Knowledge Management and SharePoint

Willem BurgerSharePoint Lead - Shoprite

Agenda

KM Areas to coverSharePoint and Knowledge Management

capabilitiesStoreportal and headoffice & learning

portal storiesOur Knowledge Centre's SharePoint futurePervasive Knowledge Management in

SharePointCultural Issues and Adoption

Areas to cover

Understand the application of information and communication technologies in knowledge management◦SharePoint is one platform to apply this.

Understand the strategic importance of both tacit and explicit knowledge◦SharePoint stores content and information created

mostly by people◦Tacit knowledge (people) connectors can be stored

in SharePoint. Challenges exist

How SharePoint can help (dilbert)

SharePoint and Knowledge Management capabilities

SharePoint in a nutshell

Knowledge quadrant

Nature of knowledge

structured

unstructured

Place of knowledge

artifact individual

Content Stores (i.e file shares)

Document libraries

Expert User Profile

Free flow Collaboration

Enhanced knowledge content and time savingWhen searching for content in Sharepoint

SharePoint Metadata

SharePoint: Document Properties

A Powerful Combination

SharePoint•Many content types and formats

• Documents

• Images / media

• Wikis / blogs / discussions

• People records

• Business data

• Events

•Residing in a single system

•Created and managed through a common process

•Searchable through one search engine

Taxonomy•Methodical classification and categorization

•Controlled tagging vocabulary

•Faceted; multiple points of access

•Systematically governed

•Maps organizational knowledge

•Contextualizes content

•Improves search precision and recall

•Facilitates information discovery

Findability Actionability Business value

Power Tool: Site Columns

Reusable Columns that can be assigned to multiple Lists and sites

Useful for maintaining consistent metadata Available to all sites within a hierarchy

Power Tool: Content Types

Create content templates By audience or originator (e.g., Finance Documents, HR

Documents) By function or format (e.g., Analyst Report, Status Report)

Pre-assign subsets of the taxonomy to specific Content Types Benefits:

Consistency and relevance of metadata Improved findability and actionability

Power Tool: Managed metadata

Managed metadata is a hierarchical collection of centrally managed terms that you can define, and then use as attributes for items.

Terms and term sets◦ A term is a word or a phrase that can be associated with an item.

(white, blue)◦ A term set is a collection of related terms. (color)◦ Global Terms (Across Site Collections) and Local Terms (single Site

Collection)

Folksonomy◦ A folksonomy is the classification that results when Web site users

collaboratively apply words, labels, or terms to content on a site. (tag Cloud)

Power Tool: Managed metadata

Power Tool: Managed metadata

Power Tool: Managed metadata

Powertool : My sites and user profiles

Interests section OrganizationTags and Notes (social)ContentColleaguesMembership

User Profile Properties (i.e. Office, Language, County)

Powertool Blogs and wiki’s

Blogs◦Personal sharing of information Tacit knowledge

Forums◦Discussion Board (sharing and commenting)

Wiki’s◦Team sites and quick building of content for

sharing purposes

Search

Search helps people find the information they need to get their jobs done. It provides ◦ intranet search, ◦people search, ◦and a platform to build search-driven applications

It’s combines relevance, refinement, and people◦Find Content Faster◦Help People Connect

Search - features

Metadata-Driven Navigation ◦Refiners (aka faceted search),tags etc

People and Expertise Search Customize the Search ExperienceMicrosoft FAST Search Server 2010 for

SharePoint

Headoffice portal Storeportal and stories - KM

Traditional Approach

Head office

Store Portal

Knowledge Learning

Traditional Approach

Public Information Sharing

DEMO

Our new approach

Something old , something new, something borrowed, something…

Knowledge Centre's in SharePointtablets and mobile

Head Office Storeportal

Central Knowledge

Centre

Business Systems

Mobile Audiences

Mobile

Employees OperationsCustomers

Pervasive Knowledge Management

Spreading widely throughout an area or a group of people, naturally

Formalize/organize• Taxonomy, • folksonomy

Distribute/consume• Bubble up,• integrated day to day

Collaborate/feedback• Consumptions, Team,

Refinement Pervasive

Create/Source• Anybody,

share,tools

Pervasive Knowledge Management in SharePoint

Everyday Pervasive Sample

A known sample of informal and pervasive knowledge, information sharing and collaboration platform –The Internet

What does the internet provide that makes it a popular, indispensable platform? vast collection of tools to access tools to post, share and consume information Blogs and forums allow users to post ideas and opinions,

involve professionals as well as informal experts Facebook ,twitter, LinkedIn (informed assumptions by

utilizing the taxonomy and metadata of the user’s profile) Search engines like Google (in time information and

knowledge, daily)

Cultural Issues and Adoption –Some Thoughts.

Some thoughts on how organizations can overcome the cultural issues and adoption roadblocks in their roadmap of moving from traditional to pervasive knowledge management

Focus on creating a pervasive environment within your organization

Focus on enabling the users with the right set of tools and providing them in the right places

Replicate the best of tools and applications on the internet in the context of your organization

Analyze and identify the incentives and benefits for users to proactively use the tools

Cultural Issues and Adoption –Some Thoughts.

Cultures Question◦ Am I forcing this onto a organization that is not ready for

Pervasive approach◦ Do I have the buy in from the right people◦ What benefit will the choice makers get

Getting Started

Analyze your organizations needs in terms of pervasive knowledge management and learning

How do you intend to use SharePoint in your organization and what is the roadmap?

Develop a Strategy for Pervasive KM & Learning for your organization

Build the framework and tools necessary to support the strategy

thanks

Recap & QA

Willem BurgerSharePoint Lead – Shopritewburger@shoprite.co.za@willemburger