how to make users fall in love with metadata in sharepoint
DESCRIPTION
Slides from SharePoint Saturday NL 2014TRANSCRIPT
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Peter Kettenis, CGI
How to get users to love metadata
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Our Problem
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Our problem
Am I wrong?
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We love metadata
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Why we love metadata
Hi Metadata
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Why we love metadataHI LEONARD, I HEARD YOU LIKEMETADATA
SO I MADE SOME METADATA ABOUT YOUR
METADATA ABOUT YOUR DATA
Why users don’t
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Why users don’t
Confused?
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Change
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Something must change…
Fail!!!
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FAIL!!! Learning
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Change = Learning
Reframing
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Reframing the old to match the new
• What is Reframing?• What needs to be reframed?
Folders
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Reframing folders
Enterprise
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Our folders
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Our folders
Team documents
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Team documents
Structure
Team Documents
Research Reports
ContractsWorking
area
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Structure / Collaboration
•Moderatly structured•Used for reference only•Usually ‘archive’ type information•Metadata used to refine search results•Very low collaboration
Research Reports
•Highly structured•Metadata used to quickly find results•Low to medium collaboration
Contracts
•Very unstructured•Very high collaboration
Working area How
much?
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How much metadata do we need?Research Reports
•Some
Contracts
•A lot
Working area
•Little to none
Fits all?
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Folders > Metdata
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Translating folders to metadata• How much structure do we need?• The horizontals = columns• The verticals = content types and/or
librariesTeam Documents
Research Reports
ContractsWorking
area
Our Metadata
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Our libraries, columns and content types
Belong to us?
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Reports
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Research reports
Folder horizontal
Column name
Level 1 Year
Level 2 Archived (yes/no) Contracts
Research reports
2010 2011 2012 Archive
2009 2008
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Contracts
Folder horizontal Column name
Level 1 Year
Level 2 Client name
Level 3 Signed (yes/no) Working docs
Contracts
2013 2014
Client C
Signed Unsigned
Client D
Signed Unsigned
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Working documents
Folder horizontal Column name
Level 1 Documents type?• Personal
document• Template• Minutes Done?
Working Area
Jan’s folder
Minutes of meeting
More stuff
Peter’s folder
Another messy folder
Templates
Minutes PDP
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Done right?
Cute…………
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Resistance
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Remember these?Why users don’t like metadata:• Big change
−Adjusting to something new−The feeling or losing control−The feeling that things will get messy−Takes time to add the metadata• Usually we go for ‘too big a bang’
Tools
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The best tool for adding metadata
Lol
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Folders!!!
Defaults
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Defaults
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Defaults, defaults, defaults!!
Ain’t easy
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Fast forward
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Fast forward…
KISS
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Cool tricks
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Cool tricksUse some simple SP tricks• Webparts and/or views that show
(without folders):−Recently modified−Newest document−Checkout to me−My documents−Grouped
Not bad
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Q&A
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Questions?
Well done
Come see me at the CGI stand ;)
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Thanks
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THANK YOU
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Backup slides
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Backup: Change curve/Grief curve
Shock
Anger
De-nial
Doubt
Apa-thy
Acknowledge-ment
Explor-ing op-tions
Acceptance and transi-tion