SharePointintersectionSession SP02

Taming the Wild, Wild West: Creating a Practical and Consumable SharePoint

Governance PlanSue Hanley

sue@susanhanley.com@susanhanley

©2013 SUSAN HANLEY LLC

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About Me

• President, Susan Hanley LLC• Led national Portals, Management

Collaboration, and Content practice for Dell

• Director of Knowledge Management at American Management Systems

• Governance• User Adoption• Metrics• Information

Architecture• Knowledge

Management• Portals• Collaboration

Solutions

susanhanley

sue@susanhanley.com

www.networkworld.com/community/sharepoint

www.susanhanley.com

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Agenda

Understanding what we really mean by governance—and why there are so many definitions

Asking the right questions Making the answers consumable Sharing experiences!

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A winning formula

= + +

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Why do we care?

Why do we care?

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It really should be pretty simple … and directly tied to business goals

Current State Desired Future State

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Understand what your end state goal really is!

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Governance in Three Words

No Sharp Edges

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But, don’t do it unless you can

Commit

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1. Align with business goals – what are we trying to accomplish?

Because that will drive how strict you need to enforce your rules

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2. Align with existing policies – especially information assurance and records management

Because you shouldn’t have to invent everything new and you may need to “design it in

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3. Understand existing teams and roles – what is already in place?

Because people already have jobs and you may need to define new roles or relationships

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4. Engage with HR - early

Because if job descriptions need to be changed, you’d better have some support

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Put together the right team – small, inclusive, empowered

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Have the right conversations

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Answer the key questions Vision and Overview Enterprise Decisions

Compliance Training Access Provisioning Branding and Functionality Information Architecture Content Life-cycle Management Personal Sites/Social Features

Roles and Responsibilities Site Specific Decisions Operational Decisions

http://tiny.cc/SharePointGovQuestions

My lessons learned about the “governance conversations”

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No more than 2-3 hours per

conversation

Not all in the same

week, please

Distribute the

questions in advance

Make sure you know what your outcomes are

Your vision and goals drive your governance plan

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Compliance-focused

Few Enforceable

Rooted in business value

Relevant to each user Sensible

Policies

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Examples of Social Media Governance Policies

http://socialmediagovernance.com/policies.php

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It takes a village

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SharePoint Steering Committee

Training and Communications

SharePoint Executive Sponsor

SharePoint IT Owner

SharePoint Infrastructure Support Team

SharePoint Administrator

Help Desk

SharePoint Architect

Application Development Team

Intranet Information Architect

Intranet Business Owner

Intranet Steering Committee

Intranet IT Owner

Intranet Page Owners

Intranet Content Authors

Intranet Visitors

Enterprise Roles

Power Users

Coaches

The Owner is accountable, but we’re all responsible!

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Site Sponsor

Business Owner

Solution Analyst

Content Authors

Site Manager/ Contact (s)

Site Visitors

Site Roles

Making it consumable

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How will you tell the story?

How will you provide guidance and direction?

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Typical Governance Plan

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Our goal: Consumable

… and just in time

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Principles

Consumable chunks – no big documents or long pages

“Quick Guides” Integrate with training Interconnected Just in time!

http://tiny.cc/ContentAuthoring

VisualSP from SharePoint-Videos.com

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The ribbon is great, but you can also add CEWPs to surface “in place”

Link to governance about documents from doc libs

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Just in time training and governance – the Site Pages wiki library

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Small chunks of consumable content

Socialize, Promote, Verify

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Socialize Find Champions

Be responsive to feedback

Trust, but verify

Communicate persistently

… and incorporate into training

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Training

Governance

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My Lessons Learned

It’s really about both assurance and guidance – and it takes COMMITMENT – plan, plan, plan

No one cares about governance – until you make it all about them!

Less is more – avoid unnecessary bureaucracy – and long documents

Small chunks of consumable content – just in time! Build best practices into your site templates and automate

everything you can A governance plan doesn’t replace training … and training should include governance

Your lesson learned

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Governance =

Questions?

Thank you!

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