creating a practical and consumable sharepoint governance plan
DESCRIPTION
A practical approach for SharePoint governance - steps and templates to have the right governance conversations.TRANSCRIPT
SharePointintersectionSession SP02
Taming the Wild, Wild West: Creating a Practical and Consumable SharePoint
Governance PlanSue Hanley
[email protected]@susanhanley
©2013 SUSAN HANLEY LLC
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About Me
• President, Susan Hanley LLC• Led national Portals, Management
Collaboration, and Content practice for Dell
• Director of Knowledge Management at American Management Systems
• Governance• User Adoption• Metrics• Information
Architecture• Knowledge
Management• Portals• Collaboration
Solutions
susanhanley
www.networkworld.com/community/sharepoint
www.susanhanley.com
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Agenda
Understanding what we really mean by governance—and why there are so many definitions
Asking the right questions Making the answers consumable Sharing experiences!
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A winning formula
= + +
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Why do we care?
Why do we care?
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It really should be pretty simple … and directly tied to business goals
Current State Desired Future State
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Understand what your end state goal really is!
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Governance in Three Words
No Sharp Edges
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But, don’t do it unless you can
Commit
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1. Align with business goals – what are we trying to accomplish?
Because that will drive how strict you need to enforce your rules
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2. Align with existing policies – especially information assurance and records management
Because you shouldn’t have to invent everything new and you may need to “design it in
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3. Understand existing teams and roles – what is already in place?
Because people already have jobs and you may need to define new roles or relationships
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4. Engage with HR - early
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
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Have the right conversations
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Answer the key questions Vision and Overview Enterprise Decisions
Compliance Training Access Provisioning Branding and Functionality Information Architecture Content Life-cycle Management Personal Sites/Social Features
Roles and Responsibilities Site Specific Decisions Operational Decisions
http://tiny.cc/SharePointGovQuestions
My lessons learned about the “governance conversations”
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No more than 2-3 hours per
conversation
Not all in the same
week, please
Distribute the
questions in advance
Make sure you know what your outcomes are
Your vision and goals drive your governance plan
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Compliance-focused
Few Enforceable
Rooted in business value
Relevant to each user Sensible
Policies
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Examples of Social Media Governance Policies
http://socialmediagovernance.com/policies.php
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It takes a village
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SharePoint Steering Committee
Training and Communications
SharePoint Executive Sponsor
SharePoint IT Owner
SharePoint Infrastructure Support Team
SharePoint Administrator
Help Desk
SharePoint Architect
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
Power Users
Coaches
The Owner is accountable, but we’re all responsible!
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Site Sponsor
Business Owner
Solution Analyst
Content Authors
Site Manager/ Contact (s)
Site Visitors
Site Roles
Making it consumable
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How will you tell the story?
How will you provide guidance and direction?
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Typical Governance Plan
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Our goal: Consumable
… and just in time
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Principles
Consumable chunks – no big documents or long pages
“Quick Guides” Integrate with training Interconnected Just in time!
http://tiny.cc/ContentAuthoring
VisualSP from SharePoint-Videos.com
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The ribbon is great, but you can also add CEWPs to surface “in place”
Link to governance about documents from doc libs
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Just in time training and governance – the Site Pages wiki library
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Small chunks of consumable content
Socialize, Promote, Verify
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Socialize Find Champions
Be responsive to feedback
Trust, but verify
Communicate persistently
… and incorporate into training
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Training
Governance
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My Lessons Learned
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
Your lesson learned
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Governance =
Questions?
Thank you!
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