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SPC245. Making SharePoint 2010 Collaboration Rock by Increasing Findability. Scott Jamison Chief Architect Jornata . Meet Scott Jamison. Chief Architect at Jornata (booth 650) SharePoint partner with Gold Competency in Portals & Collab Formerly a Director at Microsoft SharePoint MVP

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making sharepoint 2010 collaboration rock by increasing findability

SPC245

Making SharePoint 2010 Collaboration Rock by Increasing Findability

Scott Jamison

Chief Architect

Jornata

slide2

Meet Scott Jamison

  • Chief Architect at Jornata (booth 650)
    • SharePoint partner with Gold Competency in Portals & Collab
    • Formerly a Director at Microsoft
  • SharePoint MVP
  • Microsoft Certified Master for SharePoint
  • Author:
    • Essential SharePoint 2007
    • Essential SharePoint 2010
    • Five whitepapers on SharePoint 2010
  • Blog: www.scottjamison.com
  • Twitter:@sjam
in this session we will
In This Session, We Will:
  • Show Ways that Out-of-Box SharePoint collaboration can be “Less Than Ideal”
    • Content Contribution
    • Browsing
      • Views
      • Navigation
      • Folders
    • Searching
  • Explain why it’s not obvious as to how to make things easier to find
  • Review five key ways to make “Findability” better (and SharePoint easier for users!)
assumptions
Assumptions
  • You 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”)
    • Porridge is too cold
  • Or a complex model (“users just don’t understand it”)
    • Porridge is too hot
  • You just want to make Findability better!
    • Porridge is just right
typical ways to set up sharepoint for collaboration
Typical Ways to Set Up SharePoint for Collaboration

Option 1: Like a file share (folders and default views)

  • Folders – lots of clicking, single dimension for viewing
  • No tags – no navigation, no search

Great for contributors, a nightmare for consumers

Option 2: Metadata instead of folders

  • Unfamiliar to users
  • Forces users to add metadata (they’re lazy and will pick the 1st choice)
  • No good drag & drop & tag

Great for consumers, a nightmare for contributors

out of the box team site experience

Out-of-the-Box Team Site Experience

demo

Scott Jamison

Chief Architect

Jornata

slide7

YOU’VE GOT A GLORIFIED FILE SHARE

(IT’S JUST SLOWER AND MORE EXPENSIVE)

team sites sharepoint defaults
Team Sites + SharePoint Defaults = 
  • Not Ideal using Out-of-the-Box Defaults
  • Site/Library Structure Dictates:
    • Navigation (poor)
    • Views
    • Number of Clicks (too many)
  • Same Poor Experience for Content Contributors and Consumers
no worries
No Worries…

SEARCH WILL FIX THE PROBLEM!

?

poor search results it s only partly sharepoint s fault

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

demo

Scott Jamison

Chief Architect

Jornata

team sites sharepoint defaults search
Team Sites + SharePoint Defaults + Search = 
  • Domino effect:
    • Poor Team Site Content 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
    • Copying an existing document leads to really wrong titles
so how did we do the typical way aka the old way
So How Did We Do?The Typical Way (aka the “Old Way”)

Contributor Experience: POOR

Browsability: LOW

Findabilty (via Search): LOW

step away from the keyboard part 1
STEP AWAY FROM THE KEYBOARD: PART 1

Treat your content contributors differently than your content consumers

step away from the keyboard part 2
STEP AWAY FROM THE KEYBOARD: PART 2

Create Columns, Not Folders*

*Only Then Are You Allowed to Create Folders

for Contribution Purposes

(Scott said it was okay)

better collaboration and findability the playbook
Better Collaboration and Findability: The Playbook
  • Step 1: Fix Contribution
    • 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
  • Step 3: Fix Consumption #2 (Search)
    • Encourage better Titles
    • Definitions, best bets
  • Step 4: Align Taxonomy
    • Seven places to configure things (you don’t have to do them all)
  • Step 5: Integrate Social
    • Enable social tagging promotion and tag feeds
better collaboration and findability the playbook17
Better Collaboration and Findability: The Playbook
  • Step 1: Fix Contribution
    • Use the best of folders and columns
    • Different views for contributors and consumers
      • Contributors: folders with default metadata& permissions
      • Consumers: views without folders
    • Use Managed Metadata (Term Sets)
      • Provides type-ahead and centrally managed terms
creating a better site experience contribution

Creating A Better Site Experience:Contribution

demo

Scott Jamison

Chief Architect

Jornata

better collaboration and findability the playbook19
Better Collaboration and Findability: The Playbook
  • Step 2: Fix Browsing and Navigation
    • Configure your menus
    • Different views for contributors and consumers
      • Contributors: folders with default metadata
      • Consumers: views without folders
    • Use Managed Metadata
      • Enables metadata-based navigation and filtering
creating a better site experience navigation

Creating A Better Site Experience:Navigation

demo

Scott Jamison

Chief Architect

Jornata

better collaboration and findability the playbook21
Better Collaboration and Findability: The Playbook
  • Step 3: Fix Search
    • Educate users on the Title property and how it’s used
    • Educate users on how relevance works
    • Configure facets
    • Configure keywords, best bets
first my 02
First: my $.02
  • SharePoint search can be *really* good
  • SharePoint search doesn’t work well at all
  • To clarify: SharePoint Search will work at about 20% satisfaction with the typical “Turn it on” approach
  • But…you can get close 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
Improving Search Results in 4 Easy Steps
  • Improve search engine relevancy
  • Enhance with stuff outside the engine
  • Review search reports and end-user feedback
  • Improve the overall experience
improving search results in 4 easy steps24
Improving Search Results in 4 Easy Steps
  • Improve search engine relevancy
  • Enhance with stuff outside the engine
  • Review search reports and end-user feedback
  • Improve the overall experience
improving search results in 4 easy steps25
Improving Search Results in 4 Easy Steps
  • Improve search engine relevancy
    • Name things well
    • Don’t bury relevant content
    • Use metadata (make sure Title is correct!)
    • Make sure people are tagged, too
name things well
Name Things Well
  • The name of your file matters
  • So does the URL
    • Which means document library names and folder names
    • For example:
  • http://marketing/boston/Q2-2011-sales.docx

is better than

  • http://mktg/bosq211sls.docx
don t bury highly relevant content
Don’t Bury Highly Relevant Content

Fewer slashes in a URL = higher relevancy

Therefore:

http://sharepoint/thatfile.docx

is more relevant than

http://sharepoint/hr/subsite/folder2/thatfile.docx

get things tagged
Get Things Tagged
  • Better 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 results
    • Copying an existing document leads to really, really wrong titles
search results titles what is going on
Search Results & Titles: What is going on?
  • Clean up your titles
    • The Title property is important
    • And it’s often wrong
    • SharePoint 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* of SharePoint 2010!
  • It’s called “Optimistic Title Override”
search results titles what is going on30
Search Results & Titles: What is going on?
  • Optimistic Title Override takes the first sentence of the document instead of the actual title property
  • Don’t like it? Turn it off:
    • In registry, navigate to the key [HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Office Server\14.0\Search\Global\Gathering Manager]
    • Change the hexadecimal value for EnableOptimisticTitleOverride to 0 (zero) on the right hand side. [Also one for EnableLastModifiedOverride]
    • Restart SharePoint Search service by typing the following commands in command prompt.net stop osearch14net start osearch14
    • Perform a full crawl
make sure people are tagged
Make Sure People are Tagged
  • Get your user profiles in order
  • Take the time to define properties that will be used, along with governance and usage policies
  • Things like:
    • About me
    • Title
    • Expertise
    • Interests
    • Projects
improving search results in 4 easy steps32
Improving Search Results in 4 Easy Steps
  • Improve search engine relevancy
  • Enhance with stuff outside the engine
  • Review search reports and end-user feedback
  • Improve the overall experience
improving search results in 4 easy steps33
Improving Search Results in 4 Easy Steps
  • Enhance with stuff outside the engine
    • Define keywords
    • Define 1-2 best bets per keyword
    • Provide a definition for keywords and acronyms
define keywords
Define Keywords
  • Manually configure the top items that users will search on…things like:
    • Product Names
    • Industry Terms
    • Office Locations
    • Acronyms
  • Provide synonyms (“Microsoft”, “MSFT”)
add best bets
Add Best Bets
  • Create 1-2 best bets for *each* keyword
  • For example, if someone types in:
    • Product Names
      • Provide a link to the publishing page for that product
      • Provide a link to the external product catalog
      • Provide a link to the product manager (user profile)
    • Office Locations
      • Provide a link to directions or office manager
    • Common Terms
      • Provide a link directly to the lunch menu or handbook
use definitions
Use Definitions
  • Definitions are a great way to:
    • Clarify what an acronym means
    • Clarify what an industry term means
    • Provide actual data in the search result itself
improving search in 4 easy steps
Improving Search in 4 Easy Steps
  • Improve search engine relevancy
  • Enhance with stuff outside the engine
  • Review search reports and end-user feedback
  • Improve the overall experience
improving search in 4 easy steps38
Improving Search in 4 Easy Steps
  • Review search reports and end-user feedback
    • Review the search reports on a regular basis
    • Put a survey link on the search results page
    • Based on feedback, go see steps 1 & 2
review the search reports
Review the Search Reports
  • There are great search reports in SharePoint 2010
  • Make it part of your governance plan to review them and act upon them
  • Especially:
    • Queries with no results
    • Queries with no best bets
put a survey on the results page
Put a Survey on the Results Page
  • The #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 in 4 easy steps41
Improving Search in 4 Easy Steps
  • Improve search engine relevancy
  • Enhance with stuff outside the engine
  • Review search reports and end-user feedback
  • Improve the overall experience
improving search in 4 easy steps42
Improving Search in 4 Easy Steps
  • Improve the overall experience
    • Configure search facets
    • Configure Scopes and Tabs
    • Make search a one-stop-shop with federation
    • Enable search from anywhere
    • Train users
configure search facets
Configure Search Facets
  • Change the properties that users can filter with
    • Step 1: Promote your crawled property to a managed one
    • Step 2: Change the XML to make sure the facets work
configure scopes and tabs
Configure Scopes and Tabs
  • Scopes enable you to segment content into easier-to-consume chunks
    • Examples: file types, locations, departments
  • Tabs let you create great UX for displaying scoped content
making search results better
Making Search Results Better
  • The #1 Thing you can do?
  • 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 view
    • Tie the Title property to an actual field in the document
creating a better site experience search

Creating A Better Site Experience:Search

demo

Scott Jamison

Chief Architect

Jornata

better collaboration and findability the playbook47
Better Collaboration and Findability: The Playbook
  • Step 4: Make Sure Taxonomy-Related Items Align
    • SharePoint Gives You SEVEN Places to Configure Things!
      • Site Columns
      • Term Store (Lookup Values)
      • Folders (default values)
      • Search: Managed Properties
      • Search: Keywords (Definitions and Best Bets)
      • Global Navigation
      • Local Navigation: Use Metadata (Library) Navigation
creating a better site experience taxonomy alignment

Creating A Better Site Experience:Taxonomy Alignment

demo

Scott Jamison

Chief Architect

Jornata

better collaboration and findability the playbook49
Better Collaboration and Findability: The Playbook
  • Step 5: Integrate Social
    • Promote authoritative tags to social ones
    • Can Track Status In:
      • Tag Clouds
      • Status feeds
creating a better site experience integrating social

Creating A Better Site Experience:Integrating Social

demo

Scott Jamison

Chief Architect

Jornata

recap folders for contributors with default properties
Recap: Folders for Contributors with Default Properties

Before: Difficult Contribution

After: Easy Contribution

recap different ux for contributors vs consumers
Recap: Different UX for Contributors vs. Consumers

Before: Low Findability

After: Multi-dimensional Findability

recap configured navigation no oob
Recap: Configured Navigation (no OOB)

Before: Crazy number of clicks

After: One-click to destination

recap better title and configured search
Recap: Better Title and Configured Search

Before: Poor Search Results

After: Good Search Results

recap integrated social
Recap: Integrated Social

Before: No way to “Follow” changes

After: Can “Follow” changes!

so how did we do with a few tweaks aka the new way
So How Did We Do?With a Few Tweaks (aka the “New Way”)

Contributor Experience: EXCELLENT

Browsability: HIGH

Findabilty (via Search): HIGH

better collaboration and findability recap
Better Collaboration and Findability: Recap
  • Step 1: Fix Contribution
    • Folders and default properties
    • Different views (UX) for contributors and consumers
  • Step 2: Fix Browsing and Navigation
    • Different views (UX) for contributors and consumers
    • Configure navigation
  • Step 3: Fix Search
    • Encourage better Titles
    • Definitions, best bets
  • Step 4: Align Taxonomy
    • Seven places to configure things (you don’t have to do them all)
  • Step 5: Integrate Social
    • Enable social tagging promotion and tag feeds
once you get this right only then
Once You Get This Right…Only Then:
  • Content Types
    • Reusable collection of metadata (columns), workflow, behavior, and other settings
  • Document Sets
    • Similar documents, single work product
  • Content Organizer
    • Route content based on tags and other criteria
in this session we
In This Session, We:
  • Showed Ways that Out-of-Box SharePoint can be “Less Than Ideal”
  • Explained why it’s not obvious as to how to make things easier to find
  • Reviewed five key ways to make “Findability” better (and SharePoint easier for users!)
    • Step 1: Fixed Contribution
    • Step 2: Fixed Browsing and Navigation
    • Step 3: Fixed Search
    • Step 4: Aligned Taxonomy
    • Step 5: Integrated Social
  • Made SharePoint ROCK!
slide61

We Made SharePoint ROCK!

Thank You!

Blog: www.scottjamison.com

Twitter:@sjam

Visit me at Booth 650