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Creating a Practical and Consumable SharePoint Governance Plan
2.
About Me
• President, Susan Hanley LLC
• Led national Portals, Management
Collaboration, and Content practice for
Dell
• Director of Knowledge Management at
American Management Systems
sue@susanhanley.com
Governance
User Adoption
Metrics
Information
Architecture
• Knowledge
Management
• Portals
• Collaboration
Solutions
•
•
•
•
susanhanley
www.susanhanley.com
www.networkworld.com/community/sharepoint
2
3.
Agenda
Understanding what we really mean by governance—and
why there are so many definitions
Asking the right questions
Making the answers consumable
Sharing experiences!
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10.
1. Align with business goals – what are we trying to
accomplish?
Because that will drive
how strict you need to
enforce your rules
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11.
2. Align with existing policies –
especially information assurance and records management
Because you shouldn’t
have to invent everything
new and you may need to
―design it in
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12.
3. Understand existing teams and roles – what is already in
place?
Because people already
have jobs and you may
need to define new roles
or relationships
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13.
4. Engage with HR - early
Because if job
descriptions need to be
changed, you’d better
have some support
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14.
Put together
the right
team –
small, inclusi
ve, empower
ed
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16.
Answer the key questions
Vision and Overview
Enterprise Decisions
Compliance
Training
Access
Provisioning
Branding and Functionality
Information Architecture
Content Life-cycle Management
Personal Sites/Social Features
Roles and Responsibilities
Site Specific Decisions
Operational Decisions
http://tiny.cc/SharePointGovQuestions
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17.
My lessons learned about the ―governance
conversations‖
Distribute
the
questions in
advance
No more than 2-3
hours per
conversation
Not all in
the same
week, plea
se
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18.
Make sure you know what your
outcomes are
Your vision and
goals drive your
governance plan
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19.
Policies
Compliance-focused
Few
Enforceable
Rooted in business value
Relevant to each user
Sensible
19
20.
Examples of Social Media Governance Policies
http://socialmediagovernance.com/policies.php
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22.
Enterprise Roles
SharePoint
Executive
Sponsor
SharePoint IT
Owner
SharePoint
Architect
SharePoint
SharePoint
Steering
Administrator Committee
Application
Development
Team
SharePoint
Infrastructure
Support
Team
Training and Communications
Help Desk
Coaches
Power Users
Intranet
Intranet
Steering
Business Owner Committee
The Owner
Intranet IT is accountable, but
Intranet Page
we’re all responsible!
Owner
Owners
Intranet
Information
Architect
Intranet
Content
Authors
Intranet Visitors
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Site Roles
Solution
Analyst
Site Visitors
Site Sponsor
Business
Owner
Content
Authors
Site Manager/
Contact (s)
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24.
Making it consumable
How will you tell the
story?
How will you
provide guidance
and direction?
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27.
Principles
Consumable
chunks – no big documents or
long pages
―Quick Guides‖
Integrate with training
Interconnected
Just in time!
http://tiny.cc/ContentAuthoring
VisualSP from SharePoint-Videos.com
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28.
The ribbon is great, but you can also add CEWPs to
surface ―in place‖
Link to governance
about documents from
doc libs
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Just in time training and governance – the Site Pages
wiki library
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34.
My Lessons Learned
It’s really about both assurance and guidance – and it takes
COMMITMENT – plan, plan, plan
No one cares about governance – until you make it all about
them!
Less is more – avoid unnecessary bureaucracy – and long
documents
Small chunks of consumable content – just in time!
Build best practices into your site templates and automate
everything you can
A governance plan doesn’t replace training
… and training should include governance
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