1. The Steps To Effective
SharePoint Governance
Presented By: Richard Harbridge
#SPGOV @RHarbridge

2. Who am I?

3. Our Goal Today…
From Here To Here

6. Why Do I Need
Effective Governance?

7. There are big risks that are
almost always realized when you
don’t have it!
#SPGOV @RHarbridge

8. SharePoint Sprawl
He was only intending to build a two-story
house - larger than those of his neighbors to
reflect his position as the city's richest man.
“First I added three floors but then the house
looked ungainly, like a mushroom," he said. "So
I added another and it still didn't look right so I
kept going…”
Risk: Un-Managed Sites and Content were
not periodically reviewed for accuracy and
relevance.

9. Quality Deterioration
Risk: Did not ensure that content quality
is maintained for the life of the portal.
#SPGOV @RHarbridge

10. Frustration Failure
Risk: Did not consistently provide a high
quality user experience.
#SPGOV @RHarbridge

11. Priority Paralysis
Project Priority
Fileshare Migration 1
Partner Extranet 1
Executives Kitten Picture Rotator 1
Risk: Did not establish clear decision 1
Legacy Application Integration
making authority/ownership and 1
Governance Planning
Put Out Server Room Fires
escalation procedures so that conflicts1
and/or policy violations are resolved in a
timely manner.
#SPGOV @RHarbridge

12. Ineffective Use of Time/Resources
Risk: Did not ensure that the portal
strategy is aligned with business
objectives so that it continuously delivers
business value.
#SPGOV @RHarbridge

13. It’s not just about insuring
against or mitigating those risks!
#SPGOV @RHarbridge

14. What does
that mean?
Without effective governance
organization, performance, and
capability are significantly
reduced.
#SPGOV @RHarbridge

15. Without Governance
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16. Executing Governance
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17. With Governance
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18. The Outcome
You can now communicate why
Governance is important/required.

19. What to watch out for…
It’s not insurance.
It makes your SharePoint
investments more successful.

20. Building The
Governance Teams

21. How do we start?
#SPGOV @RHarbridge

22. Recommended Governance Teams
There are typically 5 teams for SharePoint Governance:
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
#SPGOV @RHarbridge

23. The Strategy Teams
#SPGOV @RHarbridge

24. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
#SPGOV @RHarbridge

25. Business Strategy Team
Role: Provide strategic insight, Sample Representative Interests
direction and prioritization for Executive Sponsor
the portal. Knowledge Management
Information/Technology Services
Finance
Sales and Marketing
Human Resources
Decentralized Business Legal and Compliance
Operations
IT Centralized People Development and Training
Administration
#SPGOV @RHarbridge

26. Define, Prioritize and Plan
#SPGOV @RHarbridge

27. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
#SPGOV @RHarbridge

28. Solution (Technical) Strategy Team
Role: Provide technical insight,
direction and prioritization for
the portal. Sample Representative Interests
Application Development
Infrastructure
Enterprise Architecture
Security
People Development and Training
Tip: If a business direction requires new
Communications
integration or effort with other technologies
then a technical representative for that
technology will be necessary.
#SPGOV @RHarbridge

29. Map Solutions to Objectives
 Direct Relationship  Indirect Relationship
Centralize Automate and Enhance Reduce
Enhance
Knowledge and Improve Business Governance Redundancy and
Collaboration
Resources Processes Model Improve Efficiency
Adjust Site
Structure and     
Taxonomy
Migrate File
Shares
   
Create Dashboards     
Implement
Workflow    
Solutions
Configure Search
Services
    
Branding    
* Objectives should be more specific – Example purposes only.
#SPGOV @RHarbridge

30. SharePoint will be…
 Utilized by Business Users to develop and implement business solutions that use
technology without IT’s direct involvement.
 Our primary unified application delivery platform.
 Our primary workflow/business process automation platform.
 Our intranet and communication center for internal corporate communications.
 …
SharePoint will not be…
 Our (external) web content management platform.
 Our primary document management platform.
 Our contact management platform.
#SPGOV @RHarbridge

31. Strategic Responsibilities
 Defining Clear Objectives and Priorities
 High Level Solutions Definition and Ownership
 High Level Platform Classification
 Communication Planning and Management
 Resource/Capability Management
 Expectation Management

32. The Tactical Teams
#SPGOV @RHarbridge

33. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
#SPGOV @RHarbridge

34. The Tactical Operations Team
Role: Provide operational (IT-
related) support and
maintenance for the system
Sample Representative Interests
infrastructure Infrastructure
Domain Administrators
Networking
Servers and Environments
Quality Assurance
They manage the more routine maintenance of
Security
the system by performing nightly backups,
Databases
performance monitoring and analysis, and
keeping the environment current with security
releases and upgrades.
#SPGOV @RHarbridge

35. Operations Responsibilities
 Objectives/Priorities
 Disaster Recovery Plan
 Storage and Quota Policies
 Monitoring Plans
 Maintenance Plans
 Service Level Agreements
 Security Policies
 Deployment Process, Policies, and Schedule
#SPGOV @RHarbridge

36. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
#SPGOV @RHarbridge

37. The Tactical Development Team
Role: Customize/configure,
personalize, and leverage
SharePoint to achieve business
Sample Representative Interests
objectives. SharePoint Designer
Visual Studio
Source Control
Quality Assurance
Webparts
This team is a loosely-knit community who's
Templates
membership ranges from highly skilled
programmers to technically savvy end users in
charge of personalizing departmental team sites.
#SPGOV @RHarbridge

38. Development Responsibilities
 Objectives/Priorities
 Branding Guide
 SharePoint Designer Policy
 Workflow Policy
 Development Standards (Including OOTB vs Custom)
 Development Environment Policy
 Testing Requirements
 Deployment Process, Policies, and Schedule
#SPGOV @RHarbridge SharePoint Standards Online

39. Deployment Process/Policies
Extremely Important! Ensure
you have clear schedules and
ownership.
#SPGOV @RHarbridge

40. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
#SPGOV @RHarbridge

41. The Tactical Support Team
Role: Provide support of the
SharePoint applications and
platform. Sample Representative Interests
Support and HelpDesk
People Development and Training
Knowledge Management
Taxonomy and Ontology
Navigation and Organization
Creates and manages a support system with
Coaching
effective training and proper channels of
question or issue escalation and resolution. This
team should also include influential users and
leaders.
#SPGOV @RHarbridge

42. Support Responsibilities
 Objectives/Priorities
 Site Classification and Platform Classification
 Site Provisioning Process/Questionnaire
 User Expectations Agreement
 Roles and Responsibilities
 Support Agreement(s)
 Training and Communication Plans
 MySite Policies (Pictures)…
#SPGOV @RHarbridge

43. Support Responsibilities
 User Lifecycle Policy
 Taxonomy Management
 Social Policies
 Content Standards
 Legal and Compliance Policy
 Search Management
#SPGOV @RHarbridge SharePoint Standards Online

44. Multiple Tiers for Escalation
(You can’t know everything)
Tactical Support Team
Help Desk
Site Administrators
End Users
Learning Libraries/Online/Help
#SPGOV @RHarbridge

45. Measure Support
Learn and use data to be proactive.
#SPGOV @RHarbridge

46. Governance Tip
If possible have one member in all
of the Governance teams or some
members across multiple teams!
#SPGOV @RHarbridge

47. Governance Tip
Create a “Business Solution
Governance Team”. This team
allows you to find business users
who want to be involved.
#SPGOV @RHarbridge

48. The Outcome
Everyone Achieves a Shared
Understanding of SharePoint Related
Processes.

49. What to watch out for…
Not just documents, policies, and
procedures. It is an active and ongoing
process.

50. Setting Up A
Governance Site

51. Why a Governance Site?
1. It’s a lot of content.
2. It’s a collaborative process.
3. It’s an ongoing process.
4. Each piece of content should
have a clear owner.
5. Content will need to
be shared.
#SPGOV @RHarbridge

52. Governance Announcements
#SPGOV @RHarbridge

53. SharePoint Solutions Listing
In addition you can also create a
‘Roadmap’ or basically a Gantt Chart or
visual indicator of solutions to show
what you have achieved and where you
are going with SharePoint.
#SPGOV @RHarbridge

54. Team Rosters and Definitions
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55. Policies, Standards and Guidelines
Use Search, Metadata, and
Approval Workflows to help
improve management and user
experience.
For living documents/standards that
require many authors try a Wiki!
#SPGOV @RHarbridge SharePoint Standards Online

56. FAQs and a Glossary
#SPGOV @RHarbridge SharePoint Glossary Online

57. Patterns and Practices
#SPGOV @RHarbridge

58. Team Resources and Minutes
#SPGOV @RHarbridge

59. Feedback and Surveys
Embed feedback
options throughout
the sites!
Don’t forget to
share stories!
#SPGOV @RHarbridge

60. Self Help and Support Resources
#SPGOV @RHarbridge

61. Self Help and Support Resources
#SPGOV @RHarbridge

62. Complete Site Listing
Include things like:
• The owner and secondary
owner of the site.
• The purpose of the site.
• The URL, Size, and Usage Level
of the site.
• The last time the site was
engaged by the support team.
#SPGOV @RHarbridge

63. The Outcome
Using the SharePoint Platform we can
effectively manage SharePoint
Governance.

64. What to watch out for…
Just having the Governance site isn’t
enough. Content must remain fresh.

65. Governance Resources

66. IS
Use them.
#SPGOV @RHarbridge

67. Governance Checklist
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68. TechNet, Community and More..
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69. are
Use them.
#SPGOV @RHarbridge

70. No Single “Approach”
Projects Communities
Tasks Practices
#SPGOV @RHarbridge

71. ITIL Framework
#SPGOV @RHarbridge

72. COBIT Framework
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73. SharePoint Deployment and Governance
using COBIT 4.1
Chennault & Strain
#SPGOV @RHarbridge
http://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177

74. Microsoft Operations Framework (MOF)
#SPGOV @RHarbridge

75. SharePoint Maturity Model
Sadalit van Buren
#SPGOV @RHarbridge http://sharepointmaturity.com

76. The Outcome
There is a ton of material out there to
support you.

77. What to watch out for…
External best practices, policies,
standards, and ideas may or may not be
the right fit.

78. Steps to Effective Governance…
1. Understand The Need For Governance
2. Build Your Governance Teams
3. Understand How SharePoint Is/Should Be Used
4. Develop/Practice Guidance and Policies
5. Return to Step 2 and Repeat Steps 2 through 4
6. You Have Perfect Governance
You Can Never Truly Achieve Perfect Governance.
So long as you are performing the steps
you are achieving Effective Governance.

79. Thank You
Organizers, Sponsors and You for Making this Possible.
Questions? Ideas? Feedback? Contact me:
 Twitter: @RHarbridge
 Blog: www.RHarbridge.com
 Email me at: Richard@RHarbridge.com
 Resources: PracticalIntranet.com,
SPStandards.com, SharePointDiagnostics.com