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The Steps to Effective SharePoint Governance


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  • Great Presentation, thank you. SharePoint Governance is a complex topic to say the least. After many thousands of hours there is a simple solution to SharePoint Governance. Research suggests that people don't know what they need to know and that makes it a difficult and daunting task. There is a ready to go SharePoint Governance solution at, it's not free but it's well worth a look for businesses that are serious about governance and not SharePoint gurus.
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  • Richard, hands down the best governance slide deck I have seen so far! Paul Culmsee's focus is too strategic with not enough flesh, Joel's focus is again too much on the why and not enough how. But you! You nail it on the head. The right mix of why coupled with lots of how. That's the big question everybody asks. How do we do it? How can we structure our governance model? How will we implement it so that it actually works. With your tips on roles, teams, the governance site, the tasks and responsibilities it becomes easier for businesses to understand what is actually involved in pulling it off.

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The Steps to Effective SharePoint Governance

  1. 1. The Steps To Effective SharePoint Governance Presented By: Richard Harbridge @rharbridge
  2. 2. Who am I? I
  3. 3. Our Goal Today… From Here To Here
  4. 4. Why Do I Need Effective Governance?
  5. 5. There are big risks that are almost always realized when you don’t have it!
  6. 6. SharePoint Sprawl He was only intending to build a two-storyhouse - 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.
  7. 7. Quality Deterioration Risk: Did not ensure that content quality is maintained for the life of the portal.
  8. 8. Frustration Failure Risk: Did not consistently provide a high quality user experience.
  9. 9. Priority Paralysis Risk: Did not establish clear decision making authority/ownership and escalation procedures so that conflicts and/or policy violations are resolved in a timely manner.
  10. 10. 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.
  11. 11. It’s not just about insuring against or mitigating those risks!
  12. 12. What does that mean? Without effective governanceorganization, performance, andcapability are significantly reduced.
  13. 13. Without Governance
  14. 14. Executing Governance
  15. 15. With Governance
  16. 16. The Outcome You can now communicate why Governance is important/required.
  17. 17. What to watch out for… It’s not insurance. It makes your SharePoint investments more successful.
  18. 18. Building The Governance Teams
  19. 19. How do we start?
  20. 20. Most people recommend starting with a Governance Committee… I prefer a focus on the teams instead and never really have a single representative Governance Committee.
  21. 21. RecommendedGovernance Teams There are typically 5 teams for SharePoint Governance: Business Strategy Team Initiatives/Technical Strategy Team Tactical Teams: Tactical Operations Team Tactical Development Team Tactical Support Team
  22. 22. Alternative Teams If the organization or implementation is small enough you might only need to start with two and break them apart as you mature/grow. Tactical Team Operations Development Support Strategy Team Business Technical
  23. 23. The Strategy Teams
  24. 24. Business Strategy Team Role: Provide strategic insight, direction and prioritization for the portal. Decentralized Business Centralized IT
  25. 25. Define,Prioritize and Plan
  26. 26. Ensure Clear Priorities
  27. 27. Initiative (Technical)Strategy Team Role: Provide technical insight, direction and prioritization for the portal. If a business direction requires new integration or effort with other technologies then a technical representative for that technology will be necessary.
  28. 28. Map Initiatives to Objectives  Direct Relationship Indirect Relationship * Objectives should be more specific – Example purposes only.
  29. 29. 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.
  30. 30. Define a Governance Pyramid
  31. 31. Strategic Responsibilities Defining Clear Objectives and Priorities High Level Initiative Definition and Ownership High Level Platform Classification Communication Planning and Management Resource/Capability Management Expectation Management
  32. 32. The Tactical Teams
  33. 33. The Tactical Operations Team Role: Provide operational (IT- related) support and maintenance for the system infrastructure They manage the more routine maintenance of the system by performing nightly backups, performance monitoring and analysis, and keeping the environment current with security releases and upgrades.
  34. 34. 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
  35. 35. The Tactical Development Team Role: Customize/configure, personalize, and leverageSharePointto achieve business objectives. This team is a loosely-knit community who's membership ranges from highly skilled programmers to technically savvy end users in charge of personalizing departmental team sites.
  36. 36. 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 SharePoint Standards Online
  37. 37. Deployment Process/Policies Extremely Important! Ensure you have clear schedules and ownership.
  38. 38. The Tactical Support Team Role: Provide support of the SharePoint applications and platform. Creates and manages a support system with effective training and proper channels of question or issue escalation and resolution. This team should also include influential users and leaders.
  39. 39. 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)…
  40. 40. Support Responsibilities User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management SharePoint Standards Online
  41. 41. Multiple Tiers for Escalation (You can’t know everything)
  42. 42. Sample Support Flow Consultants, MS and Vendors Consultative Support
  43. 43. Structured Approach for Navigation
  44. 44. Governance Tip If possible have one member in all of the Governance teams or some members across multiple teams!
  45. 45. The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes
  46. 46. What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process.
  47. 47. Setting Up A Governance Site
  48. 48. Why a Governance Site? It’s a lot of content. It’s a collaborative process. It’s an ongoing process. Each piece of content should have a clear owner. Content will need tobe shared.
  49. 49. Governance Announcements
  50. 50. SharePoint Initiative Listing In addition you can also create a ‘Roadmap’ or basically a Gantt Chart or visual indicator of initiatives to show what you have achieved and where you are going with SharePoint.
  51. 51. Team Rosters and Definitions
  52. 52. 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! SharePoint Standards Online
  53. 53. FAQs and a Glossary SharePoint Glossary Online
  54. 54. Patterns and Practices
  55. 55. TeamResources and Minutes
  56. 56. Feedback and Surveys Embed feedback options throughout the sites! Don’t forget to share stories!
  57. 57. Self Help and Support Resources
  58. 58. Complete Site Listing Include things like: The owner and secondaryowner 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.
  59. 59. The Outcome Using the SharePoint Platform we can effectively manage SharePoint Governance.
  60. 60. What to watch out for… Just having the Governance site isn’t enough. Content must remain fresh.
  61. 61. Governance Resources
  62. 62. IS Use them.
  63. 63. Governance Checklist
  64. 64. TechNet, Community and More..
  65. 65. Frameworks are Use them.
  66. 66. ITIL Framework
  67. 67. COBIT Framework
  68. 68. Microsoft Operations Framework (MOF)
  69. 69. Knowledge Management Empowered Imposed Organizational Individual
  70. 70. Knowledge Management Projects Communities Tasks Practices
  71. 71. The Outcome There is a ton of material out there to support you.
  72. 72. What to watch out for… External best practices, policies, standards, and ideas may or may not be the right fit.
  73. 73. Steps to Effective Governance… Understand The Need For Governance Build Your Governance Teams Understand How SharePoint Is/Should Be Used Develop/Practice Guidance and Policies Return to Step 2 and Repeat Steps 2 through 4 You Have Perfect Governance You Can Never Truly Achieve Perfect Governance. So long as you are performing the steps you are achieving Effective Governance.
  74. 74. Thank You Organizers, Sponsors andYoufor Making this Possible. Questions? Ideas? Feedback? Contact me: Twitter: @rharbridge Blog: LinkedIn: Email me at: My company: