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My presentation at SharePoint Saturday Virginia Beach on Jan 8th, 2011
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cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
The Shift from Centralized to Decentralized
Christian Buckley
cbuck@axceler.com@buckleyPLANET
SharePoint Saturday Virginia Beach
January 8th, 2011
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
My Background
Christian Buckley, Director of Product Evangelism at Axceler
• Most recently at Microsoft
• Microsoft Managed Services (now BPOS-Dedicated)
• Advertising Operations, ad platform API program
• Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration
• Co-founded and sold a collaboration software company to Rational Software. Also co-authored 3 books on software configuration management and defect tracking for Rational and IBM
• At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), managing deployment teams to onboard numerous high-tech manufacturing companies, including Hitachi, Matsushita, Seagate, Nortel, Sony, and Cisco
• I live in a small town just east of Seattle, have a daughter in college and 3 boys at home, and I just celebrated my 20th wedding anniversary
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Axceler Overview
• Improving Collaboration for 16+ Years– Mission: To enable enterprises to simplify, optimize, and
secure their collaborative platforms– Delivered award-winning administration and migration
software since 1994– Over 2,000 global customers
• Dramatically improve the management of SharePoint
– Innovative products that improve security, scalability, reliability, “deployability”
– Making IT more effective and efficient and lower the total cost of ownership
• Focus on solving specific SharePoint problems (Administration & Migration)
– Coach enterprises on SharePoint best practices– Give administrators the most innovative tools available– Anticipate customers’ needs– Deliver best of breed offerings– Stay in lock step with SharePoint development and market trends
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
How do people use SharePoint today?
• Limited only by the controls put in place• Short-term, ad hoc collaboration• Structured, procedural activities• Glorified file share• Workflow, dashboards, productivity solutions
SharePoint is like a goldfish – it will only grow as big as the tank you put it in.
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cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Definitions
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cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
This is your SharePoint deployment
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Centralized
Decentralized
Ad HocOrganized
Based roughly on the idea of a Gartner “Magic Quadrant” diagram, but these data points are completely made up
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Tier 1 site collections based on business units or product areas
Top level portal
Tier 2 sites that follow specific structure
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
One Side of the Scale - Centralized
• Benefits of a centralized SharePoint environment:– Consistent use of content types and workflows– Reduced metadata duplication– Documented customizations that make system updates and platform
upgrades much easier– Easier for supporting and training end users, – Managing business processes, – Controlling information policies, and – Providing metrics and key performance indicators.
• Downsides to this model:– Takes a lot of design and planning– Requires more upfront work and maintenance– Requires an increased reliance on governance and formal change control
boards– Has difficulty managing across site collections and portals
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Some structured sites
Sub Sites, My Sites, or other detached sites/farms
Top level portal
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
The Other Side of the Scale - Decentralized
• Advantages of a decentralized environment :– Little up front planning (but more later around how to connect / enable)– Very little up front effort to deploy– Low time/cost to train end users– Decreased emphasis on taxonomy and business process management– Most decentralized systems work across site collections and portals– Mirror the consumer-based collaboration platforms users are accustomed to
using, such as social networks and microblogging sites
• Downsides to this model:– They decrease consistency– Increase metadata duplication– Make taxonomy management complex– Hard to update, – Support and train on, – Manage information policies with, and – Difficult to upgrade/migrate
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Portal Model vs. SharePoint
• Portals have traditionally been locked down, centrally managed resources– Controlled– Structured– Built for specific business uses/processes
• SharePoint as a platform supports the portal model, but offers ad hoc collaborative functions out of the box, allowing much more diverse application– Platform– Centralized management, but distributed application– Supports ad hoc
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
[Demo] of a centralized environment
Email Cell Twitter Blog
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The 4 Organizational Shifts from Centralized to
Decentralized
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
1. The Environmental Shift
2. The Cultural Shift
3. The Governance Shift
4. The Social Informatics Shift
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
1. The Environmental Shift
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• Your SharePoint architecture has little to do with whether your environment strategy is centralized or decentralized– Moving from multiple farms to a single 2010 farm– Expanding from a single-server install to a more stable
configuration– Expanding your content databases– Adding additional servers to support
plans around additional SharePoint services
• The key is to review your architecture, optimize for your model and for scalability
Environmental Considerations
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cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• Site administration• Roles, Site Permissions, and Security Trimming
Environmental Considerations
Email Cell Twitter Blog
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http://technet.microsoft.com/en-us/magazine/2008.06.insidesharepoint.aspx?pr=blog
Environmental Considerations
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• Site administration• Roles, Site Permissions, and Security Trimming• Content Databases• Additional Services
Environmental Considerations
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
2. The Cultural Shift
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Why is change so difficult?
– It means letting go, giving up control
– Recognition that there is a gap between the philosophical idea of allowing people to manage their own stuff, and reality
– Collaboration itself is a hard thing for people to embrace. It takes times, and can be counterintuitive to the way that many businesses are run
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Creating Passionate Users, Kathy Sierra
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1. Business Focus / Productivity
2. Security
3. Lack of Visibility / Transparency
4. Support Issues
Cultural Considerations
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
1. Innovation
2. Flexibility (let teams work on their own terms)
3. Organic growth (supports both structured and unstructured growth)
4. Process and content efficiencies (learn from various implementations, making the system better/stronger)
Cultural Benefits
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• Business may want to get more value out of their SharePoint investment
• Keep hearing about all these great features, but don’t see them deployed/in use
• Recognize the lack of collaboration outside of certain teams
• Current platform seen as “too hard to use”
What is Driving this Cultural Change?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• There is no such thing as a homogenous SharePoint deployment– I don’t know what changes your organization
is prepared to accept– Work with stakeholders to identify vision and priorities– Overlay this vision with your cultural reality – know
your limits, and baby step new features
• Involve your end users– Capture their feedback through multiple feedback
mechanisms– Have them help in the creation of key documentation– Get their help in prioritizing features within the
future-state environment– Have them help you define the success metrics
Preparing for Change
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
3. The Governance Shift
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• Push responsibility to the site administrators (even though they may do strange things)
• Understand what can be delegated
• Clarify roles and responsibilities– Farm Admins responsible for farms– Site Collection Admins responsible for site collections– And so forth
• Understand skill levels, and company climate
Governance Considerations
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
1. Have a plan
2. Create a governance site
3. Create an internal SharePoint user group
4. Enlist your portals users and content authors
5. Clearly define roles and responsibilities
6. Outline your taxonomy, communicate it, refine it (and then rinse, repeat)
Governance Considerations
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
7. Outline your search strategy
8. Outline your social media strategy
9. Understand any regulatory or compliance concerns
10. Migrate your data, leveraging your metadata
11. Go slow (or fast). Just be careful
12. Learn and evolve
Governance Considerations
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Governance is a series ofguidelines to live by,
not rules to die by
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
4. The Social Informatics
Shift
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Social Informatics is the study of information and communication tools in cultural and institutional contexts
It is a cross-disciplinary focus on usage patterns. It is a blend of sociology, anthropology, psychology, technology and business perspectives, examining the changing way in which we do business.
(Wikipedia)
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• Metadata is the lifeblood of SharePoint
• Taxonomy and metadata drive the tools and processes that make the world go round
• Metadata powers search,
it powers social media,
and it powers SharePoint
The Role of Metadata
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
The Role of Metadata
Scott Singleton, Managed Metadata in SharePoint 2010 http://www.slideshare.net/scottsingleton/managed-metadata-insharepoint2010
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• SharePoint 2010 offers many services OOTB– Search– Excel Services– BCS– Project Server– Web Analytics– Access– Performance Point– Visio– Word– Office Web Apps– People
• These centrally managed services allow for greater control across the enterprise– Have your cake and eat it through centrally managed services
The Role of Services
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Managed Metadata Service
Scott Singleton, Managed Metadata in SharePoint 2010 http://www.slideshare.net/scottsingleton/managed-metadata-insharepoint2010
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Service Hierarchy
Scott Singleton, Managed Metadata in SharePoint 2010 http://www.slideshare.net/scottsingleton/managed-metadata-insharepoint2010
Service Application Instance
Term Group
Term Set
Term
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
[Demo] of social media tools in 2010
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• Search still critical to the business, but how you access it will be embedded into the tools you use
• Social computing tools are just additional enablers and consumers of search
The Role of Social Media
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
It’s All About “the app”
Btw, the word “app” was just made “word of the year” 2011
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Wrap Up
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cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
• Change is hard
• Look before you leap
• Let governance be your guide
• Ask a 5th grader for advice
(often)
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Some thoughts…
Centrally managed Team Sites + ad hoc My Sites
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Portal for external-facing + Team Sites internal
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Website + My Sites w/ strong (FAST) search
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Q: Do these models impact search performance
differently?
Q: Do you have any guidance on migrating existing metadata from decentralized to
centralized (managed) metadata?
Q: What are the best practices for starting a governance model?
Q: Do most companies use MySites?
Common Questions
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
All great questions!
Unfortunately, we’re out of time.
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
For more information
• Contact me at
Christian Buckley
cbuck@axceler.com
425-246-2823
@buckleyplanet
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