Key Success Factors for Enterprise Content Management

Agnes MolnarIndependent Consultant,

ECM & Search Expert

Yarin NegriDirector of Marketing

Intlock

Webinar Agenda Introduction

Key Success Factors for Enterprise Content Management

Summary and Q&A

Webinar Housekeeping Webinar Recording

Talk to us on twitter:

#SPmetrics

@CardioLog

@molnaragnes

Questions?

Introduction – Agnes MolnarInternational SharePoint Consultant

• 10+ Years SharePoint Experience

• Information Architecture & ECM

• Search

SharePoint Server MVP

• 6 Years SharePoint Server MVP

• Speaking at Conferences around the world

• Books, White Papers, Articles

Contact

• E-mail: aghy@aghy.hu

• Blog: http://aghy.hu

• Twitter: @molnaragnes

Information Overload

Information OverloadAmount of Input > Processing Capacity

Result: less attention →

Less information received →

Delay in decision making ORMaking bad decisions

Information OverloadThe average person receives 63,000 words of new information every day.(by Robby Walker)

Average length of a novel: 64.531 words (by Amazon Text Stats)

If you wanted to read everything you’ve got in 2013,it would take the first three months of 2014!

Information Overload1970: first mention of “information overload” by Alvin Toffler (futurologist)

1964: “Future shock” mentioned by Bertram Gross (social scientist)

BUT Information Overload became a serious problem at the end of the 19th century!

Enterprise Content Management

Information Organization & Access

Information ArchitectureThe art and science of organizing and labeling

the CONTENT(documents, web sites, blog posts, database entries, etc.)

to support findability and usability

IA Tools in SharePoint 2013Document Libraries & Folders

Content Types

Document Sets

Managed Metadata

Document ID

Workflows

Content Organizer Rules

…

Organizing the Content in SharePoint1. Sites, Libraries, Lists, Folders by

• Business Needs

• IT restrictions

• Governance Plan

• Randomly

ExamplesBad Naming:• Document1.docx• JoeLibrary• List1

No structure• Uploading everything to

“Shared Documents”

Creating/Uploading content in the wrong place• MarketingCampaign2013.ppt

x in the Campaign2012 folder• Customer1.docx on the

Customer2 site

ExamplesNaming convention:• Title is important• Include Product/Customer/…

name• Include the intent• Etc.

Use Structure• Separate lists/document

libraries/folders• Separate sites

Keep your structure “clean”

Organizing the Content in SharePoint2. Content Types, Columns, Managed Metadata by

• Business Needs

• IT restrictions

• Governance Plan

• Randomly

ExamplesBad Naming:• JoeConentType• Tag1

Bad Structure / Duplicates• No Content Type Hierarchy• Chaotic Term Store with

“random” terms

Empty values

Wrong values• Abc123• 123456• [default value]• [random value]

ExamplesNaming convention:• Content Type: Marketing

Campaign Template• Term: Europe / United

Kingdom / London

Use Structure• Content Type Hierarchy• Site Columns• Managed Metadata

hierarchy

Keep your structure “clean”

Enterprise Search

SearchSearch Technology

that your organization owns and controls

Enterprise SearchConnects people

to the informationthey need to get their jobs done

Refinement

Result Type & Display Template

On Hover Panel

In Query Rules

Search – Metadata EverywhereCrawled Property Managed Property

Author

CreatedBy

From

Author

Usage

Refiner

Display on Result Set

Display on Hover Panel

Sorting by

Analytics for Successful Enterprise Content Management

Why Portal Analytics for Successful Enterprise Content Management?

Actionable MetricsIdentify top users

Monitor mobile trends

Identify departments with low usage levels

Create SP evangelists within departments

Make sure content can be accessed through popular

mobile devices

Provide training and other assistance

Identify failed search phrases

Add content that is missing from the site

Detect unused sites Free up hard disk space

Evaluate

MonitorEnhance

Building a Stronger Portal Environment

Hi Martha,

What do you need in order to

achieve your individual goals?

Message BarProfile and usage based

Voice of CustomerProfile and usage based

Martha, register to the new product marketing webinar

Hi Martha,

What do you need in order to

achieve your individual goals?

sign up

Engage - CardioLog Voice of Customer Concept

What is the purpose of your visit to the

portal today?

Engage Your Audience and Collect User Feedback

Expand Portal Usability

Did you find what you were looking for?

Yes – I did

Partially – not everything

No – I did not

Elaborate:

Q&A

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