taxonomy, content types & metadata: oh my!
DESCRIPTION
PLEASE DOWNLOAD TO SEE SPEAKER'S NOTES AND ANIMATIONS. How to understand (and explain to your end users) the concepts of metadata and content types and then, how to build a SharePoint taxonomy. (Let me know if you find this useful in your work.)TRANSCRIPT
Produced by: Supported by:Platinum Partner: Gold Partner:Premier Partner:
Ruven Gotz – Navantis (Cananda)Taxonomy, Content Types & Metadata. Oh my!
This is a Meta-Presentation
•Two Goals and a Meta Goal:• Understand metadata
• How it applies to taxonomy• How it applies to content types
• Understand why it matters in SharePoint• Meta Goal
• Educate you• Give you tools to educate YOUR stakeholders
The BIG question
What is Metadata?
Data about data
Questions
The BIG question
What is Metadata?
I think I get it
Oh! Now I see(Mostly)
What is Metadata?
I think I get it
To understand what are
‘Meta’ for?
We’ll use a
Metaphor
What does a cow say?
What does a chicken say?
What does a duck say?
What’s the difference?
What is the ‘content’?What are some attributes?• Artist: Prince• Genre: Pop/Rock• Year: 1984
Example from Yoav Lurie
Organizing Content
Another metaphor
Adapted from the “pea soup” story by Serge Tremblay
Labels can help
Food taxonomy nirvana
http://caseyxrobertson.deviantart.com/art/Grocery-Store-2-191196289
So, what is metadata?
or this…Not this!
What is taxonomy?
It’s this…
Carl Linnaeus (1751)
Taxonomy Animal Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats Hamsters and Voles
Real Hamsters Voles Gerbils
Porcupines Guinea Pigs
Fish Amphibians Reptiles Birds
Superclass
Class
Order
Suborder
Family
Kingdom
The bottom of this treeAnimal
Kingdom
Invertebrates Vertebrates
Mammals
Predators Primates Whales Rodents
Squirrels Mice
Mice & Rats Hamsters and Voles
Real Hamsters
Short-tailed dwarf hamsters
Djungarian dwarf
hampsters
Roborovski Hamster
Long-tailed dwarf hamsters
Voles Gerbils
Porcupines Guinea Pigs
Fish Amphibians Reptiles Birds
TaxonomyX:
Production Sales & Marketing
Marketing
Commercial Industrial Government Healthcare
Labs Hospitals
Private Public
Large
Urban
Not Associated University
Rural
Medium Small
Clinics Mobile
Sales Web Design Newsletter Social
Shared drive zoo
TaxonomyX:
Production Sales & Marketing
Marketing
Commercial Industrial Government Healthcare
Labs Hospitals
Private Public
Large
Urban
Not Associated University
Rural
Medium Small
Clinics Mobile
Sales Web Design Newsletter Social
We’ve all seen how well this works out…
TaxonomyX:
Production Sales & Marketing
Marketing
Major Hospitals Commercial Industrial Government Healthcare
Labs Hospitals
Private Public
Large
Urban
Not Associated University
Rural
Medium Small
Clinics Mobile Colleges
Big Small
Sales Web Design Newsletter Social
Shared drive zoo
Moving this mess to SharePoint only makes it worse
SharePoint Sux! SharePoint is confusing! Why?
What is our base metaphor for files?
Folders on the Mac
What if we saw this?
Better…
Solve it with folders!
Now, you hire an intern to add documents
Finding vs. Saving
Findability
Putability
The #1 rule of SharePoint
Never use folders
Except when it makes sense to do soever
When it makes sense…Permissions assigned
per folder
SharePoint Taxonomy
SharePoint Taxonomy (Metadata)
Customer Type• Lab• Hospital• Clinic• Mobile
Sector• Private• Public
Size• Large• Medium• Small
Location• Urban• Rural
University• Yes• No
Adding metadata (when uploading)
A SharePoint Simulation
Inventory worksheet
What is metadata?
What is taxonomy?
What are content types?
Name _________Emp. # _________Date _________
Dates Requested:From __________To: __________
Manager ____ Approved Y/N
Name _________Emp. # _________Date _________
Dates Requested:From __________To: __________
Manager ____ Approved Y/N
Name _________Emp. # _________Date _________
Drug Used:Name __________Cost: $ _________
Manager ____ Approved Y/N
Name _________Emp. # _________Date _________
Drug Used:Name __________Cost: $ _________
Manager ____ Approved Y/N
Vacation Request
Drug Reimbursement
Both content types in one list
Content types for: Workflow, Policy, Security
InventoryWorksheet
Mind Mapfrom InventoryWorksheet
Key Points to Take Home• Metadata takes a while to understand
• Use of metaphors can help
• Use of visual tools can help a LOT
• Much more than technology, it’s governance that makes the difference
• Folders are bad, except when they’re not
Did I meet my goals for you…
• Do you have a better understanding of Metadata?
• Do you understand why it matters in SharePoint?
• Do you think you’ll be able to explain these concepts more easily to your stakeholders?
SHARE The SharePoint Conference for Business Users
Questions
Ruven Gotz – Navantis (Canada)
[email protected]@ruveng (twitter)www.spinsiders.com/ruveng
http://sdrv.ms/share2012sa <-- The goods!
May 2012
