Intranet and SharePoint Governance

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

http://www.intranetblog.com	306
http://us-w1.rockmelt.com	3
http://www.linkedin.com	1
https://si0.twimg.com	1
http://paper.li	1
http://www.twylah.com	1

Intranet and SharePoint Governance

by Prescient Digital Media

Accessibility

Categories

Upload Details

Usage Rights

6 Embeds 313

Statistics

Intranet and SharePoint Governance Presentation Transcript