Intranet & SharePoint GovernanceWatch the webinar video instead                                  Strictly Confidential © 2...
Highly effective intranets & websites                      Strictly Confidential © 2012 Prescient Digital Media   Not For ...
Who is Prescient?  o 11 years of rich history  o World-class intranet experts  o Strategic Internet & intranet consulting,...
Listen. Understand. Deliver.  o   We treat each client as unique;       • We listen to their needs, goals and challenges; ...
Clients include…                   Strictly Confidential © 2012 Prescient Digital Media   Not For Distribution   5
Intranet Methodology                   Strictly Confidential © 2012 Prescient Digital Media   Not For Distribution   6
Twitter hashtag@tobyward   @awasserman             Strictly Confidential © 2012 Prescient Digital Media   Not For Distribu...
Governance Overview              Strictly Confidential © 2012 Prescient Digital Media   Not For Distribution   8
Do you have a comprehensive governance model?                        Strictly Confidential © 2012 Prescient Digital Media ...
Think about… o   Who owns the intranet? o   Does everyone know who the owner is? o   Does the owner have real intranet aut...
Governance Defines the ownership and management model.   o   Management team   o   Roles & responsibilities   o   Decision...
Typical intranet o   No senior champion o   Middle managers in communications and IT o   Limited budget and power o   No p...
C-level Power                                 C-level champion                Strictly Confidential © 2012 Prescient Digit...
The championo   C-level executiveo   The champion should have power and influenceo   Understands the value of the website ...
Talk the talko What does your organization value?o Success is more than dollars   • Customer / employee satisfaction   • U...
Walk the walk                                                Talk the talk                Strictly Confidential © 2012 Pre...
Nexus of Intranet Success                      Strictly Confidential © 2012 Prescient Digital Media   Not For Distribution...
Intranet Methodology                   Strictly Confidential © 2012 Prescient Digital Media   Not For Distribution   18
The whole businesso The intranet is not just a tool – it represents the whole businesso Silos kill – no group can operate ...
Governance Models o Decentralized (most common in larger orgs.)        - No single owner        - Driven by policies and g...
Governance Models o Collaborative / Federated        - Executive champion        - Steering Committee / Council        - D...
Collaborative Governance (Healthcare) Communications                                                                      ...
Collaborative Governance (Energy)                         Co-Champions                           CIO & VP     Advisory Gro...
Centralized, Hybrid (Financial Svcs)                          Strictly Confidential © 2012 Prescient Digital Media   Not F...
Case Study: Collaborative/Federated                   Strictly Confidential © 2012 Prescient Digital Media   Not For Distr...
Strictly Confidential © 2012 Prescient Digital Media   Not For Distribution   26
Collaborative                Strictly Confidential © 2012 Prescient Digital Media   Not For Distribution   27
Case study: Hybrid, centralized                  Strictly Confidential © 2012 Prescient Digital Media   Not For Distributi...
Centralized, Hybrid                                         Co-Champions        IT Support                   Intranet Owne...
Sample structure – Centralized Hybrid o Champions: Chief Operating Officer, CIO o Owner: SVP, Internal Communications o St...
Day-to-day Managemento Home page, corporate content & news owned by Editor-In-Chiefo Training of the content owners done b...
Championso Champions will participate in:   • Supporting owner and committee   • Representing intranet to senior executive...
Owner o   Maintains the intranet vision & mandate o   Manages policy development o   Approves project prioritization o   M...
Intranet Steering Committeeo   Chaired by Intranet Ownero   Includes HR, IT, Comms, and sometimes divisional representativ...
Policies & Standards                  Strictly Confidential © 2012 Prescient Digital Media   Not For Distribution   35
Standards & PoliciesExplicitly defined and documented standards & polices are aCRITICAL NECESSITY to...   o create a unifo...
Policieso Editorial policy defining:   • Content types: front-page news vs. static content   • How content is developed, f...
Taxonomyo Editor-in-Chief to implement a complete corporate taxonomy  guided by business and function need for:   • storin...
SharePoint considerations                Strictly Confidential © 2012 Prescient Digital Media   Not For Distribution   39
How many use SharePoint?              Strictly Confidential © 2012 Prescient Digital Media   Not For Distribution   40
SharePoint Adoption70% Aprx. Adoption in Med-Large                                          55% For social media          ...
Sprawl         Strictly Confidential © 2012 Prescient Digital Media   Not For Distribution   42
BT SharePoint Collaboration   Source: Richard Dennison, BT   Strictly Confidential © 2012 Prescient Digital Media   Not Fo...
BT SharePoint Collaboration   Source: Richard Dennison, BT   Strictly Confidential © 2012 Prescient Digital Media   Not Fo...
Strictly Confidential © 2012 Prescient Digital Media   Not For Distribution   45
Transfield Team Sites1.    Request a Team Site2.    Learn “When” & “What” to use a team site for3.    Read the Quick Refer...
Strictly Confidential © 2012 Prescient Digital Media   Not For Distribution   47
Strictly Confidential © 2012 Prescient Digital Media   Not For Distribution   48
Third-Party Applications for SharePointGartner, “SharePoint Adoption,” 2011                              57%              ...
Key lessons o   Involve management o   Engage employees o   Develop a detailed plan o   Expect resistance o   Steep learni...
Think about… o   Who owns the intranet? o   Does everyone know who the owner is? o   Does the owner have real intranet aut...
www.PrescientDigital.comStrictly Confidential © 2012 Prescient Digital Media   Not For Distribution   52
Readingo   IntranetBlog.como   SharePoint Governance White Paper - www.PrescientDigital.comConsulting Helpo   Governance W...
www.PrescientDigital.comStrictly Confidential © 2012 Prescient Digital Media   Not For Distribution   54
Q & A / Free consulting                 Strictly Confidential © 2012 Prescient Digital Media   Not For Distribution   55
56Contact Usprescient@prescientdigital.comwww.PrescientDigital.comwww. IntranetBlog.comwww.Twitter.com/intranet2www.Commun...
Strictly Confidential © 2012 Prescient Digital Media   Not For Distribution   57
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Intranet and SharePoint Governance

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Prescient's President and CEO Toby Ward discusses the value and types of intranet governance alongside consultant Adam Wasserman in this one hour webinar.

Discussion topics include:

- Different governance models, roles and responsibilities
- How to gain real engagement and formal sponsorship from senior management
- Policies and guidelines for managing content and intranet standards
- Considerations for managing SharePoint and Team Sites
- What governance model is best suited for your organization
- Who should own/manage what
- How to secure executive support
- The importance of policies & standards

You may also view the webinar recording here: http://www.prescientdigital.com/articles/view-intranet-and-sharepoint-governance-webinar

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Transcript of "Intranet and SharePoint Governance"

  1. 1. Intranet & SharePoint GovernanceWatch the webinar video instead Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 1
  2. 2. Highly effective intranets & websites Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 2
  3. 3. Who is Prescient? o 11 years of rich history o World-class intranet experts o Strategic Internet & intranet consulting, planning & design services to many Fortune 500 & big brand clients, small and medium-size leaders o More intranet engagements & clients than any firm (class) o A well defined and proven methodology Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 3
  4. 4. Listen. Understand. Deliver. o We treat each client as unique; • We listen to their needs, goals and challenges; • Understand a client’s requirements and potential; and • Deliver highly effective and innovative website & intranet plans, designs & solutions. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 4
  5. 5. Clients include… Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 5
  6. 6. Intranet Methodology Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 6
  7. 7. Twitter hashtag@tobyward @awasserman Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 7
  8. 8. Governance Overview Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 8
  9. 9. Do you have a comprehensive governance model? Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 9
  10. 10. Think about… o Who owns the intranet? o Does everyone know who the owner is? o Does the owner have real intranet authority? o Do other groups want ownership? Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 10
  11. 11. Governance Defines the ownership and management model. o Management team o Roles & responsibilities o Decision making process o Policies & standards Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 11
  12. 12. Typical intranet o No senior champion o Middle managers in communications and IT o Limited budget and power o No plan or vision o Silos & sprawl lead to user frustration & waste o Conflict ensues o Stalls – often for years Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 12
  13. 13. C-level Power C-level champion Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 13
  14. 14. The championo C-level executiveo The champion should have power and influenceo Understands the value of the website & the potentialo Needs to be involved, but not on a day-to-day basiso Only attend an occasional meeting Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 14
  15. 15. Talk the talko What does your organization value?o Success is more than dollars • Customer / employee satisfaction • User productivity • Awareness / Message retentiono ROI is more than just hard cost savings • Productivity benefits • Time to market Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 15
  16. 16. Walk the walk Talk the talk Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 16
  17. 17. Nexus of Intranet Success Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 17
  18. 18. Intranet Methodology Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 18
  19. 19. The whole businesso The intranet is not just a tool – it represents the whole businesso Silos kill – no group can operate in isolationo Employees demand consistency • Consistent message • Consistent navigation • Consistent interface Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 19
  20. 20. Governance Models o Decentralized (most common in larger orgs.) - No single owner - Driven by policies and guidelines - Organic growth, sometime leading to site sprawl o Centralized (more common in small orgs.) - Single owner (usually department) - Bureaucratic - Highly controlled Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 20
  21. 21. Governance Models o Collaborative / Federated - Executive champion - Steering Committee / Council - Decentralized content ownership; centralized platform o Centralized Hybrid - Single owner (usually department) - Bureaucratic - Highly controlled Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 21
  22. 22. Collaborative Governance (Healthcare) Communications Hospital Committee TBD Internet Council Development (Internal & External Participation) Committee • Planned Giving Hospital • Annual Fundraising Communications Finance • Major Giving • Operations Editor-in-Chief Technical (Director of Communications) Editorial Committee (Content Owners) • Depts • Depts Content Authors Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 22
  23. 23. Collaborative Governance (Energy) Co-Champions CIO & VP Advisory Group Intranet Council Corporate Editor-In-Chief Human Resources Communications Editorial Committee Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 23
  24. 24. Centralized, Hybrid (Financial Svcs) Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 24
  25. 25. Case Study: Collaborative/Federated Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 25
  26. 26. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 26
  27. 27. Collaborative Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 27
  28. 28. Case study: Hybrid, centralized Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 28
  29. 29. Centralized, Hybrid Co-Champions IT Support Intranet Owner Steering Committee Intranet Advisory Editor in Chief Council Content Area Owners Communications Corporate Government Supply Finance Services Services Management HR IS&T Healthcare Key Diversity Education Market Services/ Geographies Law Laundry Marketing Content Contributors Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 29
  30. 30. Sample structure – Centralized Hybrid o Champions: Chief Operating Officer, CIO o Owner: SVP, Internal Communications o Steering Committee: • Representation from: IT, HR, Internal Communications, Europe, USA, UK • Members must be representative of the global organization o Editor-in-Chief: Employee Communications Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 30
  31. 31. Day-to-day Managemento Home page, corporate content & news owned by Editor-In-Chiefo Training of the content owners done by ITo Content owners adhere to standardization policy and ensure their content is: • Up to date • Written in web format • Appropriate for their target audience Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 31
  32. 32. Championso Champions will participate in: • Supporting owner and committee • Representing intranet to senior executive • Source of funding • Trouble-shooting and conflict resolution Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 32
  33. 33. Owner o Maintains the intranet vision & mandate o Manages policy development o Approves project prioritization o Monitors performance against objectives o Allocates resources and budgets Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 33
  34. 34. Intranet Steering Committeeo Chaired by Intranet Ownero Includes HR, IT, Comms, and sometimes divisional representativeso Brings insight from the whole organizationo Discusses policy, evolution of site and drives future enhancementso Provides input, reviews and signs off on plans & policieso Troubleshooting Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 34
  35. 35. Policies & Standards Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 35
  36. 36. Standards & PoliciesExplicitly defined and documented standards & polices are aCRITICAL NECESSITY to... o create a uniform user experience o protect and secure information and intellectual property o contain sprawl and reduce associated costs o ensure accuracy and consistency of content Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 36
  37. 37. Policieso Editorial policy defining: • Content types: front-page news vs. static content • How content is developed, formatted, presented • Limitations on technical and graphic elements • Roles and responsibilities of publishers, editor etc.o Standardization Policy • Compliance details for platform, templates and style guideo Email Usage Guidelines & Policy Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 37
  38. 38. Taxonomyo Editor-in-Chief to implement a complete corporate taxonomy guided by business and function need for: • storing, cataloguing and ‘tagging’ contento A taxonomy ‘rule book’ in tandem with a new Content Management System will ensure effective meta tagging and content categorization by all publishers Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 38
  39. 39. SharePoint considerations Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 39
  40. 40. How many use SharePoint? Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 40
  41. 41. SharePoint Adoption70% Aprx. Adoption in Med-Large 55% For social media 20% To power main intranet or portal size Organizations Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 41
  42. 42. Sprawl Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 42
  43. 43. BT SharePoint Collaboration Source: Richard Dennison, BT Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 43
  44. 44. BT SharePoint Collaboration Source: Richard Dennison, BT Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 44
  45. 45. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 45
  46. 46. Transfield Team Sites1. Request a Team Site2. Learn “When” & “What” to use a team site for3. Read the Quick Reference Guide4. Review the Team Site user guidelines5. Checklist for establishing a new site6. Enroll in a Team Site workshop7. Watch a Team Site video tutorial8. Follow a Team Site user tour Source: Intranet Innovation Awards / Transfield Services, Step Two Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 46
  47. 47. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 47
  48. 48. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 48
  49. 49. Third-Party Applications for SharePointGartner, “SharePoint Adoption,” 2011 57% Have augmented SP 2010 with additional products such as Jive, AvePoint, Nintex, etc Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 49
  50. 50. Key lessons o Involve management o Engage employees o Develop a detailed plan o Expect resistance o Steep learning curve o Learning over time o Prepare to spend above budget Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 50
  51. 51. Think about… o Who owns the intranet? o Does everyone know who the owner is? o Does the owner have real intranet authority? o Do other groups want ownership? Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 51
  52. 52. www.PrescientDigital.comStrictly Confidential © 2012 Prescient Digital Media Not For Distribution 52
  53. 53. Readingo IntranetBlog.como SharePoint Governance White Paper - www.PrescientDigital.comConsulting Helpo Governance Workshop - www.PrescientDigital.com Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 53
  54. 54. www.PrescientDigital.comStrictly Confidential © 2012 Prescient Digital Media Not For Distribution 54
  55. 55. Q & A / Free consulting Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 55
  56. 56. 56Contact Usprescient@prescientdigital.comwww.PrescientDigital.comwww. IntranetBlog.comwww.Twitter.com/intranet2www.Communexions.com416.926.8800 Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 56
  57. 57. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 57

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