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Establishing practical governance_intranets2015
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• President, Susan Hanley LLC
• Led national Portals & Collaboration
practice for Dell
• Director of Knowledge Management at
American Management Systems
• Information
Architecture
• User Adoption
• Governance
• Metrics
• Knowledge
Management
• Intranets & Portals
• Collaboration
Solutions
susanhanleysue@susanhanley.com
www.networkworld.com/blog/essential-sharepoint
www.susanhanley.com



Establishing practical governance_intranets2015
Establishing practical governance_intranets2015
http://online.wsj.com/articles/sony-pictures-hack-reveals-more-data-than-previously-believed-1417734425

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Establishing practical governance_intranets2015

  • 2. 2 • President, Susan Hanley LLC • Led national Portals & Collaboration practice for Dell • Director of Knowledge Management at American Management Systems • Information Architecture • User Adoption • Governance • Metrics • Knowledge Management • Intranets & Portals • Collaboration Solutions susanhanleysue@susanhanley.com www.networkworld.com/blog/essential-sharepoint www.susanhanley.com
  • 7. Current State Desired Future State – “manicured” and compliant!
  • 9. 1. Align with business goals Because that will drive how strict you need to enforce your rules
  • 10. 1. Align with business goals 2. Align with existing policies Because you shouldn’t have to invent everything new and you may need to “design them in”
  • 11. 1. Align with business goals 2. Align with existing policies 3. Understand existing teams and roles Because people already have jobs and you may need to define new roles or relationships
  • 12. 1. Align with business goals 2. Align with existing policies 4. Engage with HR. 3. Understand existing teams and roles Because if job descriptions need to be changed, you’d better have some support
  • 13. 13 Put together the right team – small, inclusive, empowered Put together the right team – small, inclusive, empowered
  • 14. “If you can’t feed a team with two pizzas, it’s too large.” Jeff Bezos, Founder of Amazon
  • 16. Governance Question Decision Suggestion: Add a third column for traceability and store the whole thing in a SharePoint list What types of overall corporate policies for information management, business, or technology management apply to the solution? Are there existing legal, IT and information management policies that SharePoint solutions must follow? • Use of IT Resources • Electronic Communications • Social Media Policy • Protection of Personally Identifiable Information • Records Management How are these policies enforced in other systems? (Look for opportunities to leverage existing processes and have the conversation about how governance within SharePoint can be aligned with governance in other systems.) Is there an expectation around how often content or entire sites need to be reviewed to ensure that information is kept up-to-date and is reliable? • For example, is it required that all sites be “re-certified” on an annual basis? • For example, is it required that individual documents be reviewed on an annual or more frequent basis? • Do the same review requirements apply to all types of sites?
  • 17. 17 Is there a penalty for non-compliance?
  • 18. Vision and Overview – Core Team Enterprise Decisions – Core Team • Compliance • Training • Access • Provisioning Enterprise Decisions – + Legal/Records Management • Records Management Enterprise Decisions – + Communications + HR + Legal • Personal Sites/Social Features Enterprise Decisions – + Communications • Branding and Functionality • Information Architecture (Branding, Page Layout) Enterprise Decisions – Core Team • Information Architecture (Content Organization) • Content Life-cycle Management • Operational Decisions Roles and Responsibilities – Core Team Site/Solution-Specific Decisions – “Owners” of each solution                   
  • 19. No more than 2-3 hours per conversation Not all in the same week, please Distribute the questions in advance Get the right people in the room
  • 20. POLICIES GUIDELINES  Compliance-focused  Few  Enforceable  Automated compliance checking/prevention  Grounded in business value  Relevant to each user  Sensible  Delivered in context
  • 21. Examples of Social Media Governance Answers http://socialmediagovernance.com/policies.php
  • 23. Intranet Steering Committee Intranet Business Owner CKO HR Comms Intranet IT Owner Information Architect Visitors Managing Editors Content Authors Training and Comms Evangelists/ Moderators Coaches
  • 24. Site Sponsor/ Business Owner Solution Analyst Site Visitors Content Authors/ Contributors Site Manager/ Contact/ Editor
  • 25. How will you provide guidance and direction? How will you tell the story?
  • 27.  No big documents or long pages  “Quick Guides”  Integrated with training  Online and interconnected  Delivered in context http://tiny.cc/SPContentAuthoring
  • 34. Socialize Find Champions Be responsive to feedback Trust, but verify Communicate persistently
  • 38.  http://tiny.cc/SharePointGovQuestions  http://tiny.cc/SPContentAuthoring  Social Media Policy Examples http://socialmediagovernance.com/policies.php  Detailed Instructions on How to Create a “Consumable” SharePoint Governance Site http://tiny.cc/SPGovStepbyStep  Microsoft Resources for SharePoint Governance: https://technet.microsoft.com/en-us/library/ff598584.aspx