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Taming the Wild, Wild WestCreating a Practial and Consumable
SharePoint Governance Plan
Susan [email protected]
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
3
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
= + +
5
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!
7
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?
12
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
13
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
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/
