata (Library) Navigation

Putting It All Together

So how did we do? With just a few tweaks…Contributor Experience: EXCELLENTBrowsability: HIGHDiscoverability (via Search): HIGH

Adoption Rate: Excellent

Collaboration and Discoverability Adoption: RecapStep 1: Fix ContributionFolders and default propertiesDifferent views (UX) for contributors and consumers

Step 2: Fix Browsing and NavigationDifferent views (UX) for contributors and consumersConfigure navigation

Step 3: Fix SearchEncourage better TitlesDefinitions, best bets, training

Step 4: Align TaxonomySeven places to configure things (you don’t have to do them all)

Once You Get This Right… Only Then:Content TypesReusable collection of metadata (columns), workflow, behavior, and other settings

Document SetsSimilar documents, single work product

Content OrganizerRoute content based on tags and other criteria

OneDrive for Business tips• Only sync the libraries that make sense.• Limit folders to 1-2 levels max.• You can sync up to 20,000 items in your OneDrive for Business library, including

folders and files.• You can sync up to 5,000 items in site libraries, including folders and files.• In any library, you can download files up to 2 GB.

OneDrive for Business tips

Personal OneDrive

OneDrive at your company (still ‘yours’)

All of the SharePoint Libraries that you’ve sync’d

Anywhere access

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Documents stored in OneDrive for Business can be access from almost any device You can also stay connected via apps and browser.

In This Session, We… Showed some key adoption blockers

Explained why it’s not always obvious as to how to make things easier to find

Reviewed five key ways to make Discoverability better (and SharePoint easier for users!)

Step 1: Fixed Contribution Step 2: Fixed Browsing and Navigation Step 3: Fixed Search Step 4: Aligned Taxonomy

Achieved maximum adoption and made SharePoint collaboration rock by increasing discoverability!

Chief Architect &CEO

MCAMCMMCSMTop 50 Influencer

Thank you!

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