The Gilbane Advisor

Curated content for content, computing, and digital experience professionsals

Category: Enterprise Search (page 1 of 18)

Gilbane Advisor 11-20-19 — content value, enterprise search, EU, GOOG, FB

Content accounting: calculating value of content in the enterprise

Sarah O’Keefe provides a guide for measuring the business value of content for companies of all sizes. Helpful for content professionals, project managers, and senior management. Includes a sample P&L and balance sheet. Justify your project. Read More

content balance sheet

Content management on intranets: centralized, distributed, and hybrid models

This will be basic for many of you but is a clear and accessible description of the differences and the pros and cons of each model to share with non-specialist or non-technical colleagues. Read More

Google vs EU pubs and Facebook’s new trick

Frederic Filloux looks at the state of the complicated dance among EU publishers, Google, and Facebook in light of the recent announcements and motivations of each of them, and some research on news search behavior. A good read. Read More

The key to millions: enterprise search?

Steve Arnold dishes out a dose of reality in his inimitable slightly snarky way on the realities of the enterprise search market. Read More

Also…

The Gilbane Advisor curates content for content, computing, and digital experience professionals. We focus on strategic technologies. We publish more or less twice a month except for August and December.

Enterprise search

Software used to index and retrieve content that exists within or for an organization, ideally optimized for specific enterprise business requirements.

For additional definitions related search and text retrieval see Lynda Moulton’s glossary:

https://gilbane.com/wp-content/uploads/2009/01/Glossary-Taxonomy-and-Search-012009.pdf

 

Enterprise Search and Findability Survey 2014

For the third year, Findwise, an enterprise search system integrator and consulting firm based in Sweden, is doing a global survey of user experiences with content findability tools. Many of us in the field of search technology want to see how enterprises are progressing with their search initiatives. Having a baseline from 2012 is a beginning to see what the continuum looks like but we need more numbers from the user community. That means participation from institutional implementers, funding managers, administrators and end-users with a stake in the outcomes they receive when they use any search technology.

Please do not let this opportunity pass, and sign on to the survey and sign up to get the resulting report later in the year. I especially hope that Findwise gets a good uptick in responses to report at the December Gilbane conference. We need to hear more voices so pass this link along to colleagues in other organizations.

Here is the link: Enterprise Search and Findability Survey 2014

Content Accessibility in the Enterprise is Really Search

The Gilbane Conference call for speakers is out and submissions are due in three days, May 2. As one who has been writing about enterprise search topics for over ten years, and engaged in search technology development since 1974, I know it is still a relevant topic.

If you are engaged in any role, in any type of content repository development or use, you know that excellent accessibility is fundamental to making content valuable and useable. You are also probably involved in influencing or trying to influence decisions that will make certain that technology implementations have adequate staffing for content metadata and controlled vocabulary development.

Please take a look at this conference track outline and consider where your involvement can be inserted. Then submit a speaking proposal to share your direct experiences with search or a related topic. Our conference participants love to hear real stories of enterprise initiatives that illustrate: innovative approaches, practical solutions, workarounds to technical and business problems, and just plain scrappy projects that bring value to a group or to the whole enterprise.  In other words, how do you get the job done within the constraints you have faced?

Track E: Content, Collaboration and Employee Engagement

Designed for content, information, technical, and business managers focused on enterprise social, collaboration, intranet, portal, knowledge, and back-end content applications.

  • Collaboration and the social enterprise
  • Collaboration tools & social platforms
  • Enterprise social metrics
  • Community building & knowledge sharing
  • Content management & intranet strategies
  • Enterprise mobile strategies
  • Content and information integration
  • Enterprise search and information access
  • Semantic technologies
  • Taxonomies, metadata, tagging

Please consider participating in the conference and especially if content findability and accessibility are high on your list of “must have” content solutions. Submit your proposal here. The need for good findability of content has never been higher and your experiences must be heard by vendors, IT managers and content experts together in this forum.

Enterprise Search Europe special discount

enterprise search europeLast May I was delighted to participate in Enterprise Search Europe in London. There I found a committed contingent from companies seeking search solutions, entrepreneurs, and search technology integrators. They were there to share common enterprise experiences with search technologies and implementation issues. Usability, specialized business use cases and leveraging search results in business intelligence were the three areas I found most engaging. Missing from the audience was a group that belongs at this meeting: content managers. Among them should be expert taxonomists, metadata specialists, and information architects responsible for the many repositories that go into quality enterprise search deployments. Take advantage of the opportunity to pick up the great expertise that you will have access to at this meeting. I am happy to extend a 20% discount code to the meeting, so please consider using it. Apply MOULTON20 in the priority code field at online registration, which you can find at the conference site: http://www.enterprisesearcheurope.com/2014/ .

Findability Issues Impact Everything Work Related

This should have been the last post of 2013 but you know how the holidays and weather (snow removal) get in the way of real work. However, throughout the month of December emails and messages, meetings, and reading peppered me with reminders that search surrounds everything we do. In my modest enterprise, findability issues occupy a major portion of my day and probably yours, too.

Deciding how important search is for workers in any enterprise is easy to determine if we think about how so many of us go about our daily work routines:

  • Receiving and sending emails, text messages, voice mail,
  • Documenting and disseminating work results,
  • Attending meetings where we listen, contribute, view presentations and take notes,
  • Researching and studying new topics or legacy content to begin or execute a project

As content accrues, information of value that will be needed for future work activities, finding mechanisms come into play, or should. That is why I probably expend 50% of my day consuming content, determining relevance and importance, deciding where and how it needs to be preserved, and clearing out debris. The other 50% of the time is devoted to retrieving, digesting and creating new content, new formulations of found material. The most common outputs are the result of:

  • Evaluation of professionals who would be candidates for speaking at programs I help organize,
  • Studying for an understanding of client needs, challenges and work environments,
  • Evaluation of technology solutions and tools for clients and my own enterprise,
  • Responding to inquiries for information, introductions, how-to solve a problem, opinions about products, people or processes,
  • Preparing deliverables to clients related to projects

Without the means and methods of my finding systems, those used by my clients, and those in the public domain, no work would get done. It is just that simple.

So, what came at me in December that made the cut of information to be made findable? A lot, but here are just three examples.

Commentary on metadata and taxonomy governance was a major topic in one session I moderated at the Gilbane Conference in Boston, Dec. 3-4, 2013. All of the panelists shared terrific observations about how and why governance of metadata and taxonomies is enterprise-critical; from one came this post-conference blog post. It, Taxonomy Governance, was written by Heather Hedden, author of The Accidental Taxonomist and a frequent speaker on taxonomy topics. The point here: when you engage in any work activity to consistently organize and manage the professional content in your possession, you are governing that material for findability. Anything that improves the process in the enterprise, is going to be a findability plus, just as it is for your own content.

Also in December, the Boston KM Forum hosted Allan Lewis, an “informaticist” at Lahey Health in Massachusetts; he is responsible for an initiative that will support healthcare professionals’ sharing of information via social business software tools. As a healthcare informatics professional, working with electronic clinical data sets to better codify diagnostic information, Allan is engaging in an enterprise-wide project. It is based on the need for a common view of medical conditions, how to diagnose them, and assign accurate classification to ensure the best records. Here is an issue where the quality of governing rules will be reached through consensus among medical experts. Again, findability is a major goal of this effort for everyone in a system, from the clinicians who need to retrieve information to the business units who must track cases and outcomes for accountability.

Last, from among the hundreds of information resources crossing my desk last month came one, a “Thank you for donating to the Wikimedia Foundation. You are wonderful!” You might ask why this did not simply get filed away for my tax return preparation; it almost did but read on.

Throughout the year I have been involved in numerous projects that rely on my ability to find definitions or explanations of hundreds of topics outside my areas of expertise. Sometimes I use known resources, such as government agency web sites that specialize in a field, or those of professional associations and publications with content by experts in a domain. I depend on finding tools at those sites to get what I am looking for. You can be certain that I know which ones have quality findability and those with difficult to use search functions.

When all else fails, my Google search is usually formatted as “define: xxx yyy” to include a phrase or name I seek to better understand. A simple term or acronym will usually net a glossary definition but for more complex topics Wikipedia is the most prominent resource showing up in results. Sometimes it is just a “stub” with notations that the entry needs updating, but more often it is very complete with scores of links and citations to help further my research. During one period when I had been beating a path to its site on a frequent basis, a banner requesting a donation appeared and persisted. As a professional benefiting from its work, I contributed a very modest sum. When the thank you came, I found the entire correspondence compelling enough to share parts of it with my readers. The last paragraph is one I hope you will read because you are interested in “search” and probably have the knowledge to contribute content that others might search for. Contributions of money and your knowledge are both important.

It’s easy to ignore our fundraising banners, and I’m really glad you didn’t. This is how Wikipedia pays its bills — people like you giving us money, so we can keep the site freely available for everyone around the world.

People tell me they donate to Wikipedia because they find it useful, and they trust it because even though it’s not perfect, they know it’s written for them. Wikipedia isn’t meant to advance somebody’s PR agenda or push a particular ideology, or to persuade you to believe something that’s not true. …

You should know: your donation isn’t just covering your own costs. The average donor is paying for his or her own use of Wikipedia, plus the costs of hundreds of other people. …

Most people don’t know Wikipedia’s run by a non-profit. Please consider sharing this e-mail with a few of your friends to encourage them to donate too. And if you’re interested, you should try adding some new information to Wikipedia. If you see a typo or other small mistake, please fix it, and if you find something missing, please add it. There are resources here that can help you get started. Don’t worry about making a mistake: that’s normal when people first start editing and if it happens, other Wikipedians will be happy to fix it for you.

So, this is my opening for 2014, a reflection on what it means to be able to find what we need to do our work and keep it all straight. The plug for Wikipedia is not a shameless endorsement for any personal gain, just an acknowledgement that I respect and have benefitted from the collaborative spirit under which it operates. I am thanking them by sharing my experience with you.

Can Human Sensors Contribute to Improving Search Technology?

Information Today fall meetings usually have me in the Enterprise Search Summit sessions but this year KM World was my focus. Social networking, social media and tools are clearly entering the mainstream of the enterprise domain as important means of intra-company communication, as many corporate case presentations revealed. But it was Dave Snowden’s Thursday keynote, Big Data vs. Human Data, which encouraged me because he conveyed a message of how we must synthesize good knowledge management practices out of both human and machine-based information. Set aside 52+ minutes and be prepared to be highly stimulated by his talk .

Snowden does the deep thinking and research on these topics; at present, my best option is to try to figure out how to apply concepts that he puts forth to my current work.

Having long tried to get enterprises to focus on what people need to do to make search work meaningfully in an organization, instead of a list of technology specifications, I welcome messages like Snowden’s. Martin White called for information specialists for search management roles earlier this year in a CMSWire piece. While it may be a stretch to call for “search specialists” to act as “human sensors,” it does merit consideration. Search specialists have a critical role to play in any enterprise where knowledge assets (content and human expertise), data retrieval and analysis , and understanding user needs must fit cohesively together to deliver a searchable corpus that really works for an organization. This is not typically an assignment for a single IT professional focused on installing software, hardware and network oversight.

One of the intangible capital assets defined by a recent start-up, Smarter-Companies, Inc., is human capital. Founder Mary Adams has devised a methodology to be used by a person she calls an Icountant. An Icountant establishes values for intangible capital and optimizing its use. Adam’s method is a new way of thinking about establishing asset value for organizations whose real worth has more to do with people and other intangibles than fixed assets like buildings and equipment.

Let’s consider the merit of assigning value to search specialists, those experts who can really make search technology work optimally for any given enterprise. How should we value them? For what competencies will we be assigning jobs to individuals who will own or manage search technology selection, implementation/tuning and administration?

Rather than defaulting to outside experts for an evaluation process, installation and basic training for a particular technology, we need internal people who are more astute about characteristics of and human needs of an organization. High value human sensors have deep experience in and knowledge of an enterprise; this knowledge would take the consultant off-the-street months or years to accrue. People with experience as searchers and researchers supporting the knowledge intensive units of a company, with library and information science training in electronic information retrieval methods must be on the front lines of search teams.

Knowledge of users, what searchable content is essential across all business units, and what is needed just for special cases is a human attribute that search teams must have. Consider the points in White’s article and the wisdom of placing humans in charge of algorithm-based solutions. What aptitudes and understanding will move the adoption of any technology forward? Then pick the humans with highly tuned sensitivity to what will or will not work for the technology selection and deployment situation at hand. Let them place search technology in the role of augmenting human work instead of making human workers slaves to technology adaptation.

If you are at the Gilbane Conference next week, and want to further this discussion, please look for me and let me know what you think. Session E7 will have a special focus on search, Strategic Imperatives for Enterprise Search to Succeed, a Panel Discussion. I will be moderating.

Healthcare e-Commerce Search Lessons for the Enterprise

Search Tools Wanting on Many Exchanges: This headline was too good to pass up even though stories about the failures of the Affordable Care Act web site are wearing a little thin right now. For those of us long involved in developing, delivering and supporting large software solutions, we can only imagine all the project places that have brought about this massive melt-down. Seeing this result: “many who get through the log-in process on the new health insurance exchanges then have trouble determining whether the offered policies will provide the coverage they need”, we who spend hours on external and internal web sites know the frustrations very well. It is not the “search tools” that are lacking but the approach to design and development.

This current event serves as a cautionary tale to any enterprise attempting its own self-service web-site, for employees’ in-house use, customer service extranets or direct sales on public facing sites.

Here are the basic necessary requirements, for anyone launching large-scale site search, internally or externally.

Leadership in an endeavor of this scale requires deep understanding of the scope of the goals. All the goals must be met in the short term (enrollment of both the neediest without insurance AND enrollment of the young procrastinators), and scalable for the long term. What this requires is a single authority with:

  • Experience on major projects, global in reach, size and complexity
  • Knowledge of how all the entities in the healthcare industry work and inter-relate
  • Maturity, enough to understand and manage software engineers (designers), coders, business operations managers, writers, user interface specialists and business analysts with their myriad of personality types that will be doing the work to bring millions of computing elements into synch
  • The authority and control to hire, fire, and prioritize project elements.

Simplicity of site design to begin a proof of concept, or several proofs of concept, rolled out to real prospects using a minimalist approach with small teams. This a surer path to understanding what works and what doesn’t. Think of the approach to the Manhattan Project where multiple parallel efforts were employed to get to the quickest and most practical deployment of an atomic weapon. Groves had the leadership authority to shift initiative priorities as each group progressed and made a case for its approach. This more technically complex endeavor was achieved over a 4 year period, only one year more than this government healthcare site development. Because the ability to find information is the first step for almost every shopper, it makes sense to get search and navigation working smoothly first, even as content targets and partner sites are being readied for access. Again, deep understanding of the audience, what it wants to know first and how that audience will go about finding it is imperative. Usability experts with knowledge of the healthcare industry would be critical in such an effort. The priority is to enable a search before requiring identity. Forcing enrollment of multitudes of people who just want to search, many of whom will never become buyers (e.g. counselors, children helping elderly parents find information, insurers wanting to verify their own linkages and site flow from the main site) is madness. No successful e-commerce site demands this from a new visitor and the government healthcare site has no business harvesting a huge amount of personal data that it has no use for (i.e. marketing).

Hundreds of major enterprises have failed at massive search implementations because the focus was on the technology instead of the business need, the user need and content preparation. Good to excellent search will always depend on an excellent level of organization and categorization for the audience and use intended. That is how excellent e-commerce sites flourish. Uniformity, normalization, and consistency models take time to build and maintain. They need smart people with time to think through logical paths to information to do this work. It is not a task for programmers or business managers. Content specialists and taxonomists who have dealt with content in healthcare areas for years are needed.

How a public project could fail so badly will eventually be examined and the results made known. I will wager that these three basic elements were missing from day one: a single strong leader, a simple, multi-track development approach with prototyping and attention to preparing searchable content for the target audience. Here is a lesson learned for your enterprise.

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