How to do Content & Search
Assessment in Microsoft 365
Eindhoven, Netherlands
Agnes.Molnar@SearchExplained.com
https://SearchExplained.com
Introduction – Agnes Molnar
Clients
& speaking in
30+ countries
15+ years experience
with SharePoint &
Search
Founding Member of
The Search Network
&
Board Member of IKO
Microsoft
Regional Director,
15-years MVP
Agnes.Molnar@SearchExplained.com
https://SearchExplained.com
© Search Explained 2022
Services – Search Explained
© Search Explained 2022
Workshop Logistics
Workshop starts:
Morning Break:
Lunch:
Afternoon Break:
Workshop ends:
9:00
10:30 – 11:00
12:45 – 14:00
15:15 – 15:45
17:00
Interactive – interrupt, ask, discuss!
© Search Explained 2022
Agenda
•
•
•
•
•
•
•
•
Case Study & Exercises
End User Pain Points & Requirements
User Personas
Success Factors of Enterprise Search
Search Maturity Model
Content Lifecycle
Microsoft Search vs. Custom Search application
Search & Content Governance
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Introduction – You!
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What's your job role?
ⓘ Start presenting to display the poll results on this slide.
Which country are you from?
ⓘ Start presenting to display the poll results on this slide.
Workshop Resources
https://searchexplained.com/espc22/
Pwd:
Search?Find!
© Search Explained 2022
THE CASE STUDY
Workshop Case Study
• International Business Consulting Company
• Approx. 10K users
• Primary Pain Points (Before the project):
–
–
–
–
–
–
Content silos
Too much noise
Hard to find knowledge and lessons learned
Hard to find experts in the organization
Multi-lingual organization
Managing knowledge is slow and cumbersome
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The Reality in Most Cases…
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Exercise #1 – End User Pain Points
• Six Groups
• Your “Job Role” in the group:
https://searchexplained.com/espc22/
Pwd: Search?Find!
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Exercise #1 – End User Pain Points
• Go to your Group Board
• Collect as many pain points as possible
– What’s wrong with search?
– What cannot you find?
– What would you like to change?
– What hurts about search?
–…
12 min
https://searchexplained.com/espc22/
Pwd: Search?Find!
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End User Survey Example
https://forms.microsoft.com/r/wZbGFF55hV
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Organizational Goals and Priorities
Remembering
Coordinating
Innovating
• The users should access and find all the desired and
relevant information and knowledge.
• The content should be relevant, timely, and authoritative.
• The users should be able to pull insights together from
across various sources to see larger patterns.
• The users should be able to learn, adapt, and innovate to
meet new needs as they arise.
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Your Key Users: Define Search Personas
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Personas – Example 1: “Andrew”
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Personas – Example 1: “Andrew”
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Personas – Example 2: “Marta”
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Personas – Example 2: “Marta”
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Exercise #2 – Create Personas
• Define the two (or three) most important
personas based on the pain points
collected in Exercise #1
20 min
https://searchexplained.com/espc22/
Pwd: Search?Find!
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SUCCESS FACTORS OF SEARCH
Know your Users’ Needs
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Involve & Get Involved!
Source: http://searchpatterns.org
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Strategy
Confirm the
need
Create
business
case
Budget
Planning
Content
inventory &
audit
Framework
Culture
Testing and
Piloting
POC / pilot
Measure &
Analize
Align &
Finalize
Roll-out
Apply to the
whole org.
Document
Training
Support
Monitor,
measure &
analize
Operation
Governance
Nick Milton, Patrick Lambe: The Knowledge Manager’s Handbook
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Governance!
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THE SEARCH MATURITY MODEL
https://docs.microsoft.com/en-us/microsoft-365/community/microsoft365-maturity-model--intro
The Search Maturity Model
Level 100
Level 200
• “I use search
if I have to,
and I don’t
expect to
find what I
need”
• “Search can
be useful,
but it would
be nice if I
could find
specific
things”
Level 300
Level 400
• “We see
• “Search is
Search as a
everywhere,
business
finds the
asset and
things we
invest in
need.“
broadening it
and adding it
to
applications.”
Level 500
• “Search is
everywhere,
finds everything,
often without
being asked and
keeps getting
better”
https://docs.microsoft.com/en-us/microsoft-365/community/microsoft365-maturity-model--intro
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The Search Maturity Model
Maturity
Level
Description
Intent
Level 500
Optimizing
• Deliberate and systematic process improvement/optimization
• Focus is on continually improving process performance
• Addressing statistical common causes of process variation and iterative process
improvement
Optimal, systematic, statistical,
improvement-focus, automated,
assured, proactive
Level 400
Predictable
•
•
•
•
Actively managed in accordance with agreed processes and has tracked metrics
Effective achievement can be evidenced across a range of operational conditions
Process has been tested and refined
Process users demonstrate competence
Productive, interactive,
responsive, enhanced, effective,
adaptable, quality
Level 300
Defined
•
•
•
•
Defined and standardized
Signed off, managed process
Limited validation of effectiveness, doesn’t include edge cases
Process users demonstrate familiarity
Documented, policy-driven,
planned, controlled, stable
Level 200
Managed
•
•
•
•
Key processes defined but not standardized, uniformly or strongly applied
Some ability to demonstrate consistent outcomes
Limited buy-in from staff and management
Widespread inconsistency and resistance
Routine, legacy, fire-fighting,
variable, personally managed
Level 100
Initial
•
•
•
•
Default, starting/exploratory state
People driven processes, lacking documentation and discipline
Many ways of doing the same thing (with variable results)
Characterised by inefficient legacy approaches and pockets of unmanaged innovation
Ad hoc, reactive, uncontrolled,
chaotic, unstable, not designed
https://docs.microsoft.com/en-us/microsoft-365/community/microsoft365-maturity-model--intro
© Search Explained 2022
CONTENT LIFECYCLE
“The No. 1 thing you can
do to improve findability
is to attend to your content.”
(C) Search Explained, 2022
Exercise #3 – Content
• Identify the key types of content for your
key Personas
• Input: what content they need
• Output: what content they create
Priorities!
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15 min
https://searchexplained.com/espc22/
Pwd: Search?Find!
Designing the Information Architecture
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Content Lifecycle – Create
• Responsibilities
• Who can request new content?
• Who can create new content?
• How to check if content does
exist?
• …
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Content Lifecycle – Create
Different types of content
Different processes
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Content Lifecycle – Maintenance
• Responsibilities
• Who is the “Content Owner”?
• Delegation?
• Automatize as much as
possible
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Content Lifecycle – Maintenance
Different types of content
Different processes
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Exercise #4 – IA & Content Lifecycle
• Identify the top priority
• Input: what content they need
• Output: what content they create
Priorities!
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30 min
https://searchexplained.com/espc22/
Pwd: Search?Find!
MICROSOFT SEARCH FEATURES
Bookmarks
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Bookmarks
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Bookmarks
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Q&A
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Q&A
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Q&A
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Acronyms
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Acronyms
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Locations
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Locations
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Locations
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Floor plans
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CUSTOMIZATIONS
Verticals
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Verticals
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Verticals
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Verticals
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SEARCH CONNECTORS
Selecting Sources
a
b
c
d
e
f
g
h
i
j
k
l
m
n
o
p
q
R&D projects - reports
R&D projects - research notebooks
Historical projects (OCR)
Prototype data
Lab notes
Patent prep library
CAD drawings
Testing/Stress Data
Design Patterns
Technical Data Sheets
Expert Profiles
Regulation Database
Subscription (OneSource, Lexis)
Industry database
Competitor Web Crawling
Industry patents
Newswires
Impact of Content
Content Sources for Onboarding
j
i
a
k
l
g
e
b
n
f
d
o
m
p
q
h
Onboarding & Cleanup Effort
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c
Data Sources / Search Connectors
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Data Sources / Enterprise Websites
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Data Sources / Enterprise Websites
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Data Sources / Enterprise Websites
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Data Sources / Enterprise Websites
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Data Sources / Enterprise Websites
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CUSTOM SEARCH
EXAMPLES
GOVERNMENT AGENCY, SINGAPORE
(C) Search Explained, 2022
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(C) Search Explained, 2022
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(C) Search Explained, 2022
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(C) Search Explained, 2022
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FINANCIAL ORG., USA
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Exercise #5 – Search Requirements
• Focus on the top priority
• Input: what content they need
• Output: what they want to do with it
Priorities!
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30 min
https://searchexplained.com/espc22/
Pwd: Search?Find!
SEARCH GOVERNANCE
Elements of Governance
Content
Governance
Search
Governance
Taxonomy
Governance
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Content Governance
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Straits Knowledge, Search Explained 2020
CONCLUSIONS
Search is not a one-time project
Minor updates
v1.0
v2.0
v3.0
Time
1-2 year(s)
1-2 year(s)
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Search sessions at ESPC22 - Wed
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Search sessions at ESPC22 - Thu
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What is the #1 thing you've learned today?
ⓘ Start presenting to display the poll results on this slide.
© Search Explained 2022
Agnes.Molnar@SearchExplained.com
https://SearchExplained.com/