SharePoint has always had a big emphasis on Content Management. This focus has been become stronger version by version. We've had more and more options to organize and classify content through sites, lists, libraries and folders, as well as managed metadata and other properties. These tools help build a SharePoint Information Architecture and are the foundation for improving document search within SharePoint. But as that architecture gets more complex, users can get overwhelmed by the amount of content, and can find themselves easily with a tons of siloed content and, at the same time, with lots of content that cannot be found at all. In these scenarios, Search can be a good option to help getting better findability, but sometimes it’s not enough. In this webinar, we’ll discuss some real-world Content Management use cases and demonstrate how content analytics can help to improve in these scenarios.

1. Key Success Factors
for Enterprise Content Management
Agnes Molnar
Independent Consultant,
ECM & Search Expert
Yarin Negri
Director of Marketing
Intlock

2. Webinar Agenda
 Introduction
 Key Success Factors for Enterprise Content Management
 Summary and Q&A

3. Webinar Housekeeping
 Webinar Recording
 Talk to us on twitter:
 #SPmetrics
 @CardioLog
 @molnaragnes
 Questions?

4. Introduction – Agnes Molnar
International 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

5. Information Overload

6. Information Overload
Amount of Input > Processing Capacity
Result: less attention →
Less information received →
Delay in decision making OR
Making bad decisions

7. Information Overload
The 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!

8. Information Overload
1970: 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!

9. Enterprise Content Management

10. Information Organization & Access

11. Information Architecture
The art and science of organizing and labeling
the CONTENT
(documents, web sites, blog posts, database entries, etc.)
to support findability and usability

12. IA Tools in SharePoint 2013
Document Libraries & Folders
Content Types
Document Sets
Managed Metadata
Document ID
Workflows
Content Organizer Rules
…

13. Organizing the Content in SharePoint
1.
Sites, Libraries, Lists, Folders by
•
Business Needs
•
IT restrictions
•
Governance Plan
•
Randomly

14. Examples
Bad 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

15. Examples
Naming 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”

16. Organizing the Content in SharePoint
2.
Content Types, Columns, Managed Metadata by
•
Business Needs
•
IT restrictions
•
Governance Plan
•
Randomly

17. Examples
Bad 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]

18. Examples
Naming 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”

19. Enterprise Search

20. Search
Search Technology
that your organization
owns and controls

21. Enterprise Search
Connects people
to the information
they need to get their jobs done

22. In Query
Rules
Refinement
Result Type &
Display Template
On Hover
Panel

23. Search – Metadata Everywhere
Crawled Property
Managed Property
Usage
Refiner
Author
Display on
Result Set
CreatedBy
Author
Display on
Hover Panel
From
Sorting by

24. Analytics for Successful Enterprise Content
Management

25. Why Portal Analytics for
Successful Enterprise Content Management?

26. Actionable Metrics
Identify top users
Create SP evangelists
within departments
Identify departments
with low usage levels
Provide training and
other assistance
Monitor mobile trends
Make sure content can be
accessed through popular
mobile devices
Identify failed search
phrases
Add content that is
missing from the site
Detect unused sites
Free up hard disk space

27. Building a Stronger Portal Environment
Evaluate
Enhance
Monitor

29. Engage - CardioLog Voice of Customer Concept
Message Bar
Profile and usage based
Martha, register to the new product marketing webinar
sign up
Hi Martha,
Hi Martha,
What do you need in order to
What do you need in order to
achieve your individual goals?
achieve your individual goals?
Voice of Customer
Profile and usage based

30. Engage Your Audience and Collect User Feedback
What is the purpose of your visit to the
portal today?

31. Expand Portal Usability
Did you find what you were looking for?
Yes – I did
Partially – not everything
No – I did not
Elaborate:

32. Q&A
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