Transcript SharePoint Governance: Love it or hate it, you can’t live without it! Sue Hanley [email protected] @susanhanley SharePoint Fest DC August 6, 2013

SharePoint Governance: Love it
or hate it, you can’t live without
it!
Sue Hanley
[email protected]
@susanhanley
SharePoint Fest DC
August 6, 2013
1
Agenda
©2013 SUSAN HANLEY LLC
 Understanding what we really
mean by governance—and why
there are so many definitions
 Preparing the roadmap
 Taking advantage of lessons
learned
 Sharing experiences!
2
+
A winning
formula
=
+
©2013 SUSAN HANLEY LLC
3
Why do we
care?
©2013 SUSAN HANLEY LLC
4
It really should
be pretty
simple … and
directly tied to
business goals
Current State
©2013 SUSAN HANLEY LLC
Desired Future State
5
Governance is
the MEANS to
the END
Desired Future State
©2013 SUSAN HANLEY LLC
6
Understand
what your end
state goal
really is!
©2013 SUSAN HANLEY LLC
7
Determine the
path to get
there
©2013 SUSAN HANLEY LLC
8
No Sharp Edges
Governance in
Three Words
©2013 SUSAN HANLEY LLC
9
Commit
But, don’t do it
unless you can
©2013 SUSAN HANLEY LLC
10
1. Align with
business goals
– what are we
trying to
accomplish?
©2013 SUSAN HANLEY LLC
Because that will drive
how strict you need to
enforce your rules
11
2. Align with
existing
policies –
especially
information
assurance and
records
management
©2013 SUSAN HANLEY LLC
Because you shouldn’t
have to invent everything
new and you may need to
“design it in”
12
3. Understand
existing teams
and roles –
what is already
in place?
©2013 SUSAN HANLEY LLC
Because people already
have jobs and you may
need to define new roles
or relationships
13
4. Engage with
HR - early
©2013 SUSAN HANLEY LLC
Because if job
descriptions need to be
changed, you’d better
have some support
14
Put together
the right team
– small,
inclusive,
empowered
©2013 SUSAN HANLEY LLC
15
Have the right
conversations
©2013 SUSAN HANLEY LLC
16
Answer the
key questions
©2013 SUSAN HANLEY LLC
 Vision and Overview
 Enterprise Decisions
 Compliance
http://tiny.cc/SharePointGovQuestions
 Training
 Access
 Provisioning
 Branding and Functionality
 Information Architecture
 Content Life-cycle
Management
 Personal Sites/Social Features
 Roles and Responsibilities
 Site Specific Decisions
 Operational Decisions
17
Distribute the questions in
advance
My lessons
learned about
the
“governance
conversations”
No more than 2-3 hours per
conversation
Not all in the same week,
please
©2013 SUSAN HANLEY LLC
18
Make sure you
know what
your outcomes
are
©2013 SUSAN HANLEY LLC
Your vision and
goals drive your
governance plan
19
 Compliance-focused
 Few
 Enforceable
Policies and
Guidelines
©2013 SUSAN HANLEY LLC
 Rooted in business value
 Relevant to each user
 Sensible
20
http://socialmediagovernance.com/policies.php
Examples of
Social Media
Governance
Policies
©2013 SUSAN HANLEY LLC
21
It takes a
village
©2013 SUSAN HANLEY LLC
22
Enterprise Roles
SharePoint
Executive
Sponsor
SharePoint
Administrator
SharePoint IT
Owner
Application
Development
Team
SharePoint
Architect
SharePoint
Infrastructure
Support Team
Training and Communications
©2013 SUSAN HANLEY LLC
SharePoint
Steering
Committee
Intranet
Business Owner
Intranet
Steering
Committee
Help Desk
Intranet IT
Owner
Intranet Page
Owners
Intranet
Information
Architect
Intranet Content
Authors
Coaches
Power Users
Intranet Visitors
23
Site Roles
Solution
Analyst
The Owner is
Site
Visitors but
accountable,
we’re all
responsible!
Site Sponsor
Business
Owner
©2013 SUSAN HANLEY LLC
Content
Authors
Site Manager/
Contact (s)
24
How will you tell the
story?
Making it
consumable
How will you provide
guidance and
direction?
©2013 SUSAN HANLEY LLC
25
Typical
Governance
Plan
©2013 SUSAN HANLEY LLC
26
Our goal:
Consumable
… and just in
time
©2013 SUSAN HANLEY LLC
27
Principles
 Consumable chunks –
no big documents or
long pages
 “Quick Guides”
 Integrate with training
 Interconnected
 JUST IN TIME!
http://tiny.cc/ContentAuthoring
©2013 SUSAN HANLEY LLC
28
The ribbon is
great, but you
can also add
CEWPs to
surface “in
place”
©2013 SUSAN HANLEY LLC
Link to governance
about documents
from doc libs
29
Socialize,
Promote,
Verify
Socialize
Find Champions
Be responsive to feedback
©2013 SUSAN HANLEY LLC
Communicate
persistently
Trust, but verify
30
… and
incorporate
into training
©2013 SUSAN HANLEY LLC
31
My Lessons
Learned
©2013 SUSAN HANLEY LLC
 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
32
Governance =
Your lesson
learned
©2013 SUSAN HANLEY LLC
33
• 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
[email protected]
susanhanley
www.susanhanley.com
http://www.networkworld.com/community/sharepoint
34
Questions?
©2013 SUSAN HANLEY LLC
35