3. This session will show you how to craft
an effective information strategy and
steer your path to the cloud
4. Focused on Search and
SharePoint since 2004
Longtime Search Nerd
⢠CTO, BA Insight
⢠Senior PM, Microsoft
⢠VP, FAST
⢠SVP, LingoMotors
Passionate About
⢠Search
⢠SharePoint
⢠Information Management
⢠Information Strategy
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Impact of ineffective information strategy
Lack of strategic plans on what to use (SharePoint) for was given
as 2nd biggest issue with adoption of SharePoint, following only
lack of expertise to maximize its usefulness (46%)1
1 â The SharePoint Puzzle â adding the missing pieces - AIIM 2012
Laggards employing 1,000
knowledge workers waste over
annually unsuccessfully
searching for information2
$5.7M
2 â Unlock the Hidden Value of Information - IDC 2015
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Benefits of effective information strategy
1 â Unlock the Hidden Value of Information - IDC 2015
Leaders are
more likely than
others to experience
benefits that exceed
their expectations
5X
10.
11.
12. Iâm in IT. Will the business listen to me?
Our data is all over the place!
How can I quantify the value?
Will a strategy really stop the chaos?
Moving to the cloud is overwhelming!
I canât change the culture by myself
How will I fit this in? I have a day job you knowâŚ
27. I need a 360° view
Our information is dynamic,
but my reports are static
I donât want to
find documents,
I want to discover
new information
Business RequirementsContent Systems
28. A Recipe for Improving your Search
Connect to Authoritative Sources
Develop a list, prioritize, and iterate
MetaTag and Classify Content
Use metadata for governance, findability, and workflow
User Experience
Understand and focus on users
Effective Strategy and Plan
Incorporate your business drivers
29.
30. Example: the Challenge
Users searching for content couldnât connect the dots, were
missing the context and only found incomplete content sets
No document
found
Incomplete
document sets
Inconsistent filing &
metadata
31. Consolidate
into 2 Cloud + 3 on-premises repositories
Connect
to create a unified view
Standardize
with metadata
32. BA Insight Software Portfolio
Content Connectivity - Secure connectors and
federation to a wide variety of content systems,
enabling unified views of all knowledge assets.
Content Classification - Auto-tagging,
metadata generation, and text analytics to
increase findability.
User Experience Applications - Smart
Previews and User-Generated InfoSites help
users find the right information faster for
improved productivity.
Visit booth # 509 in the SharePoint area
33. of knowledge workers regularly
access 4 or more systems to get the
information they need to do their jobs
61%
regularly access 11 or more systems
of a typical knowledge workerâs day is spent
looking for and consolidation information
spread across a variety of systems
36%
15%
47. What is the same:
ď§
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ď§
ď§ More volume, variety
ď§ Faster velocity, cycle time
ď§ New Models, new threats
ď§ Higher user expectations
ď§ Less control
ď§ More choice
What is different:
50. ď§ More business stakeholders bypassing IT and directly
pursuing cloud services, without consideration to governance
ď§ More options for working with unstructured content
ď§ New business demands coming at short notice - information
management infrastructure has to be more flexible
ď§ Availability of cloud-based management tools
53. Migrate
Move everything to the
cloud
at your own pace
Co-Exist
Maintain a hybrid model
Keep using On-Premises
systems & customizations;
mix according to need
Most organizations fail to manage their information and canât keep up with the new world of the cloud because they havenât started with a strategy.
{Poll}: How many believe you have an information strategy? Good one? One you use?
Why? Discussed a lot with several of my colleagues and friends, including Jan Rivkin, who leads the Harvard Business Schoolâs strategy unit. Biggest impediments are lack of understanding and fear.
My goal is to help you a bit with both of those. We are going to have a special focus on the cloud and Office 365 because it is very active in many organizations and as youâll see, thereâs both a necessity and an opportunity to improve the state of your information strategy.
I am not a strategy consultant. I am a search nerd.
I started helping people with search strategy because it was often the missing ingredient; lack of an effective strategy just got in the way, and I saw the aftermath in the form of failed projects, confused people, and information chaos. Itâs hard to get people who are in that place to success without helping them with their search strategy. Thatâs often generalized to information management strategy.
Turns out this was kind of coming home, since my father was a business professor and taught long-range planning at the US Military Academy at West Point. When he was alive, weâd joke about the books Iâd coauthored on search and the books heâd coauthored on strategy â how they were like peanut butter and chocolate.
At Harvard Business School, there is a semester long course about information strategy and a textbook with 21 cases. (not a book I recommend, actually). But even professors like my father and my friend Jan are acutely aware of the difference between theory and practice and the need to have a focused, real-world strategy.
This means: keep it simpleâŚIâll use a simple little rubric for this session that includes the things you see here.
General Norman Schwartzkopf (who as it turned out took an executive class from my father) famously said that a strategy that canât be executed was not a strategy.
Complex endeavors need a framework to keep them on course. But it shouldnât be a complex framework.
The truth of the matter is that you always know the right thing to do. The hard part is doing it.
Operational Excellence - Fedex, IKEA, Wal-Mart, Chevron â key is to be able to operate more crisply and efficiently than competitors. Cost leadership means high-volume, transaction oriented operations and a premium on benchmarking, measuring KPIs, total quality management, etc.
Product Leadership â Fidelity, BMW, Pfizer, Apple â creativity, problem solving, teamwork are recognized as important, expensive talent means mastering collaboration, knowledge management, etc.
Customer Intimacy â Lexus, Virgin Atlantic, Amazon - focus on personalization of services and customization of products. Not necessary the cheapest or the most innovative offering, but tuned to the individual customer. Tend to be decentralized organizationally, aligned through information functions and prize applications like customer 360.
Not trying to do everything in 75 minutes, but this should help you with understanding and with fear.
If you donât have an effective strategy, bad things happen.
If you do: good things
Who in the room is in IT?
This can be an opportunity personally to have more impact and visibility.
These are real concerns, but in some ways they are people Creating a barrier
Do you need to have a cultural revolution?
Utility: information available to everyone for any purpose. Example: Bose making product and customer information as widely available as possible.
Enabler: information tailored for a particular goal, such as pharma research. The product is not information but the value of the information is related to the value of the product.
Driver: information firm, or information as part of the product, such as a wealth management portal with customized market information.
Talked about these a bit ago.
I didnât make these up: Michael Treacy & Fred Wiersema published this book almost exactly 10 years ago, has stood the test of time
Executive-level buy-in is crucial
Start with vision and values
Establish quantified wins; âWe just saved $1M in legal costsâ
Build on the alignment you have established
Add âNew Businessâ and âRisk Managementâ to the vocabulary
Different categories of information value
Nuisance
Compliance â mandated to keep
Operational
Growth
SAFE: support the delivery of safe, accurate and predictable systems â operational, familiar to IT
FAST: deliver faster results, more freedom of choice and more insightful interactions, growth, where business may be going around IT
Very hard to do both
Start with the business imperative
Describe strategy as projects, not policies
BAD example:
âThe risks relating to information resources will be identified, with appropriate levels of management appliedâ.
GOOD example:
âA content inventory project will be done next, detailing what exists today and rating the value, opportunity, and risk of each sourceâ
Use patterns
Look at Growth & Operational categories for opportunity, compliance for risk
Value of Content can be related to what the content is about: employee, product, customer, financial, asset, âŚ..
Use sub-strategies
Functional or Vertical strategies make for clarity and manageable projects
Converting from paper to digital, if not already done, is an obvious target.
If done already, can use it as a visible success story
Strategy is more about vision than analysis
Avoid the âcomplete analysis of strategic optionsâ trapâŚ.
Canât predict, but can anticipate surprises
âVisible winsâ come in project form
Common âearly winsâ: Content Inventory, portal supporting new initiative, âsurgicalâ information quality project, search-driven application, paper conversion
Expect priorities to change
In a tight economy, process efficiency and automation tend to get priority
Innovation, Customer Loyalty, or innovation can take the front seat in growth situations
Strategy is a framework
Governance should relate to strategy
Projects may focus on enabling infrastructure, life cycle, metrics
Market/Evangelize continually
Use âRelateâ as a reminder to connect the dots
Relate Infrastructure to Strategy
Cloud infrastructure is strategic
Notes
O365
80% of workload
Central Internal
Provides services to other environments (yellow arrows)
Extranet
In general, parallel architecture to Central
In-country
Deployed based on need
Internal and extranet options
Keep metrics simple
Information quality is more measurable than you may think â for example # of copies on average or % with no metadata
Governance programs will define a handful of key metrics; use them
Update the plan
Project priorities will change over time
Use updates to reinforce the strategy
Remember to use common language
Align: to your business driver(s)
Support: based on ROI + expanded capabilities
Publish: clearly and often
Iterate: in small projects
Relate: to your infrastructure
Evaluate: and adapt
Classic illustration of the idea â as information grows it actually decreases in value unless you have effective information management and search
Search is key to information strategy
But is a subset
Many parallels across structure and unstructuredâŚ.
Master data management and metadata management
Data Strategy & Information Architecture
Iterate
Going from 19 systems to 5
Connectors to creat unified indiex
Standardized metadata using autoclassification
Begin with the end in mind
Jan â business folks â comfy with intuitive thinking
My father â military folks â got long range planning (perhaps that was his lense)
IT â operational and scientific mindset
â intuitive seems airy/fairy, long range planning is analysis paralysis
Non-linear â canât analyze everything
Much more about vision and communication than analysis anyway
Great examples in case studies of substrategies and publishing often
Physicians â more effective with good information
Patient information access
Public health and flu information
12,000 people moved to private cloud in 10 months
454 pages â
well planned, well written
completely inappropriate for most organizations
Source of fear and analysis paralysis
Canât use name but great example
- 20 slide powerpoint
kept to the idea of strategy as approach to move from here to where you want to be
Natural to look at information asset classes the way they look at financial asset classes
used nuisance, compliance, operation, growth categories
Office 365 gives them multiple opportunities, IDâd 20 projects and started 3:
Content audit
Customer information personalized extranet (wealth management)
Search application for wire fraud investigations
Pattern From gartner information strategy cookbook
Examples hit all of these
What is the same:
Still need to establish:
Value of information
Tie to business strategy and initiatives
Cultural fit
Still more people than technology
Roles & Individuals
Executive buy-in and backing
Organizational change management
Still same infrastructure questions
What systems do you need to run your business
What should be consolidated/migrated/dropped
What is different:
More & Faster
Volume, Variety, Velocity of Information
Cycle Time/Agility of Business
Spectrum of collaboration tools/styles
New Models
Can outsource/leverage - {Sa, Ia, Pa}aS
Business networks & Internet models
New types of security threat
Higher User expectations
Mobility
âConsumerization of ITâ
Tata Communications research came out in March including finding that 83 percent of executives report benefits they did not expect to see.
This recent research out of Tata Communications (march 2015) has found that 85 percent say cloud had âlived up to industry hype.â For example, 25 percent say they unexpectedly experienced improved communications within their organizations. Another 22 percent report increased revenues they did not anticipate, and 22 percent say they experienced greater customer satisfaction â again, not part of the original plan. Itâs also notable that 21 percent say cloud has actually delivered improved security.
CFO got flowersâŚfrom Salesforce saying âcongratulations for passing 500 seatsâ. He said âI didnât know we had Salesforceâ.
Gartner report: I can get access to you, reach out to me.
âthrow your room key under my doorâ
Big data topical, which is an opportunity for you to reinforce the âvâs.
In some organizations, there is a new role of Chief data officer, or talk of Infonomics
Reinforce this in your vision statements
more organizations reaching the conclusion that the information should be managed as one of the main assets of the company
contributes both to identify opportunities and to reduce business risks.
Volume: BIG DATA(Petabytes are the new Gigabyte)8,000 Exabyte's by 2015 Source: IDC
Velocity: Creation, ConsumptionEvery two days now we create as much information as we did from the dawn of civilization up until 2003
Eric Schmidt (Former CEO of Google)
Variety: Data stored in Silos90% of data by 2015 will be unstructured Source: IDC
Value: Competitive Differentiator
1 in 3 business leaders donât trust the information they use to make decisions Source: IBM
Matt Varney from KCTCS
41 campuses, over 100,000 students
Allowed them to do something they could not of otherwise.
Reference to second screen â
Ask how many are using it
Apps for everyone?
Itâs a tsunami, you canât stop it, but you can surf it.