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Session SP02
Taming the Wild, Wild West: Creating a Practical and
Consumable SharePoint Governance Plan
Sue Hanley
sue@susanhanley.com
@susanhanley

©2013 SUSAN HANLEY LLC
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
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!

3
A winning formula

=

+

+

4
Why do we care?

Why do we care?

5
It really should be pretty simple … and directly tied to
business goals

Current State

Desired Future
State
6
Understand what your end state goal really is!

7
No Sharp Edges

Governance in Three Words

8
But, don’t do it unless you can

Commit

9
1. Align with business goals – what are we trying to
accomplish?

Because that will drive
how strict you need to
enforce your rules
10
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
11
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
12
4. Engage with HR - early

Because if job
descriptions need to be
changed, you’d better
have some support
13
Put together
the right
team –
small, inclusi
ve, empower
ed
14
Have the right conversations

15
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

16
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

17
Make sure you know what your
outcomes are

Your vision and
goals drive your
governance plan
18
Policies
Compliance-focused
 Few
 Enforceable


Rooted in business value
 Relevant to each user
 Sensible


19
Examples of Social Media Governance Policies
http://socialmediagovernance.com/policies.php

20
It takes a
village
21
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
22
Site Roles
Solution
Analyst

Site Visitors

Site Sponsor

Business
Owner

Content
Authors

Site Manager/
Contact (s)
23
Making it consumable

How will you tell the
story?

How will you
provide guidance
and direction?
24
Typical Governance Plan

25
Our goal: Consumable

… and just in
time

26
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
27
The ribbon is great, but you can also add CEWPs to
surface ―in place‖

Link to governance
about documents from
doc libs
28
Just in time training and governance – the Site Pages
wiki library

29
Small chunks of consumable content

30
Socialize, Promote, Verify

Socialize

Find
Champions

Be responsive to feedback

Communicate
persistently

Trust, but verify
31
… and incorporate into training

32
Training

Governance
33
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
34
Your lesson learned

Governance =

35
Questions?
Don’t forget to enter your evaluation
of this session using EventBoard!

Thank you!

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