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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. ...

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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Intranet and SharePoint Governance Intranet and SharePoint Governance Presentation Transcript

  • Intranet & SharePoint GovernanceWatch the webinar video instead Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 1
  • Highly effective intranets & websites Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 2
  • 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
  • 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 Distribution 7
  • 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 Not For Distribution 9
  • 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
  • C-level Power C-level champion Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 13
  • 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
  • Walk the walk Talk the talk Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 16
  • Nexus of Intranet Success Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 17
  • 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 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 (Financial Svcs) Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 24
  • Case Study: Collaborative/Federated Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 25
  • 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 Distribution 28
  • 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
  • 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 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 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 20% To power main intranet or portal size Organizations Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 41
  • 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 For Distribution 43
  • BT SharePoint Collaboration Source: Richard Dennison, BT Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 44
  • 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 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
  • 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% 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
  • www.PrescientDigital.comStrictly Confidential © 2012 Prescient Digital Media Not For Distribution 52
  • 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
  • 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.Communexions.com416.926.8800 Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 56
  • Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 57