Creating a Practical and Consumable SharePoint Governance Plan SPTechCon Boston August 12, 2013 Sue...

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Creating a Practical and Consumable SharePoint Governance PlanSPTechCon Boston

August 12, 2013

Sue [email protected]

@susanhanley

mailto:[email protected]

mailto:[email protected]

©2013 SUSAN HANLEY LLC

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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!


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A winning formula

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Why do we care?

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It really should be pretty simple … and directly tied to business goals Current State Desired Future

State


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Understand what your end state goal really is!


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Determine the path to get there


Governance in Three Words

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No Sharp Edges


But, don’t do it unless you can

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Commit


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

Because that will drive how strict you need to enforce your rules


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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”


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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


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4. Engage with HR - early

Because if job descriptions need to be changed, you’d better have some support


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Put together the right team – small, inclusive, empowered


Have the right conversations

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Answer the key questions

http://tiny.cc/SharePointGovQuestions

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


My lessons learned about the “governance conversations”

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No more than 2-3 hours per conversation

Not all in the same week, please

Distribute the questions in advance


Make sure you know what your outcomes are

Your vision and goals drive

your governance

plan

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Policies

Compliance-focused

Few Enforceable

Rooted in business value

Relevant to each user Sensible

Policies and Guidelines


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Examples of Social Media Governance Policies

http://socialmediagovernance.com/policies.php


It takes a village

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SharePoint Steering Committee

Training and Communications

SharePoint Executive Sponsor

SharePoint IT Owner

SharePoint Infrastructure Support Team

SharePoint Administrator

Help Desk

SharePoint Architect

Application Development Team

Intranet Information Architect

Intranet Business Owner

Intranet Steering Committee

Intranet IT Owner

Intranet Page Owners

Intranet Content Authors

Intranet Visitors

Enterprise Roles

Power Users

Coaches

The Owner is accountable, but we’re all responsible!

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Site Sponsor

Business Owner

Solution Analyst

Content Authors

Site Manager/ Contact (s)

Site Visitors

Site Roles


Making it consumable

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How will you tell the story?

How will you provide guidance and direction?


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Typical Governance Plan


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Our goal: Consumable … and just in time


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Principles

Consumable chunks – no big documents or long pages

“Quick Guides” Integrate with

training Interconnected JUST IN TIME! http://tiny.cc/

ContentAuthoring


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The ribbon is great, but you can also add CEWPs to surface “in place”

Link to governance about documents from doc libs

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Just-in-time governance – the wiki

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Small chunks of content CQWP to easily surface related content

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Role-Based Roadmap (work in progress)


Socialize, Promote, Verify

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Socialize Find Champions

Be responsive to feedback

Trust, but verify

Communicate persistently


… and incorporate into training

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Training “Governance”



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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


Your lesson learned

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Governance =

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• Independent consultant specializing in• Governance• User Adoption• Metrics• Information Architecture• Knowledge Management• Portals, Intranets, Collaboration Solutions

• Led national Portals, Management Collaboration, and Content practice for Dell

• Director of Knowledge Management at American Management Systems

susanhanley

[email protected]

www.susanhanley.comhttp://www.networkworld.com/community/sharepoint


Questions?

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Creating a Practical and Consumable SharePoint Governance Plan SPTechCon Boston August 12, 2013 Sue...

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