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The secret of a share point intranet

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A ‘well-managed SharePoint intranet‘. How often to see those words in the same sentence? Not that often. Why? Because SharePoint’s complexity can overwhelm you when managing your intranet. The secret is to have a clear strategy setting the right direction supported by strong governance to keep moving each day in that direction revealed in this presentation.

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The secret of a share point intranet

  1. 1. The secret of a SharePoint intranet Mark Morrell Intranet Pioneer
  2. 2. Mark Morrell  Intranet Pioneer since 2011  Previously BT Intranet Manager  SharePoint 2003–2013 experience  Developed and implemented strategies and governance frameworks
  3. 3. Making intranets better
  4. 4. Is SharePoint 'good’ or ‘bad’?  Other factors influence why SharePoint is ‘good’ or ‘bad’ than technology.  More likely to be your approach than SharePoint features.  Depends on how you implement and manage SharePoint.
  5. 5. A good SharePoint intranet  Business requirements  Strategy  Governance principles  Publishing models  Roles, responsibilities and permissions  Publishing standards  Build on the benefits
  6. 6. Why SharePoint?  What are your business requirements?  What are your timescales?  What are your priorities?  What is your budget?
  7. 7. What is the right direction? Your strategy needs to:  Set purpose, scope and goals  Align with culture and values  Identify roles/responsibilities  Have realistic plans and timescales  Meet business and legal requirements  Define content & apps covered
  8. 8. Governance is good!   The best intranets help people be more productive & effective.  A consistently good experience, supported by governance, achieves these benefits.  Balance your business needs with user experience  Essential for SharePoint as the deciding factor between a good or bad experience
  9. 9. Governance key principles  Intranets differ depending on your organisation’s:  Size  Type  Culture  BUT some principles are common to success.
  10. 10. Good governance principles SharePoint Governance principles Know organisation Define scope People first Use resources Compare / benchmark Do what you say you will do Keep it legal
  11. 11. Governance scope  Accredited content: authoritative, reliable, up to date, clear ownership, large audience  Collaborative content: opinion or view that may change quickly, owned by person or community  Applications: business process or tool, used by anyone with right permission
  12. 12. Publishing model factors  Is your organisation?  Small  Dynamic  Large  Complex  Culture will help you choose right model  How you manage your content and apps  How governance framework operates  How you improve publishing and user experiences
  13. 13. Publishing models •Flexible approach on who is responsible for publishing, updating and managing content •Third parties will normally publish and manage content on a day-to-day basis •Content owner or editor responsible for publishing, updating, and managing content •Central team responsible for publishing, updating, and managing content Centralised Decentralised HybridOutsourced
  14. 14. SharePoint governance hierarchy Owner, Champion or Steering Group Intranet Manager or Team Content Owners and Editors Intranet Users
  15. 15. Owner  This role is ultimately responsible for the intranet.  The person must be able to make key decisions.  The owner makes final decisions, based on information and advice from stakeholders.
  16. 16. Champion  This role’s primary purpose is to be the senior advocate for your intranet.  The owner has organisational authority – the champion has personal influence and authority.  The champion is:  An ambassador  Shows purpose of your intranet  Rallies stakeholders to support strategy  Becomes a cheerleader.
  17. 17. Steering Group  Stakeholders who act together in “steering” development of your intranet.  Brings together knowledge, experience and understanding.  Critical to making best decisions for your intranet.  Agree clear terms of reference for:  Scope  Membership  Authority
  18. 18. Intranet manager  Developing and implementing the strategy  Researching user requirements  Developing the intranet roles and responsibilities  Developing the publishing standards  Building a publishing community  Building relationships with stakeholders  Undertaking external benchmarking and research
  19. 19. Intranet team  Coordinate activities connected with strategy and plan.  May be in same part or spread across business areas and functions, or outsourced.  Whichever type of team you choose, there has to be:  A common purpose  Clear priorities  Agreed roles For it to succeed.
  20. 20. Content owners and editors  Make it clear:  What they need to do  Why they need to do it  How they do it.  Content owner is responsible for creating and maintaining the content they own throughout life cycle.  Content editor will publish content on behalf of the content owner.
  21. 21. Aligning Intranet and SharePoint roles Business role  Intranet manager  Content Owner  Content Editor SharePoint role  Site Collection Administrator  Site Administrator  Contributor
  22. 22. Publishing standards: Requirements Understand your business needs before you develop publishing standards. These cover:  Information policies  User needs  Publishing needs  Legal requirements
  23. 23. Publishing standards: Benefits  Improve consistency of user experience  Make people more satisfied  Increase frequency of usage  Improve people’s productivity  Enhance people’s quality of work
  24. 24. Publishing Standards: Ownership Timeliness Security Findability Usability Accessibility Navigation Copyright Compliance
  25. 25. Ownership  People need to be confident they know who owns the information.  People need to be able to contact the owner if they need more information or to clarify anything.
  26. 26. Timeliness  People must be confident that they are using up-to-date information.  Content should show when it was last updated or last reviewed.  It must also require content to show when the next review is due.
  27. 27. Security  Information needs to be correctly categorised.  Only people with permission to view and use it have access to it.  It will be necessary to balance the different needs:  People need to be able to access information easily and avoid unnecessary logins or passwords  Your organisation has to be confident that sensitive information is not at risk.
  28. 28. Findability  It is vital that all information is easy to find by the people who need to use it for their work.  There are two aspects to findability:  The quality of the search engine used.  How content is presented by owners.
  29. 29. Usability  Information must be usable and valuable.  Features and functionality need to make it easier for people, not just implemented for the sake of it.  They should help people to:  Share views  Discover other people and their skills  Find the right information  Use it with minimum of effort and time
  30. 30. Accessibility  Everyone, whether they have a disability or not, needs an equivalent experience.  Employees with a disability may use devices to assist.  Be compatible with these to avoid risking breaking accessibility guidelines and disability laws that apply in the country where the person works.
  31. 31. Navigation  Reduces need to use other ways to find information.  Good, logical, usable headings and menus help people navigate quickly.  When navigation is poor and people cannot access the information easily, search queries increase.  Worse, users resort to phoning or emailing other people to ask for help.
  32. 32. Copyright  Intellectual property providing exclusive publication, distribution and usage rights  You cannot use or publish content without author’s consent.  Copyright owner who may want to be acknowledged as the owner.  Most countries automatically protect by law original content published.
  33. 33. Compliance  Enforce compliance so people are confident with integrity of information they use through:  Educating and training  Managing publishing templates  Auditing and checking  ALL your content owners and editors
  34. 34. Master page example 1
  35. 35. SharePoint Library
  36. 36. Why your SharePoint intranet will succeed  Strategy aligned with organisation goals  Governance hierarchy supported by senior managers  Publishing standards support consistent user experience  Governance embedded in SharePoint  People confident intranet is well-managed
  37. 37. Thank you. If you want more….. Roadmap for SharePoint governance at 13:30 Learn how to roll out a successful SharePoint intranet with good governance.

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