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! 3

4. A winning formula = + + 4

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

21. It takes a village 21

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

25. Typical Governance Plan 25

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

33. Training Governance 33

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!