Knowledge Management

and SharePoint
Willem Burger
SharePoint Lead - Shoprite
KM Areas to cover
SharePoint and Knowledge Management
capabilities
Storeportal and headoffice & learning
portal stories
Our Knowledge Centre's SharePoint future
Pervasive Knowledge Management in
SharePoint
Cultural Issues and Adoption

Agenda
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

Areas to cover
How SharePoint can help (dilbert)
SharePoint and Knowledge Management
capabilities
SharePoint in a nutshell
 Place of
knowledge
artifact individual

structured Document Expert User

libraries Profile
Nature of
knowledge
Content Stores
Free flow
(i.e file
unstructured Collaboration
shares)

Enhanced knowledge content and time saving

When searching for content in Sharepoint

Knowledge quadrant
SharePoint: Document Properties

SharePoint Metadata
A Powerful Combination

SharePoint Taxonomy
•Many content types and formats •Methodical classification and
• Documents categorization
• Images / media •Controlled tagging vocabulary
• Wikis / blogs / discussions
•Faceted; multiple points of access
• People records
•Systematically governed
• Business data
• Events •Maps organizational knowledge
•Residing in a single system •Contextualizes content
•Created and managed through a •Improves search precision and recall
common process
•Facilitates information discovery
•Searchable through one search
engine

Findability  Actionability  Business value

 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: Site Columns

 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: Content Types
 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
Power Tool: Managed metadata
 Interestssection
 Organization
 Tags and Notes (social)
 Content
 Colleagues
 Membership

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

Powertool : My sites and user profiles

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

Powertool Blogs and wiki’s

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
Metadata-Driven Navigation
◦ Refiners (aka faceted search),tags etc
People and Expertise Search
Customize the Search Experience
Microsoft FAST Search Server 2010 for
SharePoint

Search - features
 Traditional Approach

Headoffice portal Storeportal and

stories - KM
Head office
Store Portal
 Traditional Approach

Knowledge Learning
Public Information Sharing
DEMO
 Something old , something new,
something borrowed, something…

Our new approach

 Head Office Storeportal

Central
Knowledge
Centre

Knowledge Centre's in SharePoint

tablets and mobile
 Customers Employees Operations

Mobile

Business Systems

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

Create/Source Formalize/organize
• Anybody, • Taxonomy,
share,tools • folksonomy

Collaborate/feedback Distribute/consume
• Consumptions, Team, • Bubble up,
Refinement Pervasive • integrated day to day

Pervasive Knowledge
Management
Pervasive Knowledge
Management in SharePoint
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)

Everyday Pervasive Sample

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

Cultural Issues and Adoption –Some Thoughts.

 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

Getting Started
 Recap
&
QA

Willem Burger
SharePoint Lead – Shoprite
wburger@shoprite.co.za
thanks @willemburger