Webinar Series Session #1: How and Where Taxonomies Appear in a Content Management System (CMS) June 22, 2011

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1 Webinar Series 2011 Session #1: How and Where Taxonomies Appear in a Content Management System (CMS) June 22, 2011

2 Welcome Joe Hilger Practice Manager Niels Nielsen Practice Manager Joseph Busch Senior Principal Tatiana Baquero Principal Analyst

3 About PPC Energy/Environment Green strategies for government and industry: Air quality and climate change Greenhouse gas reduction Carbon management Environmental risk mitigation Environmental impacts of transport Information and data management Infrastructure Systems Engineering and Technical Assistance (SETA) Capability Maturity Model Integration (CMMI) Earned Value Management Configuration Management Technical and Advisory Support Independent Verification & Validation (IV&V) 1,200-person multi-disciplinary team of scientific & technical experts Scientific subject matter experts Systems engineers and architects Policy and regulatory specialists Project management professionals Certified Information technology experts Security professionals Enterprise Solutions Master Data Management and Data Governance Business Intelligence Adaptive Data Warehousing Enterprise Architecture Infrastructure Systems Engineering Knowledge Management Portal Solutions Enterprise Content Management IT Optimization/Virtualization 3

4 About Avalon Consulting, LLC Who we are Consultants providing expert technical integrations for enterprise-scale internet, intranet, and extranet sites 50+ staff, mostly senior-level consultants Offices in Dallas, TX and Washington, DC Best known for our work in: Enterprise Search Enterprise Content Management Websites & Portals e-learning Unstructured, semi-structured content Recognized among fastest-growing private companies Inc 5000 Dallas 100 Collin County 60 Celebration of Enterprise 2011 Avalon Consulting, LLC 4

5 Agenda What is CMS? What is Taxonomy? Types of CMS Taxonomy How to Build CMS Taxonomy How to Use CMS Taxonomy 5

6 What is a CMS? A content management system (CMS) helps users create, manage, organize, and publish unstructured or semi-structured information. Types of CMS: Web Content Management Document Management Records Management Digital Asset Management Web Portals Collaboration Tools Common Features: Content Entry/Ingestion Workflow Search Security Publishing Content Association Content Rendering 6

7

8 Types of CMS Taxonomies CMS Directories Physical location of content Organized around authors needs Distribution Channels Sites, URLs Pages and sections Taxonomic Metadata Search E-Commerce 8

9 What Do You Need to Get Started? Understand your audience Understand your publishers/content managers Understand your technology platform Understand your content How much content? How it is tagged? Understand the scope of the project Taxonomy design projects seldom do (and never should) exist in a vacuum. Unless the project managers and designers recognize and adapt to the project constraints, the project is doomed to failure or obscurity. 9

10 Understand Your Audience End users drive the language and complexity of the structure Who are they? Who is the lowest common denominator? Define the spectrum of experience: New Employee Tenured Employee Technophobe Technophile Old Foreign Language Young Native Speaker 10

11 Understand Your Publishers Publishers determine the reasonable complexity of a taxonomy/metadata strategy: Acceptable amount of time per document Number of metadata fields Complexity of taxonomy Business Users Information Professional Part-time (Volunteer) Many Publishers Diverse Publisher Dedicated Position Few Publishers Homogenous Publishers 11

12 Understand Your Platform Taxonomy design seldom works outside the context of a business mission, typically tied to a technology Web Portal Content Management Document Management Records Management Looser Less Complex Tighter More Complex 12

13 Understand Your Content: How Much? More content typically equals more time to re-tag with new taxonomy and metadata design Explore iterative approaches to re-tagging Take advantage of effort to clean out old or obsolete content Consider alternatives: Auto-categorization tools Tagging services 13

14 Understand Your Content: How is it Tagged? Typically, content does not have salvageable metadata Metadata mappings often don t work But working with existing metadata can provide quick wins Be willing to reduce fields to improve quality Use business rules to automate content tagging Tag top-level content first Tag landing pages for major sections Lower-level pages inherit tags from top-level pages If content originated in this department, then tag it with pre-defined values 14

15 Understand Your Limitations Many, if not most, taxonomy projects fit within the context of a large project and are driven by artificial limitations: Schedule Budget Personnel Relax. You re not alone. Few taxonomy design projects are perfectly resourced and funded. The most important thing is to START the process. Recognize you can make due with given resources as long as you begin the process correctly and build from there. 15

16 Define Your Use Cases Understand how/why you will be using taxonomy and metadata Define who your content managers are in order to understand their capabilities: Willingness to manually enter fields Ability to properly tag content Define your audience to understand their needs: Sorting needs Communicate benefits to all users 16

17 How to Use CMS Taxonomy Managing content Tagging content Searching for content Profiled alerts Personalization 17

18 Managing Content Content Authors need to find, edit, and delete content quickly They need to be able to secure their content and understand the relationships between content 18

19 Tagging Content Rule Characterize the content overall Use multiple terms Description Use terms that describe overall what the content is about and why it is important. Apply the most specific terms when tagging content. But characterize the content overall. Use multiple terms when necessary. But avoid over tagging. Use appropriate terms Only fill-in the facets or fields and values that make sense. Not all facets apply to all content. Consider how content will be used Anticipate how the content will be searched for in the future, and how to make it easy to find the content. 19

20 Taxonomy & Search: Dynamic Filtering 21

21 Taxonomy & Search: Bucketing Results 22

22 Profiled Alerts: The Syndication Model or push content to subscribers Definition of interests to filter new or existing content New Content Subscriber Profiles Content Store/Database Pull from view of content when want it 23

23 Profiled Alerts: Receiving Content Automatically Mailing lists for announcements, listservs and blogs, follow people on Twitter and Facebook, and use other social media Selective Dissemination of Information (SDI), alert, current awareness, or push services RSS feeds (Really Simple Syndication) 24

24 Seeking Related Content Footnotes, citations, and citation indexing Authority files Hypertext Dynamic publishing 25

25 Conclusion Tagging content so it can be found Behind the screen (within the CMS) In front of the screen (on the website & the web) Identifying, packaging, and publishing related content for many distribution channels Matching people with specific content of interest 26

26 Cultivate Your Taxonomies Webinar Series Session 1: How and Where Taxonomies Appear in a Content Management System (CMS) June 22, 11:30am-12:30pm EST Joseph Busch (PPC) and Joe Hilger (Avalon) Session 2: Applying Governance Best Practices to Taxonomies and Enterprise Content July 13, 11:30am-12:30pm EST Nick Nylund (PPC) and Sam Carson (Avalon) Session 3: Leveraging Taxonomies to Implement Findable Content July 20, 11:30am-12:30pm EST Sam Mefford (Avalon), Ryan Merriman (Avalon), and Tatiana Baquero (PPC) 27

27 Special Offer Business Taxonomy Audit One of PPC s taxonomy experts will conduct a 4-hour workshop to get your organization started with an intuitive taxonomy and metadata classification schema for your content management system or portal. The workshop will include a discussion about high-level business requirements, identification of potential first level taxonomy categories, and suggestions on metadata tags to improve findability. Our consultant will further analyze the information gathered during the discussion and will provide a Taxonomy Audit Report. This report will include analysis findings, a customized starter business taxonomy, and governance recommendations based on our best practices. Search Usability Audit Avalon Consulting, LLC, is a leader in search usability. We have helped corporations, governments, non-profits, and educational institutions improve their site search experience so users can find the information they need and take action on the information they find. One of Avalon's Search Consultants will conduct an audit of search on one of your sites, evaluating how users are able to query the site and how results are returned. Findings and recommendations from the audit will be presented in a web meeting. Offer Details: 4-hour business taxonomy workshop Up to 5 workshop attendees from your organization 1-hour follow-up call Location: Washington, DC area (otherwise through conference call) Deliverable: 5-7 page Taxonomy Audit Report Cost: ($6,000) $3,000 if you confirm by July 8th, 2011 Sign up today and help your organization develop a bestin-class business taxonomy that makes your information easier to manage and maximizes content findability. Offer Details: Audit of site search on one site The site must be accessible from the public internet Up to 5 workshop attendees from your organization 1-hour follow-up call Location: Washington, DC area (otherwise through conference call) Deliverable: 5-7 page Search Usability Audit Report Cost: ($6,000) $3,000 if you confirm by July 8th, 2011 Sign up today and begin improving your search user experience. 28

28 Thank You Joe Hilger Practice Manager Niels Nielsen Practice Manager Joseph Busch Senior Principal Tatiana Baquero Principal Analyst

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