SharePoint Governance for the Masses, based on some of the content of the SharePoint Governance book I’m writing.
We’ll explore why so many Governance initiatives aren’t very effective.We’ll talk about the seven areas you need to cover for a holistic approach to SharePoint Governance.Finally we will discuss look at the 3 primary ways of applying Governance in your organization
Soulsailor Consulting is a small micro-consultancy focussed on:"Enabling organisational value by positively disrupting technology projects"
Available on Leanpub and Amazon, Createspace & Lulu
SharePoint rocks, you can achieve amazing results with the platform…
Project failure – is not that you haven’t delivered SharePoint project, hit the targets on the Gannt chart – its that you’ve not delivered the expected outcomes of the business:User Experience isn’t what they wantNot delivering business valuePoor user adoptionLack of ROI
SharePoint projects failing is fundamentally because of the “Celery Effect”Celery contains 6-8 calories. But the mere act of digesting said stalk burns more like 12-14 calories, resulting in a negative caloric intake.This is like spending lots of time and effort, licenses, hardware and project time and money, but not delivering anything the business needs¾ of SharePoint projects I was aware of over the past 5 years DID NOT deliver true Business ValueWhat are some of the key reasons?
Insufficient Governance is the main reasonResults in the IT and business rift growing further… burning bridges when we’re meant to be working together and delivering measurable value.
We’re looking at problems with an IT/Technology focus – SharePoint Knows Nothing…It doesn’t know your business, sector, organisation, business problem
Governance tends to be technology and feature ledWe allow projects to be specified as SharePoint features not business outcomesWe ask people what do they want and they ask what the technology can do… saying “anything” never works, so we turn to the wheel for a grounded explanation.
Notice I haven’t said that the technology sucksI haven’t said that SharePoint “can’t be made to do that”The technology isn’t the problem here guys…You guys are awesome and we can make SharePoint do ANYTHING… So why is this all so hard?Why are there SharePoint project problems?Why do we have a HUGE SharePoint Business Value problem?
I think its more complex than that, it’s more about people, culture and ways of working!Why because SharePoint projects are people projects, fundamentally we are changing the way people work, that’s a HUGE deal and we need to get it right!– Dave Snowden Cynefin Framework helps us to understand why and put context around the approach we should take for SharePoint and it’s Governance.So Governance that is just a set of concrete rules is more of a hindrance than a help in these situations
As we said at the start, Governance is key to delivering SharePoint well and we need a new view to inspire people to change the way they work.REAL SharePoint Governance is the key to solving this dilemma.But what most of us do at the moment is very myopic; we need a different view, a wider view…Lets think about a couple of specific things I think warrant getting right and being clear about
Technology Governance isn’t the answer for keeping SharePoint projects on track and delivering value.
Rules, processes and threats arent the answer either
SPGovManifesto Thesis 5 – “Look at the banks, look at your SharePoint project… Take this book seriously”
Back before the time of intranets and collaboration and social, Governance wasn’t really Governance is was Assurance. Making sure stuff worked reliably and effectively.That’s still the case, but things have evolved further. Now we are in the realm of the true meaning of Governance.Go through the “sailing” / “steering” analogy
Let’s go through the 7 waves of SharePoint Governance
How should Governance differ between a small organisation, public sector or a large global corporate?
Let’s go through the 7 waves of SharePoint Governance
Discuss what Business Alignment is and what happens if you ignore it:What is Business Alignment?This is aligning your project, the technology platform and your requirements with organisational goals (not individual, team or dept.) . Key is to define measurable business outcomes and this will facilitate progress towards your organisation vision and strategy by having a shared understanding and commitment. Ask yourself whether what you are doing is adding measurable positive value to the organisation, if not then you should consider removing it from scope.Systems ThinkingWhat if we don’t pursue Business Alignment?You will have delivered a technology project, nothing more. It is likely that it will achieve a negative ROI and you will be spending time on requirements, activities, projects, programmes even that aren’t adding value.That is fundamentally waste and that I’m sure you’ll agree isn’t what any of us wants.
Discuss what IT Assurance is and what happens if you ignore itWhat is IT Assurance?At the basic level it is about ensuring your technology platform can support your organisations business outcomes. It is defined as “assurance” as there is a lack of flexibility with this element, it is either achieved or not. When using a platform such as SharePoint, IT Assurance is both about the technology features that you can deploy as well as the servers and infrastructure considerations.What if we don’t apply IT Assurance? Then we have a technology platform that isn’t fit for purpose, users struggle with poor performance, lost information, downtime and above all, failure to meet business outcomes or work towards our Vision.
Discuss what Project Governance is and what happens if you ignore itWhat is Project Governance?Project governance is focussed on ensuring that we utilise an appropriate project methodology for what we are implementing i.e. an agile approach (Scrum, Kanban etc.). We also need to ensure that both the project and all its activities and tasks are aligned to the business vision we have for the project and the organisations overall strategy; this “goal alignment” is critical for the delivery of a successful solution.What if we don’t Project Governance?If we do not focus adequately on this area then we will have confusion, mixed priorities, we can’t measure progress. Also as things change (direction, finances, stakeholders may change, time etc.) they have devastating effects on the project as we don’t have the ability to work with them and be steered appropriately.
Discuss what Information Governance is and what happens if you ignore itWhat is Information Governance? Information Governance combines both Information Architecture (IA) and Information Management (IM):IA – metadata, taxonomy, content types etc.IM – Process, workflow, securityWe need to ensure alignment of all the information that is in or impacted by your solution to your business goals.What if we don’t apply Information Governance? Employees can’t find information, data, knowledge etc. Context is lost. We don’t deliver our anticipated business outcomes, we have disgruntled solution users and people will revert back to using email.
Discuss what Change Management is and what happens if you ignore itWhy include this?? SharePoint projects are people Projects… SharePoint and businesses are Complex.What is Change Management and Adoption?This area of governance refers to the activities and initiatives required to embed change and enable technical solutions within an organisation. This is much more than training and change champions; this is about implementing a change programme and even community management that supports and amplifies the changes in behaviour we require to meet our vision.That said, if we do all the other waves effectively, this doesn’t have to be a huge tasks because people will understand what we are trying to deliver and how.What if we don’t apply Change Management and Adoption?Build it and they will come people sometimes say, however with technology solutions that address business, social and collaborative challenges this approach never succeeds. If we ignore Change Management and Adoption in our on going governance planning, we will not deliver on our vision and adoption of the solution and the change will dwindle rapidly.
Discuss what Social Business is and what happens if you ignore itWhat is Social Business in Governance?Including “social business” within your governance is important whatever the focus of the project as implementing a social or collaborative platforms changes the way people work. People work in a social way not a purely mechanistic or analytic one, therefore we need to consider social, culture, complexity theory, change and ways of working throughout the platforms lifetime.We need to consider social features, but also the shift within many businesses of operating with a more social dynamic.What if we don’t apply Social Business to Governance?Adoption will be negatively impacted, solutions will not be able to adapt to the changing workforce, evolving working patterns and business changes and the solution will not deliver it’s true potential long term.
Discuss what Kaizen is and what happens if you ignore itWhat is Kaizen in Governance?Kaizen means continuous improvement and is a key aspect of governance in its own right and that should permeate through into all the other waves. This is what facilitates us being aligned with business change delivering small, agile projects, that produce measurable business outcomes and make a clear difference at an organisational level. Kaizen helps us to build what Ronald Heifitzcalles “adaptive capacity” into the organisation and instils the expectation of change and co-creation etc.What if we don’t pursue Kaizen in Governance?Users feel ignored as they and the business changes and the systems haven’t. Users get used to old habits and adoption becomes a significant challenge with the platform becoming pickled and not seen as a strategic platform capable of supporting business change.
What is the best way to make all these elements “stick” and be sustainable in your organisation? The Answer is a mixture of things continuously applied.SharePoint Guilds / Centre of Excellence And Tummelers
Governance Documentation, a necessary evil?Think about Governance as a way of working not just a document sitting on the shelf gathering dustA wiki is probably the most suitable format for the “document”Multiple versions for multiple audiences – SAME starting point – The vision, what difference will it make to the organisation.
Governance needs authority and process somewhere, unfortunately…Governance Boards - Help you understand the scope and responsibilities around Governance across your organisationSo how do governance decisions get made?1 is never enough, 2 is a minimum – Strategic and Operational.
Talk about sign-postingTalk about site creation processesWhy? The difference this solution will make
SPGovManifesto Thesis 6 – “Does your Governance reflect your Vision?”Your homework is to validate your governance against the 7 waves AND your Vision… Don’t have a vision? Don’t have Governance? Get in touch, let me help.
Any questions over the message board?
Available on Leanpub and Amazon, Createspace & Lulu
WHY IS CURRENT GOVERNANCE
THINKING SO INEFFECTIVE?
THREE KEY WAYS TO EMBED
SHAREPOINT GOVERNANCE IN
Available in Print & eBook: