How to get users to love metadata. Our Problem Our problem Am I wrong?

Peter Kettenis, CGI

How to get users to love metadata

Our Problem

Our problem

Am I wrong?

We love metadata

Why we love metadata

Hi Metadata

Why we love metadataHI LEONARD, I HEARD YOU LIKEMETADATA

SO I MADE SOME METADATA ABOUT YOUR

METADATA ABOUT YOUR DATA

Why users don’t

Why users don’t

Confused?

Change

Something must change…

Fail!!!

FAIL!!! Learning

Change = Learning

Reframing

Reframing the old to match the new

• What is Reframing?• What needs to be reframed?

Folders

Reframing folders

Enterprise

Our folders

Our folders

Team documents

Team documents

Structure

Team Documents

Research Reports

ContractsWorking

area

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?

How much metadata do we need?Research Reports

•Some

Contracts

•A lot

Working area

•Little to none

Fits all?

Folders > Metdata

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

Our libraries, columns and content types

Belong to us?

Reports

Research reports

Folder horizontal

Column name

Level 1 Year

Level 2 Archived (yes/no) Contracts

Research reports

2010 2011 2012 Archive

2009 2008

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

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

Done right?

Cute…………

Resistance

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

The best tool for adding metadata

Lol

Folders!!!

Defaults

Defaults

Defaults, defaults, defaults!!

Ain’t easy

Fast forward

Fast forward…

KISS

Cool tricks

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

Q&A

Questions?

Well done

Come see me at the CGI stand ;)

Thanks

THANK YOU

Backup slides

Backup: Change curve/Grief curve

Shock

Anger

De-nial

Doubt

Apa-thy

Acknowledge-ment

Explor-ing op-tions

Acceptance and transi-tion