Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan...

Taming the Wild, Wild WestCreating a Practial and Consumable

SharePoint Governance Plan

Susan Hanleywww.susanhanley.comsue@susanhanley.com

Agenda

• What do we really mean by governance?

• Preparing to develop your governance plan – asking the right questions

• Making it real – communicating and monitoring - just in time, consumable governance in action

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This is a faded leaf.

This is a high mountain.

This is a

branch.

This is a cave.This is a

tree.

This is a snake.

A winning formula

= + +

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Why do we care?

Why do we care?

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

Current State Desired Future State

Understand what your end state goal really is!

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Understand what your end state

goal really is

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“It’s always best to start at the beginning.”

Glinda

“Forget about the beginning, start with

the END.”Sue

Governance in Three Words

No Sharp Edges

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

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Because that will drive how strict

you need to enforce your

rules

Align with business goals –

what are we trying to

accomplish?

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

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Because you shouldn’t have to invent everything new and you may

need to “design it in”

Align with existing policies – especially

information assurance and

records management

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

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Because people already have jobs

and you may need to define new roles or relationships

Understand existing teams

and roles – what is already

in place?

4. Engage with HR - early

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Because if job descriptions need to be

changed, you’d better have

some support

Engage with HR - early

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Put together the right team – small, inclusive, empowered

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Have the right

conversations

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http://tiny.cc/SharePointGovQuestions

The Governance QuestionsVision and Overview – Core Team

Enterprise Decisions – Core Team• Compliance• Training• Access• Provisioning

Enterprise Decisions – + Legal/Records Management

• Records ManagementEnterprise Decisions – + Communications + HR + Legal

• Personal Sites/Social FeaturesEnterprise Decisions – + Communications

• Branding and Functionality• Information Architecture (Branding, Page

Layout)Enterprise Decisions – Core Team

• Information Architecture (Content Organization)

• Content Life-cycle Management• Operational Decisions

Roles and Responsibilities – Core TeamSite/Solution-Specific Decisions – “Owners” of each solution

Suggestion: Add a third column for traceability

My lessons learned about the “governance conversations”

No more than 2-3 hours per conversati

on

Not all in the same

week, please

Distribute the

questions in

advance

Get the right

people in the room

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Your vision and goals drive your governance plan

Guidelines

Grounded in business value

Relevant to each user

Sensible

Policies

Compliance-focused

Few Enforceable

Is there a penalty for non-compliance?

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Is there a penalty for non-compliance?

Examples of Social Media Governance Policies

http://socialmediagovernance.com/policies.php

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It takes a village

Steering Committee/ Governance Board

Training and Communications

SharePoint Executive Sponsor

SharePoint IT Owner

SharePoint Infrastructure Support Team

SharePoint Administrator

Help Desk

SharePoint Business Owner

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

Evangelists/ Moderators

Coaches

Evangelists/Moderators

• Encourage and promote people and conversations

• Monitor conversations• Curate stories• Celebrate successes• Handle negative situations• Educate and welcome• Nurture members – inspire

engagement• Remove roadblocks

Strong organizational and multitasking skills

Approachable, empathetic, and patient

Inspired by people Inspires others Transparent and diplomatic Expertise or experience in the

community subject area Confident and passionate about the

vision Comfortable with technology

Who makes a good community evangelist/ moderator?

Site Roles

Site Sponsor/ Business Owner

Solution Analyst

Content Authors

Site Manager/ Contact (s)

Site Visitors

How will you provide guidance and

direction?

How will you tell the story?

Typical Governance Plan

Our goal: Consumable

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… and just in time

Principles

Consumable chunks – no big documents or long pages

“Quick Guides” Integrate with training Online and interconnected Just in time!

http://tiny.cc/ContentAuthoring

VisualSP from SharePoint-Videos.com

Use out-of-the-box CEWPs to surface guidance “just-in-time” and “in context”

Link to governance about documents from doc libs

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Small chunks of consumable content

CQWP to easily surface related content

Short, consumable guiding principles

Socialize, Promote, Verify

Socialize Find Champions

Be responsive to feedback

Trust, but verify

Communicate persistently

… and incorporate into training

Training

Governance

Role-Based Roadmaps

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

My Lessons Learned

Your lesson learned

Governance =

Susan Hanley

sue@susanhanley.com

susanhanley

susanhanley

www.slideshare.net/susanhanley

www.susanhanley.com• Governanc

e• User

Adoption• Metrics• Information

Architecture

• Knowledge Management

http://www.networkworld.com/blog/essential-sharepoint/