SharePointintersection
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
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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
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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
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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!