The document discusses governance planning for SharePoint 2010 implementation. It emphasizes that governance is important to avoid issues like content sprawl and ensure a consistent user experience. A key part of governance is defining roles, policies, and processes through a governance plan. The document outlines several elements that are important to include in an effective governance plan such as defining roles and responsibilities, policies for usage and design, and plans for training, content management and adoption. It also notes several considerations for governance specific to SharePoint 2010 features like social computing, metadata, and records management.
How Can a SharePoint Solution Help Your BusinessSunil Jagani
Document on introduction to sharepoint, its features and How Can a SharePoint Solution Help Your Business? you can visit http://www.alliancetek.com/collaboration-tools.html for More Information on SharePoint.
How Can a SharePoint Solution Help Your BusinessSunil Jagani
Document on introduction to sharepoint, its features and How Can a SharePoint Solution Help Your Business? you can visit http://www.alliancetek.com/collaboration-tools.html for More Information on SharePoint.
SharePoint End User Training and Adoption Strategies - SP IntersectionAsif Rehmani
Lots of thoughts and ideas regarding how to get end users interested and adopt SharePoint. Without usage, our efforts designing SharePoint solutions would be worthless.
SPS Johannesburg - Governance from the TrenchesMelinda Morales
A look into one organization's journey to a successful collaborative governance implementation. Step through what worked and what didn't for a major consumer electronics company along with a recommended approach for your own implementation.
Mind to Matter: A Way to Model How You Work in SharePoint #SPSTCDCPlanet Technologies
In this session Solutions Architect, James Tramel of Planet Technologies proposes a model to enhance collaboration, increase productivity within SharePoint.
Driving Organizational Change With Social & Collaborative TechnologiesMike Gotta
Presented at Interop Las Vegas: Organizations are investing in Enterprise 2.0 as a means to improve employee engagement, collaboration, and knowledge sharing. While social tools can play a critical role, driving organizational change requires IT strategists to look beyond technology deployment. This session will help IT architecture and infrastructure personnel understand E2.0 adoption issues, the role of change management, and alignment of social tools with strategic business initiatives.
How to plan a website and intranet -- from assessment and audit, to strategic and functional planning (including information architecture), content management, design, search engine optimization (SEO), and ROI and business case development.
The way people connect in their personal and professional lives has changed
fundamentally in the last few years – the world has effectively formed a giant network.
People now expect to be able to get things done at work in the same way.
Office 365 is an invitation for your organization to work in that way. It allows you to
become more connected, collaborative and structured in how work gets done. But it can
only do that if you take the people in your organization on that journey with you.
The Office 365 Customer Success team have contributed our experiences of working
with customers on their journeys to working differently to this guide. We hope it inspires
you with what is possible and that you like it, use it and share it with the people in your
organization. We’d welcome feedback on it, through the Office 365 Network.
Change the way you work, because the way you work impacts the work you do
Beyond the web: Customer service content strategySally Bagshaw
Mention content strategy, and the first thing people often think of is web content. Yet, there are other parts of a business that have content at its core—the most important of which is the customer service center. Customer service centers are our direct line to customers. They answer calls, reply to emails, and often coordinate printed material—and we should be incorporating them more into our strategy. Developing a content strategy that includes your customer service center improves the customer experience, provides opportunities to monitor and act on customer feedback, and helps you measure if your content is (or isn’t) working.
I presented this talk at Confab Central in Minneapolis, May 2015. See a transcript at www.webcontentstrategy.com.au and video at http://livestream.com/confab/central
What's Your LMSs Status? Online Learning Conference 2013 (#olc13) session 504v2Brandon Williams
Here's an updated version of the LMSs Status preso shared initially at the Training Magazine Conference and Expo in Orlando back in Feb. The organizers of their online conference reached out to ask that we present in Chicago, so I updated the deck with new info and relevant stats. Enjoy!
Demystifying SharePoint Governance and User AdoptionWes Preston
Governance and User Adoption continue to be hot topics in the SharePoint community and are still adapting as the community matures. So, what do these buzzwords mean to you and your organization? In this session we'll explain what they mean, why they shouldn't be something to fear or over-think, and how to approach these topics as a part of your SharePoint planning, implementations and ongoing management.
SharePoint End User Training and Adoption Strategies - SP IntersectionAsif Rehmani
Lots of thoughts and ideas regarding how to get end users interested and adopt SharePoint. Without usage, our efforts designing SharePoint solutions would be worthless.
SPS Johannesburg - Governance from the TrenchesMelinda Morales
A look into one organization's journey to a successful collaborative governance implementation. Step through what worked and what didn't for a major consumer electronics company along with a recommended approach for your own implementation.
Mind to Matter: A Way to Model How You Work in SharePoint #SPSTCDCPlanet Technologies
In this session Solutions Architect, James Tramel of Planet Technologies proposes a model to enhance collaboration, increase productivity within SharePoint.
Driving Organizational Change With Social & Collaborative TechnologiesMike Gotta
Presented at Interop Las Vegas: Organizations are investing in Enterprise 2.0 as a means to improve employee engagement, collaboration, and knowledge sharing. While social tools can play a critical role, driving organizational change requires IT strategists to look beyond technology deployment. This session will help IT architecture and infrastructure personnel understand E2.0 adoption issues, the role of change management, and alignment of social tools with strategic business initiatives.
How to plan a website and intranet -- from assessment and audit, to strategic and functional planning (including information architecture), content management, design, search engine optimization (SEO), and ROI and business case development.
The way people connect in their personal and professional lives has changed
fundamentally in the last few years – the world has effectively formed a giant network.
People now expect to be able to get things done at work in the same way.
Office 365 is an invitation for your organization to work in that way. It allows you to
become more connected, collaborative and structured in how work gets done. But it can
only do that if you take the people in your organization on that journey with you.
The Office 365 Customer Success team have contributed our experiences of working
with customers on their journeys to working differently to this guide. We hope it inspires
you with what is possible and that you like it, use it and share it with the people in your
organization. We’d welcome feedback on it, through the Office 365 Network.
Change the way you work, because the way you work impacts the work you do
Beyond the web: Customer service content strategySally Bagshaw
Mention content strategy, and the first thing people often think of is web content. Yet, there are other parts of a business that have content at its core—the most important of which is the customer service center. Customer service centers are our direct line to customers. They answer calls, reply to emails, and often coordinate printed material—and we should be incorporating them more into our strategy. Developing a content strategy that includes your customer service center improves the customer experience, provides opportunities to monitor and act on customer feedback, and helps you measure if your content is (or isn’t) working.
I presented this talk at Confab Central in Minneapolis, May 2015. See a transcript at www.webcontentstrategy.com.au and video at http://livestream.com/confab/central
What's Your LMSs Status? Online Learning Conference 2013 (#olc13) session 504v2Brandon Williams
Here's an updated version of the LMSs Status preso shared initially at the Training Magazine Conference and Expo in Orlando back in Feb. The organizers of their online conference reached out to ask that we present in Chicago, so I updated the deck with new info and relevant stats. Enjoy!
Demystifying SharePoint Governance and User AdoptionWes Preston
Governance and User Adoption continue to be hot topics in the SharePoint community and are still adapting as the community matures. So, what do these buzzwords mean to you and your organization? In this session we'll explain what they mean, why they shouldn't be something to fear or over-think, and how to approach these topics as a part of your SharePoint planning, implementations and ongoing management.
Moving from Collaboration Pilot to Successful ImplementationChristian Buckley
One of the most common SharePoint and Office 365 failures is deploying the platform without a pilot. The collaboration pilot is an essential step for any enterprise deployment – and there are most definitely “best practices” you should consider.
Presentation given by Beezy Chief Evangelist and 6-time Microsoft MVP Christian Buckley walking through a repeatable process for running successful collaboration pilots, from management buy-in through to customer adoption planning.
Proven Strategies for increasing Adoption and EngagementChristian Buckley
While Office 365 continues to grow at a rapid rate, adoption can be slow and difficult without a strategy in place. This presentation covers a number of different topics that all have an impact on end user adoption and engagement. This presentation shares: a "go to market" strategy for a successful Office 365 deployment; productivity features that will enhance adoption; strategies for keeping end users engaged; how to track usage and activity so you can measure your success; and touches on many of the productivity features (Groups, Delve, Yammer, co-editing, etc). The primary focus, however, is on the management/ongoing educational aspects of a successful deployment.
When implementing SharePoint you might think that you are adding just another technology to your heterogeneous IT environment. But after a while you realize, that users are doing things with SharePoint that you did not expect them to do. This talk dives into the dynamics of adopting SharePoint as a platform, and shows you a how to setup an operational governance practice using a structured governance framework.
SharePoint adoption and governance - breakout sessionSam Marshall
Breakout session from Congres SharePoint September 2012 Utrecht.
Employee \ user adoption challenges for SharePoint intranets and extranets.
Also looks at cultivating governance buy-in from site owners and content owners.
This session will discuss building an effective search and information architecture strategy for SharePoint.
One of the reasons many SharePoint implementations fail to meet user expectations is the lack of investment in its underlying information architecture. Some organizations see SharePoint as an out-of-the-box solution that they can simply plug in and throw content into, but it requires as much thought and effort around data structure, organizational principles, and search configuration as any portal or intranet.
This call will discuss building an effective search and information architecture strategy for SharePoint, including such topics as:
• Building a search & IA vision
• Requirements gathering & use cases
• Implementation strategy & approaches
• The future of SharePoint search
2. Agenda Why do you need a Governance Plan? What does Governance mean in the context of SharePoint? Governance Top Ten Governance Details for SharePoint 2010 Summary
3. … but solution success is not just about technology … Training Technology 20% Support Policies Communication Deployment Documentation
4. … and it’s easy to make mistakes Not defining policies on what to use SharePoint for (and what not to use it for) Empowering users without appropriate training and guidance Letting users manage security when they have no clue what they are doing Not treating SharePoint like an enterprise application Letting users add lots of items to a list – literally kills the server Not planning for scale and/or growth Not providing SharePoint as a centralized service for the organization Not testing the backup/recovery process
5. So, why do you need a Governance Plan? Avoid portal, team site, and content "sprawl" Ensure that content quality is maintained for the life of the portal Consistently provide a high quality user experience by ensuring that the governance plan is followed Establish clear decision making authority and escalation procedures so that policy violations are dealt with and conflicts are resolved on a timely basis Ensure that the portal strategy is aligned with business objectives so that it continuously delivers business value
6. Moreover, a Governance Plan is important because … SharePoint often overlaps with other installed applications in particular capabilities Many of SharePoint’s capabilities are not ‘required’ or ‘mandated’; users need to understand the value to get the benefit Users can do a lot – we give them “great power” and need to ensure they accept their “great responsibility”
7. What is SharePoint governance? Your governance plan defines people roles, technology and policy guidelines, and processes to resolve ambiguity, manage short and long-range goals, and mitigate conflict within an organization Your governance plan Clarifies your plan for SharePoint design and usage Creates structure and framework to measure and manage the success of your solution over time
8. Concepts Incorporated in an Effective Governance Plan People Define a clear Vision for the solution Articulate Roles and Responsibilities Technology Define policies for service levels and appropriate use Policy Articulate design and usage principles - best practices and formal policies Process Define procedures for common tasks such as creating a new site or requesting new business requirements
10. Governance Top Ten Clear Vision Key Roles and Responsibilities Deployment Model One Size Does Not Fit All Policies Guiding Principles Launch and Roll-out (Adoption) Strategy Content Management Plan Training Plan Governance Plan Document
11. 1. 1 Vision: What are the business goals? Improve collaboration with partners Create a searchable central repository of marketing assets Provide a one-stop shop for firm-wide information Share best practices and collaborate across teams with online collaboration workspaces Replace shared drives with searchable, organized document repositories Provide a platform for document management Showcase a business process dashboard
12. 1. 2 Vision: What are the business outcomes? Provide easier and more timely access to the information employees need to get their work done Provide easier and more effective mechanisms to move work between business entities, such as self-service for customers or partners, enabling outsourcing by providing business partners with access to a collaboration environment or business data on an extranet Provide an organized "one stop shop" for information by making it easier to find authoritative information Improve the ability to share and exchange information across the organization by providing an electronic publishing method that is easy for users to leverage Improve the "time to talent," the speed with which new employees become productive Capture knowledge of retiring employees in a collaborative environment
13. 2. Roles and Responsibilities Put the right team together…early Use an upgrade as an opportunity! Don’t assume SharePoint can be managed with existing resources (even if SharePoint is already in place). Getting the right people in place is an important step in the process. Include both business process and IT process contacts on the governance team Work with the PMO and standards teams within the organization to leverage ITIL, ISO, Six Sigma, and other standards that may be in place
17. 4.0 One Size Does Not Fit All Corporate Business Taxonomy With Divisional Stakeholders Central Portal Aggregation & Navigation Division Portals Business Process Management Division News Group Reporting & Scorecards Self-Service Site Creation +Life Cycle Management Loosely Structured Group, Team, Project Sites and Workspaces Provisioned per User Individual Contributors Blogs, Social Networking
18. 5. Policies Design Policies Policies and Best Practices for Site Designers Usage Policies Clear instruction on how and when users should work with SharePoint What constitutes abuse or misuse of system How to keep information secure information When to use SharePoint versus other alternatives Help Policies Get support and training Request design and development services Request new functionality
19. 6. Guiding Principles Guiding Principles help Site Designers narrow the scope of the “possible” to focus on the “practical” and “valuable.” Guiding Principles help Site Designers make trade-offs (“if this is the problem, choose this approach”) Guiding Principles remind users of the behaviors necessary to achieve business objectives (such as “send links, not attachments”)
20. Example Guiding Principles – Design Consistent user experience Design with the end user in mind – minimize the need for training Standards tied to scope (audience) Just because you can, doesn’t mean you should (“with great power comes great responsibility”) Existing rules still apply (privacy, use of IT resources, records retention) Default access is “read only” for all – apply additional “read” security only as needed
21. Example Guiding Principles – Usage and Content Management No e-mail attachments – send links Publish once, link many 2007: Use Metadata, not Folders – more flexible in responding to a dynamic environment 2010: Use folders, inherit metadata Content management is everyone’s responsibility but site owners are accountable Content owners are responsible for ensuring their content is managed according to corporate records retention policies. The metadata paradigm shift – likely to be your biggest challenge: relevant examples are critical!
22. 7. Launch and Roll-out (Adoption) Strategy Potential Issues: The new system will require time for the company culture to adapt to it – build that time into the schedule Users may lack sufficient training – ensure they get the training they need Users may continue to do things the way they are used to – encourage users to adopt new business practices Tactics: Fun and engaging launch event “Lunch and Learn”/”Get Sharp on SharePoint” Power Users Community of Practice More on this topic tomorrow: SPC255: Driving End User Adoption!
23. 8. Content Management Plan What is the only thing we can guarantee about your solution? Everything will change! Establish who can change and approve content Establish how often content needs to be reviewed – better yet, build in automated processes to route content for review Establish policies regarding who will manage content security Establish policies on what customization is allowed on a site Establish policies for code deployment Plan for your Governance Plan to change!
24. 9. Training Plan 24 Not a “one time” thing Not just about features and functions – it’s also about guiding principles, value proposition, etc. Don’t forget that everyone is listening to the same radio station: WIIFM – make it personal! Who to train: Site Collection Administrator(s) Engineers, ops, developers, designers HELP DESK!!! End users What to train: Skills to design, manage and support Consider a variety of approaches – not everyone learns the same way More on this topic tomorrow: SPC255: Driving End User Adoption!
25. 10. Governance Plan Document Consider breaking the document into “consumable” chunks Vision, Roles and Responsibilities, Guiding Principles Policies, Guidelines/Best Practices, and Procedures Don’t include: Implementation Details Network Requirements Feature Requirements TIP: The process of creating the document is the most important part!
27. SharePoint 2010 Considerations Social Computing Implications Governance planning is even more important in SharePoint 2010 because the increased emphasis and availability of social computing features means there are more types of content to govern. SharePoint 2010 offers users a far more participatory role in the solution information architecture through the use of “social data” such as tags, bookmarks and ratings. Users need to understand and internalize the value proposition for leveraging these features. Solution designers will likely need to provide both guidance and encouragement for their use.
28. SharePoint 2010 Considerations Managed Metadata Consistent Terminology Better Navigation/Filtering Better Search Results Easier on Users But…potential for confusion What is Metadata? Managed Keywords vs Managed Terms Document Columns vs Social Tags
29. SharePoint 2010 Considerations Records Management In-Place Records vs Records Archive You’ll likely use both – need to decide which and when Has effect on: Record retention rules Which users can view records Ease of locating records (Collaborators vs Records Managers) Maintaining each version as a record Records Auditing Site Organization (and number of sites used) E-Discovery Security If you are doing Records Archive, you need a records manager role!
30. SharePoint 2010 Considerations Resource Governor For >5,000 Items in a List Will prevent some sites from working – know how to communicate this Content Organizer Partitioning Mechanism Do you use it? “Where did my document go?”
31. SharePoint 2010 Considerations SharePoint Customization SharePoint Designer: Off or On? Partially Trusted vs Fully Trusted Code SODA: SharePoint On-Demand Applications Excel and Access Solutions
32. Summary Establish a governance framework to ensure quality and relevance of content and to ensure that all users understand their roles and responsibilities. Make sure that you have a Governance Board with a strong advocate in the role of Executive Sponsor. Keep your governance model simple. Solutions need a strong governance model, but they don't need complicated models with lots of bureaucracy. Don't make the solution itself more complicated than it needs to be. Just because SharePoint has a cool feature doesn't mean that you need to deploy it – at least not right away. An effective Governance Plan doesn’t have to constrain every move – it has to provide guidance to users to ensure that your solution remains effective and vibrant over time.
33. Remember to fill out your evaluations onMySPCfor your chance to win two HD web cams and a designer mouse (3 prizes awarded daily)
34. Learn More about SharePoint 2010 Information forIT Prosat TechNet http://MSSharePointITPro.com Information forDevelopersat MSDN http://MSSharePointDeveloper.com Information forEveryone http://SharePoint.Microsoft.com