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
@susanhanley
©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!
©2013 SUSAN HANLEY LLC
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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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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”
©2013 SUSAN HANLEY LLC
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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
©2013 SUSAN HANLEY LLC
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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
©2013 SUSAN HANLEY LLC
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
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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
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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
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Making it consumable
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How will you tell the story?
How will you provide guidance and direction?
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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
©2013 SUSAN HANLEY LLC
Socialize, Promote, Verify
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Socialize Find Champions
Be responsive to feedback
Trust, but verify
Communicate persistently
©2013 SUSAN HANLEY LLC
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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
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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
www.susanhanley.comhttp://www.networkworld.com/community/sharepoint