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GovernanceThe Art of Growing the Possible<br />45945 Center Oak Plaza, Suite 140<br />Sterling, VA 20166<br />703-652-8971...
SharePoint – incredible demand, incredible capabilities …<br />Bill Gates at the 2008 SharePoint Conference<br />“There is...
- Uncle Ben<br />
Governance Defined<br />Governance is the activity of governing. It relates to decisions that define expectations, grant p...
So What IS SharePoint Governance?<br />5<br />
This is the bulk of your Governance– the planning, reorganization, and transformation of your SharePoint environment<br />
The Balancing Act<br />Innovation<br />&<br />Creativity<br />Control<br />Keep it loose <br />Establish some guidelines t...
KISS<br />
Governance is….<br />10% <br />    Philosophy<br />25%<br />   Communication<br />            20% <br />          Vision<b...
Technology is never <br />the whole solution<br />
Without effective governanceorganization, performance, andcapability are significantly reduced<br />
SharePoint Without Governance is the Wild Wild West<br />12<br />
Why is Governance so hard?<br />13<br />
Let’s Talk About Perceptions<br />
Governance!!!<br />15<br />Who think they look like this!<br />Reality is this<br />Which Causes….<br />People envision th...
Governance Should Be This<br />16<br />Alone we can do so littleTogether we can do so much~Helen Keller<br />Working Toget...
Governance is….<br />Philosophy<br />
Carrots and Sticks<br />
What is our Philosophy?<br />Governance philosophy in today’s organizations focuses on productivity and results<br />Great...
BELIEF STATEMENTS<br /><ul><li>We believe governing board members add value to our organization
We believe that our board must initially be involved in shared management, but
We are committed to a board that does not micromanage the portals day-today
operations
We believe our board functions best when all members engage in productive
dialogue
We believe that the priorities for the  business must be our
We believe a 21st-century portal must focus on accountability
Our board should always know:
1) where are we now in meeting our goals,
2) where we need to be to meet our goals
3) the best strategy to meet our goals
We believe that board, administrators, and users should have a shared understanding of goals, options, risks, and threats,...
We believe our success, in part, depends on building a trusting and supportive organizational culture, which is focused on...
STYLE #1: POLICY MODEL<br />
STYLE #2: CONSENSUS MODEL<br />
STYLE #3: MANAGEMENT TEAM MODEL<br />
STYLE #4: ADVISORY MODEL<br />
Governance is….<br />        Vision<br />
Vision - Do you have one?<br />
If we do not communicate the Vision of the portal we are…<br />
Vision<br />ü<br />û<br />...by providing a centralized location for people to find what they need<br />...by having open ...
What are the business outcomes? <br />
Governance is….<br />Trust<br />
Possibilities<br />Many of SharePoint’s capabilities are not ‘required’ or ‘mandated’ <br />users need to understand the v...
Make SharePoint Work for the User<br />33<br />
Make SharePoint About the User<br />Who they are<br />Who can	 <br />help them	<br />Who everyone else is<br />What they s...
Governance is….<br />Control<br />
Policies<br />36<br />
Policies<br />
Governance is….<br />Communication<br />
Communication<br />Think about communications as a “lifetime,” not “one-time,” process.<br />Types of (strategic/targeted)...
Who Do Users go to?<br />?<br />?<br />?<br />?<br />?<br />?<br />?<br />?<br />?<br />The Governing Body<br />
Training Plan<br />41<br />
Content Management Plan<br />
Governance Plan Document<br />
Governance is….<br />Social<br />         Engineering<br />
AN<br />OTHER<br />ME<br />ET<br />ING<br />
Empower<br />Provide business users a manageable solution to create, share and collaborate on Work<br />
Inspire<br />“Leaders establish the vision for the future and set the strategy for getting there; they cause change. They ...
Support<br />Have answers for themTeach Them<br />“Four things support the world: the learning of the wise, the justice of...
It’s easy to make mistakes<br />
If You Build It, They Will Come:  Driving End User Adoption of SharePoint<br />
Part 1: The Challenge of Adoption<br />
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I3solutions- Sharepoint Governance the Art

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I3solutions- Sharepoint Governance the Art

  1. 1. GovernanceThe Art of Growing the Possible<br />45945 Center Oak Plaza, Suite 140<br />Sterling, VA 20166<br />703-652-8971<br />LWilliams@i3solutions.com<br />@sharepointlinc<br />
  2. 2. SharePoint – incredible demand, incredible capabilities …<br />Bill Gates at the 2008 SharePoint Conference<br />“There is an incredible demand today for solutions that help businesses to harness the power of a global work force and tackle the challenges that come with the explosive growth of digital information. <br />The spectacular growth of SharePoint is the result of the great combination of collaboration and information management capabilities it delivers. I believe that the success we’ve seen so far is just the beginning for SharePoint.” <br />
  3. 3. - Uncle Ben<br />
  4. 4. Governance Defined<br />Governance is the activity of governing. It relates to decisions that define expectations, grant power, or verify performance. It consists either of a separate process or of a specific part of management or leadership processes.<br />ROOT: Psychology of Trust and Fear<br />Assuring, on behalf of those governed, a worthy pattern of good while avoiding an undesirable pattern of bad.<br />
  5. 5. So What IS SharePoint Governance?<br />5<br />
  6. 6. This is the bulk of your Governance– the planning, reorganization, and transformation of your SharePoint environment<br />
  7. 7. The Balancing Act<br />Innovation<br />&<br />Creativity<br />Control<br />Keep it loose <br />Establish some guidelines to keep users on track<br />but keep the rules short and simple to avoid stifling creativity<br />
  8. 8. KISS<br />
  9. 9. Governance is….<br />10% <br /> Philosophy<br />25%<br /> Communication<br /> 20% <br /> Vision<br /> 30%<br /> Social<br /> Engineering<br />10%<br /> Control<br />10% <br /> Trust<br /> 5% <br /> Technology<br />
  10. 10. Technology is never <br />the whole solution<br />
  11. 11. Without effective governanceorganization, performance, andcapability are significantly reduced<br />
  12. 12. SharePoint Without Governance is the Wild Wild West<br />12<br />
  13. 13. Why is Governance so hard?<br />13<br />
  14. 14. Let’s Talk About Perceptions<br />
  15. 15. Governance!!!<br />15<br />Who think they look like this!<br />Reality is this<br />Which Causes….<br />People envision this<br />
  16. 16. Governance Should Be This<br />16<br />Alone we can do so littleTogether we can do so much~Helen Keller<br />Working Together<br />
  17. 17. Governance is….<br />Philosophy<br />
  18. 18. Carrots and Sticks<br />
  19. 19. What is our Philosophy?<br />Governance philosophy in today’s organizations focuses on productivity and results<br />Great Governance bodies define themselves as adding value and wisdom, helping with change and strategy decisions without micromanaging<br />They don’t hold back challenging questions but are also supportive of employees getting the job done<br />
  20. 20. BELIEF STATEMENTS<br /><ul><li>We believe governing board members add value to our organization
  21. 21. We believe that our board must initially be involved in shared management, but
  22. 22. We are committed to a board that does not micromanage the portals day-today
  23. 23. operations
  24. 24. We believe our board functions best when all members engage in productive
  25. 25. dialogue
  26. 26. We believe that the priorities for the business must be our
  27. 27. We believe a 21st-century portal must focus on accountability
  28. 28. Our board should always know:
  29. 29. 1) where are we now in meeting our goals,
  30. 30. 2) where we need to be to meet our goals
  31. 31. 3) the best strategy to meet our goals
  32. 32. We believe that board, administrators, and users should have a shared understanding of goals, options, risks, and threats, and that all energy should be focused on our productivity and success
  33. 33. We believe our success, in part, depends on building a trusting and supportive organizational culture, which is focused on results.</li></li></ul><li>Style of Governance<br />
  34. 34. STYLE #1: POLICY MODEL<br />
  35. 35. STYLE #2: CONSENSUS MODEL<br />
  36. 36. STYLE #3: MANAGEMENT TEAM MODEL<br />
  37. 37. STYLE #4: ADVISORY MODEL<br />
  38. 38. Governance is….<br /> Vision<br />
  39. 39. Vision - Do you have one?<br />
  40. 40. If we do not communicate the Vision of the portal we are…<br />
  41. 41. Vision<br />ü<br />û<br />...by providing a centralized location for people to find what they need<br />...by having open communities and information/knowledge sharing through wikis, blogs, forums<br />...by allowing for security controlled locations that can be used for versioning<br />...by combining the disparate X number of home-grown intranet solutions<br />...by<br />...by<br />Make it easier for people to work together<br />Enable collaboration<br />Document management<br />Portal<br />Eliminate (reduce) email<br />Increase ROI<br />
  42. 42. What are the business outcomes? <br />
  43. 43. Governance is….<br />Trust<br />
  44. 44. Possibilities<br />Many of SharePoint’s capabilities are not ‘required’ or ‘mandated’ <br />users need to understand the value to get the benefit<br />Users can do a lot <br />We can give them “great power” and need to ensure they accept their “great Responsibility”<br />We have an obligation to guide and support them<br />
  45. 45. Make SharePoint Work for the User<br />33<br />
  46. 46. Make SharePoint About the User<br />Who they are<br />Who can <br />help them <br />Who everyone else is<br />What they should and shouldn’t do <br />How to get things done<br />34<br />
  47. 47. Governance is….<br />Control<br />
  48. 48. Policies<br />36<br />
  49. 49. Policies<br />
  50. 50. Governance is….<br />Communication<br />
  51. 51. Communication<br />Think about communications as a “lifetime,” not “one-time,” process.<br />Types of (strategic/targeted) Communication<br />Intra-project<br />Stakeholder(s)<br />Community<br />
  52. 52. Who Do Users go to?<br />?<br />?<br />?<br />?<br />?<br />?<br />?<br />?<br />?<br />The Governing Body<br />
  53. 53. Training Plan<br />41<br />
  54. 54. Content Management Plan<br />
  55. 55. Governance Plan Document<br />
  56. 56. Governance is….<br />Social<br /> Engineering<br />
  57. 57. AN<br />OTHER<br />ME<br />ET<br />ING<br />
  58. 58. Empower<br />Provide business users a manageable solution to create, share and collaborate on Work<br />
  59. 59. Inspire<br />“Leaders establish the vision for the future and set the strategy for getting there; they cause change. They motivate and inspire others to go in the right direction and they, along with everyone else, sacrifice to get there.”<br />Show them to use it in real world situationsShow them when not to use it<br />
  60. 60. Support<br />Have answers for themTeach Them<br />“Four things support the world: the learning of the wise, the justice of the great, the prayers of the good, and the valor of the brave”<br />‘Tis not enough to help the feeble up, but to support them after’<br />~William Shakespeare <br />Finely Tuned Performance & Expertise<br />
  61. 61. It’s easy to make mistakes<br />
  62. 62. If You Build It, They Will Come:  Driving End User Adoption of SharePoint<br />
  63. 63. Part 1: The Challenge of Adoption<br />
  64. 64. Adoption Does Not 'Just Happen' Reach critical mass to stay in the game<br />VHS and Betamax: adoption x time<br />critical mass<br />critical mess<br />Tipping point<br />Crossing the Chasm<br />
  65. 65. Why SharePoint Adoption Can Be Hard<br />What is SharePoint exactly?<br />Collaboration<br />Portal<br />Search<br />Content Management<br />Applications<br />About 20 other things!<br />Users don’t necessarily *have* to use SharePoint to get their job done<br />Example: Payroll system vs Sharing files<br />New way(s) of doing something – cultural changes take 18-36 months to stick<br />
  66. 66. 100%<br />Awareness<br />Learning<br />Trial<br />Application<br />Adoption<br />Adoption<br />Stage/Time<br />Adoption Curve<br />The Roll-out strategy must focus on most effectively getting employees to adopt the portal over time<br />When adopting a new tool, users typically pass through five stages, each involving a progression of behaviors and needs . . . here are three of the key stages:<br />User achieves awareness of the new technology and begins forming perceptions around its importance and value.<br />User experiments with the tool on current projects to experience tangibly how it fits with current modes of working. Obtains real-time under-standing of benefits and experience.<br />User incorporates the solution as an indispensable tool. As such, the solution is a formal element within specific stages of work processes.<br />User obtains an understanding, both theoretical and demonstrated, of the tool’s fundamental attributes, such as what it does, its value, how to use it, and how it integrates with existing work processes.<br />User applies the technology regularly and gains greater familiarity with it, specifically as it relates to fundamental tasks.<br />
  67. 67. Accelerating Users EnlightenmentCreate a comprehensive adoption plan<br />Growing confidence and value<br />Elements in planned approach<br />Responsibilities & Sponsors<br />Super Users and Influencers<br />Communications and Buzz<br />Training<br />Community<br />Context <br />Governance & Support<br />inventor<br />advocate<br />Perceived Value<br />productive <br />aware<br />skeptic<br />clueless<br />Conquered skills & confidence<br />
  68. 68. What Users Want<br />Connecting SharePoint to Biz Goals<br />Users want to see the connection<br />Outcomes, not requirements<br />Elegant Solution Design<br />Don’t make users go through five screens to do one task<br />‘WIIFM’<br />“What’s in it for me?” – users want to understand what they get out of using the system (why they have to add metadata, for example)<br />
  69. 69. Part 2: Must-Have Elements to Your Adoption Strategy<br />
  70. 70. Must-Have Elements<br />Communication Plan<br />Training Plan<br />Content Conversion Plan<br />User Support Plan<br />Incentives and Reward Plan<br />
  71. 71. Communication Plan<br />Leverage Experts and Champions<br />CEO Memos<br />Town Hall Meetings<br />Break Room Posters<br />Other Fun Ideas:<br />Online Scavenger Hunts<br />“Birth” Announcements<br />Launch Parties<br />Make sure you have an ongoing plan for continuous communication<br />
  72. 72. Training Plan<br />Training: Not just for Developers and IT<br />Also For:<br />Power Users (Site Owners)<br />Visitors<br />Members<br />Web Content Contributors<br />Workflow Approvers<br />“just-in-time and just enough”<br />
  73. 73. Content Conversion Plan<br />It’s critical that important information gets moved to the new system<br />Several Options:<br />Clean and migrate everything<br />Migrate nothing; Index old content<br /><ul><li>New content only in new system</li></ul>Clean and migrate recent content only.<br />Don’t Migrate without Cleaning!<br />
  74. 74. User Support Plan<br />Contact Person for Every Page<br />Use pictures and contact info<br />Internal Site Owner User Groups<br />Empower users to help each other<br />Get the IT Help Desk on board<br />Giving users power means more questions<br />End-User Feedback Loop<br />Get feedback in two ways:<br />Metrics-based (number of users, rating scale, etc)<br />Anecdotes (good/bad experiences)<br />End-User resources (guides, help, etc)<br />
  75. 75. Incentives & Reward Plan<br />Answer WIIFM<br />Show (with real data) why something is useful<br />Make It Fun!<br />Buck the company culture<br />Provide Recognition for Content Contribution<br />Money talks; so do titles & certificates<br />Have a Fantastic User Experience<br />Invest in an information architecture<br />

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