WHY SHAREPOINT GOVERNANCE IS

EVERYBODY’S RESPONSIBILITY …AND PROBLEM

ABOUT MIND OVER MACHINES

• SharePoint Specialists Since 2002• Handle Small To Large SharePoint/Office 365 Customers• In-house SharePoint Expertise With Over 200

SharePoint Projects• Deep Experience In Non-profit, Healthcare, Financial

And Life Sciences

RECOGNITION• Top 100 Workplaces• US Chamber of Commerce Small Business of the Year - Eastern Region• NIH Merit Awards• CTOs at Work: Best Technical Minds in Business• Inc. 5000 Fastest-Growing Private Companies• Top 50 Influential Marylander• Innovator of the Year• Maryland's 25 CEOs You Need to Know• Maryland Power Player• Top 25 IT Consulting Firm• Top 5 Software Development Firm• SmartCEO Smart100

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National Registered Agents, Inc.New Enterprise AssociatesNMS HealthcareNortheast FoodsOPPNARealTermRME360RoadsmithSaval FoodsSentient Medical SystemsShelter GroupSoftrekTBB Global LogisticsTesscoUS ArmyUS Chamber of CommerceUS Dept. of Health and Human ServicesUnisearchUniversity of Maryland Medical SystemVibrant Commercial Technologies VisionMarkWhiting-Turner Contracting Wolters KluwerWords & Numbers, Inc.Young LifeZanninos

SOME OF OUR CLIENTS

WHAT IS SHAREPOINT GOVERNANCE?SEARCH SHAREPOINT GOVERNANCE IN GOOGLE:

“Governance is the set of policies, roles, responsibilities, and processes that control how an organization's business divisions and IT teams work together to achieve its goals. ”

WHAT IS CORPORATE GOVERNANCE?

“Describes the framework of rules, relationships, systems and processes within and by which authority is exercised and controlled in corporations.”

SHAREPOINT GONE ROGUE

STAY AWAY FROM COOKIE CUTTER GOVERNANCE

SOME STATISTICS• 65% of the companies said they were moderately to

extremely challenged in integrating SharePoint for electronic content management

• 69% of the companies indicated that SharePoint was customized to fit organizational needs before deploying

• 78% of respondents reported that SharePoint "user experience was inadequate"

• 17.6% stated that SharePoint was "great and adequately met their needs“

• 79% of the companies primarily rely on their internal staff to resolve SharePoint issues

• 56% of the companies stated that they adopted an “in-house or informal” training methodology to deploy SharePoint

STARTING FROM THE TOP

• If ALL the C-Level staff are not onboard…forget about it• It’s not about technology, it’s about common sense•Start with what it CAN’T do – lower expectations•Kick the consultants and vendors out of room•Somebody has to own SharePoint!

WORKING WITH SHAREPOINT’S SHORTCOMINGS• Functional operation• Previous experience• Technical issues (performance, technical complexity)•Not enough expertise•Doesn’t work as a standalone product• LACK OF GOVERNANCE

IN THIS CASE, MEETINGS ARE A GOOD THING

Requirements Meeting

Migration Meetings

Training Meetings

Stewardship Meetings

SharePoint Installation/

Migration Begins

Requirements Meeting

Migration Meetings

Training Meetings

Stewardship Meetings

ROLES & RESPONSIBILITIESPROGRAM DRIVER

Should Be:• Great at project management• Primary point of escalation• Can communicate across all

departments

EXECUTIVE DRIVER

Should Be:• Part of 90% of meetings• An active participant• An evangelist• The final point of escalation

BUSINESS STEWARDS

Should Be:• Familiar with SharePoint• Loud voice/clear communicators• Understand all aspects of the

business

IT STEWARDS

Should Be:• Unbiased• Strong communicators• Attend all meetings

EXAMPLE GOVERNANCE MAPSharePoint Champion

CFO, CIO, CTO

Intranet OperationsManagement

Content Area Owners

LegalFinanceHuman Resources

Corporate Communications

Risk Management

SharePoint Security

SharePoint Steering

Committee

SharePoint Oversight Committee

SharePoint OwnerCommunications Department

WHAT'S INCLUDED IN A GOVERNANCE PLAN?• Realistic Vision• Realistic Mission• Training Stages• Target Audience/Segmentation• Governance Model• Organizational Goals/Mile Markers• Departmental Goals/Mile Markers• Objectives• Action Plans

CONTENT POLICY• Content Types• Style Acceptability• News Determinants• Formatting • Archiving• Content Management System Rules and Directions• Governance Roles & Responsibilities• Taxonomy (classification)• Site Provision/Registration

IN CLOSING• Create a governance plan based on your corporate plan• Someone has to be responsible for SharePoint• Training is vital at every stage• SharePoint will not work without everyone's involvement• SharePoint adoption is a very small part

THANK YOU!

• Carl B. Johnson• Senior SharePoint Architect • cjohnson@mindovermachines.com•Mind Over Machines