Five Critical Success Factors for Getting More From SharePoint Search

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Information about Five Critical Success Factors for Getting More From SharePoint Search
Technology

Published on March 3, 2014

Author: Earley

Source: slideshare.net

Description

Short presentation by Earley & Associates which explains how to be success with SharePoint search:
Develop an "Intentional Architecture"
Align SharePoint functionality with the needs of the business
Correctly leverage taxonomy to drive IA
Understand maturity: develop appropriate interventions
Fully leverage search mechanisms to improve findability

Getting more from SharePoint Search Five Critical Success Factors www.earley.com | 781-444-0287 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved

Five Critical Issues for Deriving Value from SharePoint 1. Develop an “Intentional Architecture” 2. Align SharePoint functionality with the needs of the business 3. Correctly leverage taxonomy to drive IA 4. Understand maturity: develop appropriate interventions 5. Fully leverage search mechanisms to improve findability 2 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

Overview • SharePoint 2013 is an evolution in technical capability that can change how organizations collaborate, leverage knowledge and make decisions • The challenge is that most enterprises don’t know how to take advantage of its capabilities • This is due to:   “Lift and Load” migration with overdependence on tools  Lack of sufficient resources devoted to content processes  Ineffective governance without buy-in from the business  • Inattention to core information architecture (accidental or haphazard, fragmented metadata and architecture) Out of the box search implementation without tuning to enterprise terminology This deck is meant to assist business and technical stakeholder to understand the key issues around SharePoint business value and help create a common understanding of critical issues. 3 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

1. Develop an Intentional Information Architecture 4 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

Being “Intentional” about Information Architecture • Getting value from SharePoint requires development of organizing principles based on user tasks and scenarios • Many SharePoint deployments are haphazard without a focus on specific tasks and user requirements or the user requirements are not at a sufficient level of detail to drive meaningful functionality – the organization ends up with an accidental architecture • Consider building a new house: one does not start digging holes and pouring a foundation without a plan. SharePoint is the virtual house for the enterprise knowledge and information and requires intentional design • The challenge for many organizations is not being clear about the value of embarking on enterprise information architecture projects • The next two slides are used to explain information architecture to business stakeholders • The important point to make is that making things simple to the user can mean complexity behind the scenes 5 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

What is Information Architecture? • A combination of approaches for understanding user and business needs and developing capabilities to meet those needs using information • Includes taxonomy, metadata, content models, search integration, the user experience, wireframes, workflow processes and supporting processes. • Just as an architect designs the physical world, the information architect designs the virtual world. • As in the physical world, multiple perspectives are required. 6 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

Information architecture is… • The structure and framework for our content-knowledge environment • Approaches for understanding user and business needs, and developing capabilities to meet those needs using information • Designing user experience by associating structured and unstructured data with the user’s intent • About what’s not obvious. What is not obvious is the complexity behind the scenes that makes things appear simple to users. 7 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

2. Align SharePoint Functionality with the Need of the Business 8 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

Value and Linkage to Organizational Strategy • IA projects need to be put into the context of the larger goals of the enterprise • Executive leadership is concerned with getting the greatest return for an investment of resources • Your IA project competes with dozens or hundreds of projects that require not only funding but also the attention of executives and business stakeholders • A business case needs to show where the project will impact business operations and provide new or improved capabilities as well as align with strategic priorities • Unless value and alignment can be articulated, sufficient resources will not be allocated 9 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

Aligning enterprise strategy with enterprise content CEO: “Show me how will this project increase our revenue.” Grow top line revenue Enterprise Strategy Objectives align with strategy Measuring here (macro level outcomes) Increase customer satisfaction Improve retention Increase wallet share Business Unit Objectives LINKAGE Processes enable objectives Measuring here (micro level effects) Customer Support Customer Acquisition Business Processes Content supports processes Content Sources Web Channel Sales Working here (tools, technology , IA, taxonomy, se arch, etc) Call Center Knowledge base 10 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287 Customer Relationship Management E Commerce System

Value and Linkage • The prior slide starts at the bottom. Consider the purpose of your content: who does it support and what process does it enable? This requires engagement with business stakeholders and an understanding of high value content. • When high value content is identified and aligned with business processes, those processes need to be prioritized according to the initiatives that are most important to the organization. • In these case of these business unit objectives, it is important to understand how progress is being measured and how the SharePoint application will impact those metrics. • Business unit objectives are typically derived by business leadership from the organizational strategy so no work (by the SharePoint Architect) needs to be done there. But whenever communicating about the program, it is important to identify the linkage and talk about how the project aligns with the processes and imperatives that support that strategy 11 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

3. Correctly Leverage Taxonomy to Drive IA 12 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

Taxonomy and IA • There is a great deal of confusion around the role of taxonomy. Taxonomy drives all aspects of SharePoint organizing principles. Taxonomy can drive navigation but is not necessarily the same as navigation. • The process of defining taxonomy begins with concepts and those concepts are then translated into multiple design elements. • Taxonomy can drive development of content types (the content model), metadata schemas (columns) and the values that are used to tag content. • Taxonomy can also power many aspects of search – from facet development to query rules and transformations, entity extraction, query guidance and result blocks. • When considering taxonomy programs, consideration must be given to the broader enterprise information ecosystem. Many SharePoint projects are at the department level however they can be the integration point for many non SharePoint information sources. Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287 13

Taxonomy starts as a collection of terms… …that becomes translated into design elements through a structured process 14 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

4. Understand Maturity: Develop Appropriate Interventions 15 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

Maturity • The following slide illustrates that improving findability of content requires attention to many areas. It is not a function of getting a better search engine or simply developing an IA • Depending where your enterprise is on the learning/maturity curve, different interventions may be required • If there is no governance in place, then developing an enterprise taxonomy will require installation of roles, responsibilities and procedures. • User proficiency, tagging discipline, workflow processes, and search integration will require consideration in order to have the greatest impact on content findability. • The level of enterprise maturity will drive appropriate remediation programs. 16 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

Maturity Model | Findability (Search, IA & Content Choreography) 1-Unpredictable 2-Aware 3-Competent Metadata Processes Enterprise taxonomy Chaotic tagging practices Custom metadata, use of replicated in site columns with no taxonomy lists and managed metadata IA / User Experience Haphazard creation sites with inconsistent content models and poor site experience More consistent stable departmental sites with little cross site structure Site collection consistency, reference metadata with content relevant to specific groups and audiences 4-Synchronized 5-Choreographed Document sets, term store and attributes used effectively to group, aggregate, sort and filter assets Contextualized/ personalized metadata with auto-population of values and quality audits Cross collection consistency, enforced metadata standards context dependent user experience Integration of structured and unstructured information from multiple systems dynamically presented to support user tasks Search Integration Random document generator Some tuning of search with content tagging Scope-able search with consistent but uncontrolled tagging Faceted search with taxonomy-governed tagging Search-based application with associative relationships (related search), tuned algorithms, facets, and metrics driven use cases User Proficiency & Content Practices Poor or minimal usage, lack of awareness of capabilities or content practices Early adopters and power users using out-of-box features, little control of content Departmental collaboration with basic content control Cross-team projectoriented collaboration with information lifecycle management Automated workflows and reporting for compliance with enterprise content standards Governance Information sprawl, lack of vision, no intentional decision making Awareness of challenges, activity is monitored but not constrained Assigned responsibilities, oversight and communications infrastructure in place Intentional decision making, resource allocation, change controls in effect Agenda-driven business leadership and stakeholder engagement to effect continuous process improvement 17 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

Understanding Maturity • The point of understanding maturity is to do what is appropriate given the stage of organizational development and specific gaps • Conduct a maturity assessment and benchmark against your competitors or your industry. • Use that assessment in your discussions with executives when looking for program funding. 18 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

5. Fully Leverage Search Mechanisms to Improve Findability 19 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

Consider Search as an Application • Search needs to be designed to meet the specific needs of users • Out of the box search rarely performs satisfactorily • Search in SharePoint 2013 has a number of mechanisms that can be leveraged to significantly improve information access. • Search is an experience – it is more than a white box • SharePoint 2013 has a number of mechanisms that can be tuned to bring content to users in very precise ways • These mechanisms build on information architecture and content enrichment with metadata. 20 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

How Earley & Associates Can Help Earley & Associates can assist you in these and other areas to help you make SharePoint a success: helping executives see the value of SharePoint, making the business case, developing core architecture, building and applying enterprise taxonomies, designing governance programs, performing maturity assessments and designing and developing search programs and strategies. Feel free to contact me personally if you would like to discuss your challenges and how we can help. Seth Earley, CEO Earley & Associates seth@earley.com 781-820-8080 21 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

Seth Earley, Founder and CEO, Earley & Associates • • • Co-author of Practical Knowledge Management from IBM Press • Former Co-Chair, Academy of Motion Picture Arts and Sciences, Editor of IEEE Information Professional Magazine 20 years experience building content and knowledge management systems, 25+ years experience in technology Science and Technology Council Metadata Project Committee • • • • Founder of the Boston Knowledge Management Forum • • • AIIM Master Trainer – Information Organization and Access Former adjunct professor at Northeastern University Guest speaker for US Strategic Command briefing on knowledge networks Currently working with enterprises to develop knowledge and digital asset management systems, taxonomy and metadata governance strategies Course Developer and Master Instructor for SharePoint IA and Search Courses Founder of Taxonomy Community of Practice – host monthly conference calls of case studies on taxonomy derivation and application. http://finance.groups.yahoo.com/group/TaxoCoP 22 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

E&A Company Overview World-Class Experience Serving Market Leaders 23 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

Earley & Associates | Company Overview What we do – Since 1994, E&A has helped organizations realize the business value of their online content, digital assets and information. We make information more findable, usable, and valuable through our approach to Information Architecture (IA) and Taxonomy. We’ve built market-leading solutions in –  Knowledge Management with Enterprise Search & Findability  Dynamic Content & Digital Asset Strategies with Content Choreography  Product Information Architecture with Multi-Channel Product Agility Our team – Top-notch information architects, UX designers, project managers, library scientists, process improvement consultants, solution architects, content specialists, business analysts, developers and QA 24 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

Earley & Associates | Industries & Clients Pharma, Life Sciences & Healthcare 25 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287 Financial Services & Insurance

Earley & Associates | Industries & Clients Manufacturing 26 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287 Retail

Earley & Associates | Capabilities Search Based Applications Collaboration & Portals Creating Digital Experience through UsabilityKnowledge Driven Management Design Strategy Program Management Business Analysis / User Research Digital Asset Management Information Architecture & Taxonomy Content Management Technology Selection POC Development Socialization & Training Rights Management Workflow Management Product Information Management 27 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287 Governance Success Metrics

What We Do | Focus on Value Enhance user experience, increasing revenue across channels Improve operational productivity and quality Increase working value of information assets through reuse Ensure value results from investments in content management and search platforms 28 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

Big Firm Expertise | Small Firm Attention • E&A offers a single point of delivery from strategy and design through day-to-day operations – we’ll be there where you need us most • We’ve designed and deployed taxonomies and IA programs for many of the world’s best-known enterprises • You’ll get world-class IA and taxonomy leadership that drives results  Design approaches based on business-focused use cases, with an iterative testing approach to ensure alignment with your customers  Real-world best practices for Product Information Architecture, integrated master and display taxonomies, product content quality and workflow – we leverage successes in similar engagements with top companies  Our consultants have the business experience (on average 10+years) to mitigate risk, and find pragmatic solutions to technical constraints • And E&A is committed to building a lasting relationship 29 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287

EARLEY & ASSOCIATES Founded - 1994 Headquarters - Boston, MA We help market-leading brands & organizations up their game – maximizing the strategic impact & contribution of people & information assets Seth Earley CEO Phone: 781-4820-8080 Email: seth@earley.com www.earley.com 30 Copyright © 2014 Earley & Associates, Inc. All Rights Reserved. | www.earley.com | 781-444-0287 Copyri4ht © 2014 Earley & Associates, Inc. All Rights Reserved.

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