Establishing Practical (and Consumable) Governance

Susan HanleyIntranets 201521 May 2015www.susanhanley.com

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About Me• President, Susan Hanley LLC• Led national Portals &

Collaboration practice for Dell• Director of Knowledge

Management at American Management Systems

• Information Architecture

• User Adoption• Governance• Metrics• Knowledge

Management• Intranets &

Portals• Collaboration

Solutions

susanhanley

sue@susanhanley.com

www.networkworld.com/blog/essential-sharepoint

www.susanhanley.com

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

Agenda

Governance =

Technology Assurance

Information Assurance

Guidance

Why care about

governance?

Business Results!

Sony Hack: Made worse by poor governance!

Most of the documents contained duplicative information.

One employee’s Social Security number was in 93 different non-password protected documents.

“The No. 1 reason this happens is because companies have so much historical data and they don’t even know where it is.”

http://online.wsj.com/articles/sony-pictures-hack-reveals-more-data-than-previously-believed-1417734425

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

Current State Desired Future State – “manicured” and

compliant!

Governance in Three Words

No Sharp Edges

Start with 4 key principles

1. Align with

business goals

Because that will

drive how strict you need to enforce

your rules

Start with 4 key principles

1. Align with

business goals

2. Align with

existing policies

Because you shouldn’t have to invent

everything new and you may need to “design them

in”

Start with 4 key principles

1. Align with

business goals

2. Align with

existing policies

3. Understand

existing teams and

roles

Because people already have jobs and you may need

to define new roles or

relationships

Start with 4 key principles

1. Align with

business goals

2. Align with

existing policies

4. Engage

with HR.

3. Understand

existing teams and

roles

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

Put together the right team

– small,

inclusive, empowered

“If you can’t feed a team

with two pizzas, it’s too large.”

Jeff Bezos, Founder of Amazon

Have the right conversations

Governance Question Decision

Suggestion: Add a third column for traceability and store the whole thing in a SharePoint list

What types of overall corporate policies for information management, business, or technology management apply to the solution? Are there existing legal, IT and information management policies that SharePoint solutions must follow?• Use of IT Resources• Electronic Communications• Social Media Policy• Protection of Personally Identifiable Information• Records Management

How are these policies enforced in other systems? (Look for opportunities to leverage existing processes and have the conversation about how governance within SharePoint can be aligned with governance in other systems.)

Is there an expectation around how often content or entire sites need to be reviewed to ensure that information is kept up-to-date and is reliable?• For example, is it required that all sites be “re-

certified” on an annual basis?• For example, is it required that individual documents

be reviewed on an annual or more frequent basis?• Do the same review requirements apply to all types

of sites?

More than 100! Updated Regularly

SharePoint-ish, but not

exclusively

On prem and cloudy

Is there a penalty for non-compliance?

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Is there a penalty for non-compliance?

Vision and Overview – Core TeamEnterprise 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

Topic-focused Meetings – scheduled with appropriate attendees Vision and Overview: Core Team Enterprise Decisions: Core

Team Compliance Training Access Provisioning

Enterprise Decisions: + Legal/Records Management

Records Management Site/Solution-Specific Decisions:

“Owners” of each solution

Enterprise Decisions: + Communications + HR + Legal Personal Sites/Social Features

Enterprise 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 Team

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

POLICIES GUIDELINES

Two types of governance answers

Compliance-focused Few Enforceable Automated compliance

checking/prevention

Grounded in business value

Relevant to each user Sensible Delivered in context

Examples of Social Media Governance Answers

http://socialmediagovernance.com/policies.php

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It takes a village

Enterprise Intranet Roles

Intranet Steering

Committee

Intranet Business Owner

CKO

HR

Comms

Intranet IT Owner

CIO

Information Architect

VisitorsManaging

Editors

Content Authors

Training and Comms

Evangelists/ Moderators

Coaches

We’re All responsible,

but the Owner is accountable.

Got SharePoint? Then: Similar Roles for each site

Site Sponsor/ Business Owner

Solution Analyst Site Visitors

Content Authors/

Contributors

Site Manager/ Contact/

Editor

How will you provide guidance and

direction?

How will you tell the story?

Typical Governance Plan

No big documents or long pages“Quick Guides” Integrated with trainingOnline and interconnectedDelivered in context

Principles of “Consumable” Governance

http://tiny.cc/SPContentAuthoring

What does “in context” look like?

What does “in context” look like?

What does “in context” look like?

Link to governance about documents from the places where users

upload documents

Small chunks of content

Short, consumable guiding principles

Context: Role-Based Roadmaps

Socialize, Promote, Verify

Socialize Find Champions

Be responsive to feedback

Trust, but verify

Communicate persistently

… and incorporate into training

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

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

Resources

Governance Questions: http://tiny.cc/SharePointGovQuestions

Content Authoring Quick Guide: http://tiny.cc/SPContentAuthoring

Social Media Policy Exampleshttp://socialmediagovernance.com/policies.php

Detailed Instructions on How to Create a “Consumable” SharePoint Governance Site http://tiny.cc/SPGovStepbyStep

Microsoft Resources for SharePoint Governance: https://technet.microsoft.com/en-us/library/ff598584.aspx

Links