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SHAREPOINT GOVERNANCEDRIVING ADOPTION
Matt Fleszar
Copyright 2016 Total Solutions Inc. All Rights Reserved.
INTRODUCTION
Copyright 2016 Total Solutions Inc. All Rights Reserved.
WHO AM I?
MATT FLESZAR
• CEO (Total Solutions Inc.)
• Practicing Attorney (SoM)
• UofM – Law
• MSU – IR, Economics, Business
• Hockey Player
• Backpacker
Copyright 2016 Total Solutions Inc. All Rights Reserved.
WHO ARE YOU?
Copyright 2016 Total Solutions Inc. All Rights Reserved.
TOPIC 1 – SHAREPOINT GOVERNANCE
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Copyright 2016 Total Solutions Inc. All Rights Reserved.
TOPIC 2 – USER ADOPTION
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Copyright 2016 Total Solutions Inc. All Rights Reserved.
WHAT IS “GOVERNANCE”?
Copyright 2016 Total Solutions Inc. All Rights Reserved.
ACT OF “GOVERNING”
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OR LACK THEREOF
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GLOBAL GOVERNANCE
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WAY BACK WHEN
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BAD GOVERNANCE
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BAD *TECHNOLOGY* GOVERNANCE?
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GOVERNANCE EFFECTS USERS!
58
42
US Voter Turnout
Nope Voted
14
76
Congress Approval Rating
Approve Disapprove
Copyright 2016 Total Solutions Inc. All Rights Reserved.
GOVERNING SHAREPOINT?
Copyright 2016 Total Solutions Inc. All Rights Reserved.
PRODUCT FEATURES
• Information Technology
• Enterprise-class
• Wide user net
• Collaboration
• Sharing
• Productivity
• Customizable
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ENVIRONMENTAL INFLUENCES
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INDIVIDUAL NEEDS
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TECHNOLOGY SUCCEEDS
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Copyright 2016 Total Solutions Inc. All Rights Reserved.
USER DRIVEN – “SHARECONOMY”
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?
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CUSTOM CREATES MORE CRAZINESS
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THE FUTURE??
http://theemergingfuture.com/jpegs_pdf/speed-technological-advancement_50years.jpgCopyright 2016 Total Solutions Inc. All Rights Reserved.
SHAREPOINT ADOPTION ACTUALS
Copyright 2016 Total Solutions Inc. All Rights Reserved.
RESULTSAccording to a 2015 AIIM (Association for Information and Image Management) report:
Source: AIIM 2015 Report
Copyright 2016 Total Solutions Inc. All Rights Reserved.
RESULTSAlso according to the 2015 AIIM report:
Source: AIIM 2015 Report
Copyright 2016 Total Solutions Inc. All Rights Reserved.
WHY?Also according to the 2015 AIIM report:
Source: AIIM 2015 Report
Copyright 2016 Total Solutions Inc. All Rights Reserved.
SHAREPOINT GOOD GOVERNANCE
Copyright 2016 Total Solutions Inc. All Rights Reserved.
DEFINING SUCCESS
SharePoint “success” is not uniform
Thus, our governance tactics cannot be uniform
User Adoption is a great post-hoc metric
Your approach and methods are most important
Copyright 2016 Total Solutions Inc. All Rights Reserved.
7 GOOD GOVERNANCE RULES
Focus on the 5 “W’s” and 1 “H”:
Copyright 2016 Total Solutions Inc. All Rights Reserved.
RULE 1: WHY DO GOVERNANCE?
BECAUSE WE SEEK A SUCCESSFUL SHAREPOINT IMPLEMENTATION.
Per Eric Riz, successful means, “you've transformed your business so that people use SharePoint to complete their daily tasks”
Copyright 2016 Total Solutions Inc. All Rights Reserved.
RULE 2: WHO PROVIDES INPUT?
YOUR PARTICULAR BUSINESS DRIVES THE CONTOURS OF YOUR GOVERNANCE
AND
ALL OF YOUR USERS PROVDIE INPUTE
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MICROSOFT / IT INPUTS
Source: Technical Diagrams for SharePoint 2013Copyright 2016 Total Solutions Inc. All Rights Reserved.
USER PERSPECTIVE
Good governance of a user centric technology will mean different things to different
Identify your users and get in their heads.
Copyright 2016 Total Solutions Inc. All Rights Reserved.
PERSPECTIVE OF…
• IT
• Legal & HR
• Accounting
• Finance
• Management
• Executives
• Everyone
Copyright 2016 Total Solutions Inc. All Rights Reserved.
USER PARTICIPATION
Bottom Line is we need users:
• To prioritize the business needs
• To control and manage the growth and change of the information
So that governance is driven primarily by the business (not IT)
Copyright 2016 Total Solutions Inc. All Rights Reserved.
RULE 3: WHO LEADS GOVERNANCE?
GOVERNANCE MUST BE LED BY AN ACTIVE, PARTICIPATING TEAM OF DIVERSE USERS.
Governance Committee
Members range entire business and set priorities
Must have a champion in the executive / C-suite They will likely arbitrate competing priorities
Need feedback loop!
Copyright 2016 Total Solutions Inc. All Rights Reserved.
RULE 4: WHAT ARE RESPONSIBILITIES?
THE GOVERNANCE TEAM IS RESPONSIBLE FOR CREATING THE GOVERNANCE PLAN
• What are the priority issues facing the business?
• How do we propose solve them?
• What do people need to create the solution?
• How do we make sure people are using the right tools?
Copyright 2016 Total Solutions Inc. All Rights Reserved.
GOVERNANCE PLAN AS A MAP
Where you have
been
Where you are
Where you are going
Copyright 2016 Total Solutions Inc. All Rights Reserved.
RULE 5: WHEN TO START GOVENANCE?
IDEALLY BEFORE YOU ROLL OUT THE TECHNOLOGY.
If you’ve already rolled it out, start introducing governance as soon as you can.
Also, when does the governance group meet? In the beginning, early and often.
After that, regularly, but with less frequency (until next upgrade).
Note: in Office 365, you’ll need to meet regularly at least to review the Office 365 roadmap, and how it will affect your organization.
Meetings should be public whenever possible, and mustbe communicated well in advance.
Copyright 2016 Total Solutions Inc. All Rights Reserved.
RULE 6: WHERE DOES THE WORK GO?
IN YOUR GOVERNANCE PLAN…ON SHAREPOINT…
Copyright 2016 Total Solutions Inc. All Rights Reserved.
RULE 7: HOW DO WE DO IT?
START BY LAYING THE FOUNDATION TO BUILD SOLUTIONS THAT SOLVE YOUR PRIORITIZED PROBLEMS.
Foundation Might Involve Technical solution(s)
Policies and procedures to support the solution(s)
Changes in business practices
New ways of thinking and working
Copyright 2016 Total Solutions Inc. All Rights Reserved.
RULE 7: HOW DO WE START?
THEN BE SURE TO INCLUDE THE FOLLOWING ELEMENTS.
Training, training, and more training – around the changes in the business, software, and processes
Communication, across all levels, often, and repeated
What you’re doing / offering / changing
When the solution will be available
How you use it
This is not a comprehensive list!
Copyright 2016 Total Solutions Inc. All Rights Reserved.
GOVERNANCE PLAN
Let’s talk a little more in depth about the governance plan
It’s a map, and eventually a route, continuously updated
The governance group should use it!
It’s not complete when you start…nor is it ever complete
It should be transparent Everyone should be able to see the plan and at the very least give feedback.
Copyright 2016 Total Solutions Inc. All Rights Reserved.
GOVERNANCE GROUP - AGENDASample ongoing agenda:
• What does the business need next? What are the next priorities?
• What needs to be rolled out next to whom? Who will do the work?
• Who will communicate and what do you need to create buy-in?
• In what ways will we offer training and guidance?
• Do we have supporting policies and procedures? If not, who creates them?
• Who is now responsible for what is being rolled out in SharePoint? After the rollout?
• Do we need to make changes to the:• Taxonomy
• Information Governance
• Permissions
• Who will communicate what’s happening and what’s now available to the organization?
Copyright 2016 Total Solutions Inc. All Rights Reserved.
CLOSING THOUGHTS
Copyright 2016 Total Solutions Inc. All Rights Reserved.
TAKEAWAYS
In all forms of governance “success” is hard to come by .
SharePoint is a new and innovative technology – this requires a new an innovative approach to governance. Start by thinking about the technology differently and you’ll act and governdifferently.
The map and the journey are different for everyone. The map is never complete.
A lot of good-intentioned resources can give directions An experienced guide who has been there before can be very valuable
Make time to follow some simple best practices!
Copyright 2016 Total Solutions Inc. All Rights Reserved.
GOVERNANCE NAMES TO KNOW
Susan Hanley - http://www.susanhanley.com
Eric Riz - http://www.ericriz.com/
Benjamin Niaulin - https://bniaulin.wordpress.com/
Copyright 2016 Total Solutions Inc. All Rights Reserved.
RESOURCESAIIM 2015 Report
Microsoft Ignite 2015 - A strategic and Pragmatic Conversation on Governance – Eric Riz
Strategies for SharePoint – Eric Riz
Office 365 Customer Success Center - User Adoption
SharePoint Governance – Guides, Links and Downloads
SharePoint Governance – Benjamin Niaulin
Governance Policy and Guideline Questions – Susan Hanley
Susan Hanley’s White Papers
Essential SharePoint 2013 Appendix
Copyright 2016 Total Solutions Inc. All Rights Reserved.