The document discusses how organizations can better unlock the value of their information by improving information management and search capabilities. It notes that typical information workers currently spend up to 25% of their time searching for information to complete tasks. The document then outlines challenges organizations face around information duplication, incorrect versions, and difficulty finding needed information or people. It proposes developing an information portal to better communicate, coordinate and collaborate. The portal could include search, document management, workflows, knowledge bases, directories and more. The document also discusses taking a phased approach to deployment and the progression from basic search to more advanced taxonomy-based search.

1. Unlocking the value of your information
Steve Lapwood and Henk Verhoeven
24 March 2010
www.intergen.co.nz

2. Unlocking the value of your information
A typical information worker now
spends up to 25% of their day
searching for the right information to
complete a given task
Source: Butler Group

3. Tail on the Donkey

4. “Our information is in good
shape”
Yeah. Right!

5. Unlocking the value of your information
Straw Poll/Discussion (aka Spanish Inquisition)
 In your organisation:
 How important is information and why?
 How long does it take for your people to find stuff? And why?
 What techniques do people use to find stuff?
 What happens when they cannot find the stuff they need?
 What is your ratio of duplicated information – or near-duplicated?
 What is the incident of wrong versions of information? And results?
 Where is information stored?
 How do people share and use informal information?
 How do people find the people who know the stuff they need?
 How have you approached these challenges to effectiveness?

6. Summary of Discussion

7. Unlocking the value of your information
Surfing the net
1,500,000,000,000,000,000 bytes of new
information was posted last year
Google searches -
3,000,000,000
Information on the net is per day
doubling every week

8. Information Management

9. Unlocking the value of your information
The Information Value Map
C
H
V
A
Tacit A
L
l L
U E
E Information N
G
E
Data

10. Unlocking the value of your information
The Time-Value of Information
Ideal
Value Typical
Knowledge base
Time

11. Unlocking the value of your information
Information Growth vs Value
Growth
Information
Management
&
Search Tools
Value
Time

12. What to do? Example

13. Unlocking the value of your information
Information portal vision – communicate, coordinate, collaborate
LIKELY POSSIBLE
 Search  Application portal
 Document lifecycle management  Who’s who
 Events & schedules  Profiles, professional networks
 Tasks, workflow  Wikis
 Departmental sites  Blogs
 Announcements, news  Dashboards, BI
 Project workspaces  Extranet
 Contacts  Integration with mail, awareness
 Knowledgebase  Feeds
 Ideas, forums  Non-business content
 Self service, on line forms
 Reports
 Tutorial site

14. Unlocking the value of your information
Phases Phase 1 Phase 2 Phase 3
(sample) • Document • Self service • Applications
management • Contacts portal
• Departmental sites • Who’s who • Extranet
• Profiles • Dashboards
• Knowledgebase
• Project workspaces • Ideas
Functions • Search • Reports
• Professional
• Workflows networks
• News • Blogs
• Events • Feeds
• Ads • Email
• Tutorials, how to’s
Phase 1 Phase 2 Phase 3
• Migration • Forms designs • Integration
• Communications • Migration • Report generators
Content • Events coordinators
• Content authors
• Profiles
• Ideas generation
• Training guides • Reports creators
• Content administration • Bloggers
• Communications

15. Unlocking the value of your information
Deployment approach (sample)
 Portal executive sponsorship and lead-by-example
 Programme management, “evangelist”
 Site sponsorship, ownership, “champions” and administration
 Pilot groups for each phase
 Communications and feedback
 Support structure
 Stakeholder engagement processes
 Content authors/owners:
 KB, ideas, events, forums, workspaces, blogs
 Readiness, awareness, training and guides
 Content administration
 Governance board:
 Sites, branding, content, templates, processes, permissions, libraries, metatags, publishing, disposition/archive
 Requirements, business cases, prioritising, customisations
 Advisory groups

16. Enterprise Search

17. Unlocking the value of your information
Progression of Search & Information
SEARCH INFORMATION TAXONOMY
 Keyword  Taxonomy Integration
 Synonym  Metadata Management
 Relevance  Metadata Extraction &
 Classification Assignment
 Federated  Metadata Creation
 Un-Structured sources
 Informal Information
 Optimisation

18. Unlocking the value of your information
Chaos-Convergence-Order
Just plain old Search
(Availability & Visibilit
Information Retrieval Cost
Mastering Search
(Relevance & Accuracy)
Chaos Convergence Order
Time

19. Unlocking the value of your information
Microsoft Search Solutions

20. Questions

21. Thank You