7 Key Governance Tips for Office 365

Credera is a full-service management and

technology consulting firm. Our clients range

from Fortune 1,000 companies to emerging

industry leaders. We provide expert, objective

advice to help solve complex business and

technology challenges.

Dallas Office15303 Dallas ParkwaySuite 300Addison, TX 75001

972-692-0010 Phone972-692-0019 Fax

Denver Office5445 DTC ParkwaySuite 1040Greenwood Village, CO 80111

303-623-1344 Phone303-484-4577 Fax

Houston Office800 Town & Country BlvdSuite 300Houston, TX 77024

713.496.0711 Phone713.401.9650 Fax

Austin Office9020 N Capital of Texas HwySuite 345Austin, TX 78759

512-327-1112 Phone512-233-0844 Fax

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7 Key Governance Tools for Office 365

Jesus J Salazar

Credera

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Jesus J Salazar, Principal

• 12 years of experience with Microsoft-based technologies

• Experience delivering IT solutions to medium and large businesses

• Strong focus on SharePoint since 2003

• Microsoft Certified Professional

• Member of the Office 14 Developer Advisory Council where he helped shape the features and architecture of the next generation of Microsoft Office and SharePoint

Speaker Introduction

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Agenda• Introductions• Governance

– Governance Overview– What Governance Is and Isn’t– Office 365 Sizing

• 7 Key Governance Tools– 1. Collaboration Center of Excellence– 2. Governance Workspace– 3. End User Surveys– 4. O365 Reporting/Auditing– 5. SharePoint Lists – Ensure Focus– 6. Agile Approach– 7. The “Tune Up”

• Questions and Answers

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Governance Overview

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Wikipedia defines Governance as:

The act of governing and the decisions that define expectations, grant power, or verify performance… In respect to business

governance relates to consistent management, cohesive policies, guidance, processes and decision-rights for a given area of

responsibility

Governance: Definition

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Information and

CollaborationGovernance

Information Architecture

Taxonomy Framework

Branding

Provisioning& Archiving

Enterprise Search

Testing

Education & Training

• Site and information structure and usability

• Classification of information• Look and Feel• Creation of information

artifacts, Archiving it• Ease of finding content• Ensuring quality delivery• Topics and method of training

employees

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What Governance is and isn’tGovernance is:• An active people and business

oriented process• An interactive model to solve

problems• A tool that ensures business value

and continuous improvement!!!

Governance is NOT:• Large binders of complicated

policies, procedures, and standards• Technology specific

Keep it simple, straightforward, and easy to execute!

http://inventionaddict.com/wp-content/uploads/2009/12/rube-goldberg.jpg

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What are the impacts of Office 365?

• In some ways, it simplifies Governance even further

• SharePoint and Exchange are primarily affected

• The biggest impact Office 365 has on Governance is sizing limits

• Data sprawl must be watched more carefully in Office 365 to avoid hitting capacity limits

Feature Specifications

Storage (pooled)10 GB per user500 MB per enterprise user 5 TB per Company

Site collection storage quotas 100 GB

My Site storage allocation 500 MB

Site collections per tenant 300

Mailbox Size 25 gig

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7 Key Governance Tools

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1. Collaboration Center of Excellence• Not just a “Governance Team”• Many organizations only rely on IT to

hold SharePoint Knowledge• A well educated, non IT community

empowers end users, promotes ownership of solutions, and increases user adoption

• A few strategically placed experts can augment end user training

• A CoE also helps drive business value through engagement!

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• Seek out those with a technology for passion and those willing to allocate the time

• Strive for diverse business representation• Try to recruit at multiple levels within your

organization• This group can occasionally host informal

educational sessions to a wider audience

1. Collaboration Center of Excellence

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2. Governance Workspace• A secure SharePoint workspace helps provide continuity

and accountability between governance meetings• This is especially important as people can get busy and

attendance can be inconsistent sometimes • At a minimum, promotes real world collaboration

experience for the team…takes the theory out of it• A great way for the team to challenge themselves to

improve how they collaborate

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2. Governance WorkspaceWhat makes a good governance workspace? • List of Business Objectives that the

team is supporting• Tasks and assignments for action

items• List of issues end users are

encountering• Benchmarks and Metrics you want to

improve upon• Anything that helps provide continuity

to keep the ball moving forward

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Be creative but again, KEEP IT SIMPLE!2. Governance Workspace

Important Dates and

Times

Governance policies

Meeting MinutesDecisionsSuccess

StoriesEffects of Decisions

Usage reports

End User Feedback

Meeting Agendas

Future Training Topics

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3. The CXO

• An Executive Champion is critical for many reasons

• Close to business objectives and can provide direction

• Ensures time and money are being invested appropriately to manage your information

• Influence and enforcement make things much easier early on

CXO

(where X != I)

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Having trouble getting a CXO engaged:

· According to Forrester Research, SharePoint alone can provides an average risk adjusted ROI of 108%

· International Data Corporation (IDC) indicates that an effective enterprise search strategy can save an employee an average of %53 of their time searching for information

· IDC also indicates that the average employee spends roughly 10hrs/week doing this

· Forrester Research indicates that Lync Server 2010 has a risk adjusted ROI of %337 over three years when widely adopted

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4. Ongoing End User Feedback• Getting objective feedback from users should always be a priority• IT organizations rarely make changes to their intranet based on

objective data• Polling end users frequently can help gather data points• Anonymous polling is extremely easy with SharePoint (Surveys)• Without a pulse on what users are getting value out of, you are

shooting in the dark!

It is amazing what people will do for a $5 Starbucks card!

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5. O365 Reporting/Auditing• Office 365 has limited

usage reporting• No Search Usage reports!• Google Analytics can be

added (with some manipulation) to sites for more detail

• Auditing can be activated at the site collection level

++

Auditing

http://www.google.com/

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6. Agile Approach• The nature of

collaboration and information is ever evolving

• Requirements and needs change more than other types of products

• Agile can help to optimize delivery and ensure prioritization

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7. The “Tune Up”• A governance process can get

stale and so can the team• Fresh perspectives can be helpful

when you are “out of good ideas”• Periodically seek outside

perspectives• Find other organization using

SharePoint, share ideas!• Experienced consulting firms

have a wealth of knowledge

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Management & Technology Consulting Firm

• MS Gold Certified Partner

• Member of Microsoft’s SharePoint Development Advisory Council (DAC)

• IW Competency (Microsoft’s Corporate SharePoint Certification)

• Certified provider of SharePoint Deployment Planning

• Established 1999

• Offices in Dallas, Houston, Austin, Denver

How We Serve Our Clients

• We provide expert, objective advice to help solve complex business and technology challenges

• Our clients hire us to own their toughest problems; they retain us because we keep our promises

• Services: Management Consulting, Technology Solutions, Mobile Solutions, Business Intelligence

Microsoft Solutions Offerings

• Custom Application Development

• Enterprise Portal Design & Implementation

• eCommerce

• SOA & Business Process Integration

• Customer Relationship Management (CRM)

• Business Intelligence & Data Warehouse

Client Sampling

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Contact Information:Jesus J Salazar - [email protected]

www.credera.com Follow us on @Credera

Blog: http://blogs.credera.comCareers: http://careers.credera.com

Thank you for attending!

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mailto:[email protected]?subject=Share%20Cloud%20Dallas%202012:%20365%20Migration%20Planning%20Presentation

http://www.credera.com/

http://blogs.credera.com/

http://blogs.credera.com/

http://careers.credera.com/

Credera is a full-service management and

technology consulting firm. Our clients range

from Fortune 1,000 companies to emerging

industry leaders. We provide expert, objective

advice to help solve complex business and

technology challenges.

Dallas Office15303 Dallas ParkwaySuite 300Addison, TX 75001

972-692-0010 Phone972-692-0019 Fax

Denver Office5445 DTC ParkwaySuite 1040Greenwood Village, CO 80111

303-623-1344 Phone303-484-4577 Fax

Houston Office800 Town & Country BlvdSuite 300Houston, TX 77024

713.496.0711 Phone713.401.9650 Fax

Austin Office9020 N Capital of Texas HwySuite 345Austin, TX 78759

512-327-1112 Phone512-233-0844 Fax

7 Key Governance Tips for Office 365

Technology

Transcript of 7 Key Governance Tips for Office 365