Creating a Practical and Consumable SharePoint Governance Plan
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The document is a presentation about creating an effective and practical governance plan for SharePoint. It discusses that governance plans should be aligned with business goals and existing policies. It also emphasizes engaging stakeholders, having the right conversations to answer key questions, and defining clear roles and responsibilities. Finally, it recommends that the governance plan and guidance be made consumable to users through things like quick guides, training, and small, just-in-time content chunks integrated into sites.
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Creating a Practical and Consumable SharePoint Governance Plan
- 1. 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
- 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! 3
- 5. Why do we care? Why do we care? 5
- 6. It really should be pretty simple … and directly tied to business goals Current State Desired Future State 6
- 7. Understand what your end state goal really is! 7
- 8. No Sharp Edges Governance in Three Words 8
- 9. But, don’t do it unless you can Commit 9
- 10. 1. Align with business goals – what are we trying to accomplish? Because that will drive how strict you need to enforce your rules 10
- 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 11
- 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 12
- 13. 4. Engage with HR - early Because if job descriptions need to be changed, you’d better have some support 13
- 14. Put together the right team – small, inclusi ve, empower ed 14
- 15. Have the right conversations 15
- 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 16
- 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 17
- 18. Make sure you know what your outcomes are Your vision and goals drive your governance plan 18
- 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 20
- 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 22
- 23. Site Roles Solution Analyst Site Visitors Site Sponsor Business Owner Content Authors Site Manager/ Contact (s) 23
- 24. Making it consumable How will you tell the story? How will you provide guidance and direction? 24
- 26. Our goal: Consumable … and just in time 26
- 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 27
- 28. The ribbon is great, but you can also add CEWPs to surface ―in place‖ Link to governance about documents from doc libs 28
- 29. Just in time training and governance – the Site Pages wiki library 29
- 30. Small chunks of consumable content 30
- 31. Socialize, Promote, Verify Socialize Find Champions Be responsive to feedback Communicate persistently Trust, but verify 31
- 32. … and incorporate into training 32
- 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 34
- 35. Your lesson learned Governance = 35
- 36. Questions? Don’t forget to enter your evaluation of this session using EventBoard! Thank you!