delivering value to users with sharepoint search by michal pisarek - sptechcon
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Delivering Value to Users with SharePoint Search
Michal PisarekSharePoint MVP
Founder Dynamic Owl Consulting
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Introduction: Michal Pisarek
Founder of Dynamic Owl ConsultingMicrosoft SharePoint MVPOrganizer of the Vancouver SharePoint Users GroupBlog: SharePointAnalyst HQ Contributing AuthorInternational SharePoint Speaker
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Dynamic Owl
SharePoint consulting servicesBusiness focused• Strategy & Roadmap• Governance• Change Management• Requirements Elicitation• Intranets and Digital Workplaces
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What we’re covering today:
Why search is difficult
Common search mistakes
Tips to improve your SharePoint search
Today’s Agenda
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Understand what collaboration is and isn’t
Tools and techniques to help you create great
collaboration solutions
Have a framework that you can use to define collaboration for your
organization
Session Goals
Why is search so difficult?
Why simple does not mean easy
Slide TitleThe Google Effect
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Fooled people into thinking search requires no effortUsers have a very low tolerance for failureEnterprise search is fundamentally different in context
The Google Effect
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The Google Effect Part 1
Search requires little to no effort on the part of users or administrators
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The Google Effect Part 2
Users have little to no tolerance for failure with search
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The Google Effect Part 3
Consumer and enterprise
search are the same thing
Common Search Mistakes
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Custom Scopes
Search Refiners
Custom Results Pages
Advanced Search
Bets Bets and Keywords
Content Sources
Search Suggestions
Expansion Sets
Replacement Sets
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Lack of vision
“Improved Search Experience”
“Intuitive Search”
“Increased Findability”
“Google Like Search”
“Better Search”
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“Encourage cross departmental knowledge sharing by surfacing related content”
“Provide access to the correct experts through skills, expertise and qualifications”
“Encourage compliance by surfacing authoritative, approved content”
“Improving the search experience by allowing employees to directly influence the results”
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Search Roadmap
Do you have a plan going forward for search?Incremental improvements and feedback are far superior to the big bang approach
How will search provide you value and when will this happen?
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Left until last in a project
Easy to flick a switch and results appearNo resources left to do anythingEasy item to check of a project plan
Implement search
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You don’t have to index all content to provide a compelling search experience
Seeking ValueConcentrate on the 10
most common search actions that provide the most value
The cost of configuring search is far out weighed
by the value you receive
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Measuring the value search provides
“Find the phone number and department of any user by first or last name”
“Find the latest 10 documents that I have authored over the last week”
“Find all policies and procedures that have been approved”
“Ability to filter by news category, author or department on Intranet news articles”
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FANTASTICO INC SEARCH STRATEGYFANTASTICO INC SEARCH STRATEGYOUTCOMES
MEASURES
TARGET STORIES
SHAREPOINT SCOPE AND CONFIGURATION
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OUTCOMES
MEASURES
TARGET STORIES
SHAREPOINT SCOPE
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The Golden Rule of Gathering Search Requirements
Never ask users the
question “So what search requirements do you have?”
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OUTCOMES
MEASURES
TARGET STORIES
SHAREPOINT SCOPE
TECHNIQUES DELIVERABLE
Search Vision Statement
KPI Workshop List of measures that make sense
Backlog of stories
Functional Spec and Solution
Tips to improve search
Slide TitleBest Bets and Keywords
Inject your own search intelligence
Applicable to any organization
Easily Configurable
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Acronyms• Any TLAs
Department Names:• Accounting• Human Resources• Marketing
Common Business Terms• Engineering Organizations: Topics • Banking: Task Based
General Terms• Common Actions: Printing, Mail, Car Hire, Travel, Banking• Locations: Office locations, Project Locations• Leave: Leave forms, holiday forms, travel request• SharePoint Based: Intranet, Projects, Training• Intranet Based: Events, News, Stories
Best Bets and Keywords
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Get diverse people in a roomHand out cue cards with the Best Bet formatWrite 10 each, then shuffle and swapAt the end review all Best Bets
Best Bets Workshop
Slide TitleCustom Scopes
Metadata or Content Source Driven
Partition Content for improved results • Metadata
• Content Type• Content Source• Content Class
PeopleSiteLinksContactsAnnouncementsDiscussionsTasks
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How does your organization think about information?• Content Based: Contracts, Policies, Procedures• Task Based: New Member Account,
Termination, New Loan Application• Storage Based: C Drive, SharePoint Sites, CRM• Time Based: Yearly Financial Cycles• Department Based: Accounting
Scopes
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Always have a Documents search scope implementedUsers are more comfortable with the word ‘filter’ than ‘scope’Too many scopes can be confusing
Our Experience
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Lets people group related information togetherPowerful way to see how users think about information in groupsGreat to see how scopes should be structuredTwo types:• Open: Users create categories• Closed: Pre-defined categories
Card Sorting
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Create cue cardsUsers sort into categoriesCan be done online or in person
Running a card sort
Slide TitleCustom Results Pages
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Custom Results Pages
Images blatantly stolen from Corey Roth, Matthew McDermott and Todd Carter
Add Ratings
View Folder
Customize results for different content
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Select the content that you want to target (this is usually tied to scopes)Sit users in a room with a facilitatorGet users to choose which pieces of metadata are important and how they should be displayed
Custom Result Workshop
START DATE
CUSTOMER
PROJECT NUMBER
YEAR
OFFICE/BRANCH
LAST MODIFIED
EXCERPT
TITLEFILE SIZE
FILE TYPE
EXECUTED BY
PROJECT ID
START DATE
CUSTOMER
YEAR
OFFICE/BRANCH PROJECT NUMBER
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Invest in People Search“People usually don't want to
know the answer, people
usually want to know who knows the answer”
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Invest in people search
Slide TitleSearch Reporting
SharePoint offers great search reporting capabilities to help you
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Great way to gather feedback about searchSimple way for end users to communicate their feedbackThe information can be a goldmine
How was your search web part
Questions?