Transcript Let’s Get Real: Creating a practical and consumable SharePoint governance plan Susan S.

Let’s Get Real: Creating a practical and
consumable SharePoint governance plan
Susan S. Hanley
President, Susan Hanley LLC
[email protected]
©2014 SUSAN HANLEY LLC
About me
[email protected]
www.susanhanley.com
susanhanley
susanhanley
www.slideshare.net/susanhanley
http://www.networkworld.com/
blog/essential-sharepoint
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This is a
faded leaf.
This is a high
mountain.
This is a
branch.
This is a
snake.
This is a
tree.
This is a
cave.
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=
+
+
Why do we care?
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Current State
Desired Future State
Understand
what your end
state goal really
is
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“It’s always best to start at
the beginning.”
Glinda
“Forget about the
beginning, start with the
END.”
Sue
No Sharp Edges
Commit
1. Align with business goals – what are we trying to
accomplish?
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
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?
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
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
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Have the right
conversations
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The Governance Questions
Vision and Overview – Core Team
Enterprise Decisions – Core Team
• Compliance
• Training
• Access
• Provisioning
Enterprise Decisions – + Legal/Records Management
• Records Management
Enterprise Decisions – + Communications + HR + Legal
• Personal Sites/Social Features
Enterprise Decisions – + Communications
• Branding and Functionality
• Information Architecture (Branding, Page Layout)
Enterprise Decisions – Core Team
• Information Architecture (Content Organization)
• Content Life-cycle Management
• Operational Decisions
Roles and Responsibilities – Core Team
Site/Solution-Specific Decisions – “Owners” of each
solution
http://tiny.cc/SharePointGovQuestions
Suggestion: Add a third column
for traceability
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Get the
right
people in
the room
Distribute
No more
the
than 2-3
questions in hours per
advance
conversation
Not all in
the same
week,
please
Your vision and
goals drive your
governance plan
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Policies
Compliance-focused
 Few
 Enforceable

Guidelines
Grounded in business
value
 Relevant to each user
 Sensible 21
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Examples of Social Media Governance
Policies
http://socialmediagovernance.com/policies.php
Share a link. “Here is a link to the latest Forrester Wave report
on social networking.”
Ask a question. “Has anyone encountered this problem before,
and if so, how was it solved?”
Find a resource. “Looking for a specialist in retirement benefits
to help win a bid in Calgary.”
Answer a post. “Here are links to three relevant quals in the
quals database.”
Recognize a colleague. “Thanks to @dpalmer for hosting an
excellent planning session today.”
Inform about your activities. “Will be in the Philadelphia office
today; does anyone wish to meet?”
Suggest an idea. “Local office TV screens should display the
global Yammer conversation stream.”
Intranet (Home Page)
Intranet (Sub-sites/Secondary pages)
Departmental Portals
Personal Sites – Social
Content
Personal Sites – User Profile
Team Sites
Personal Sites – Personal Content
Solution Area
Vision
Type of Content
Ownership/
Accountability
Frequency/Type of
Review
Governance Overview
Intranet Home
Page
Targeted
information
based on
users role
• News
• Important Links
• Personal KPIs
• People and
Culture
Corporate
Communications
• Ongoing review for
news
• All documents and
pages reviewed at least
annually
• Tightly controlled
• Formal content
management processes
• Content managed by
Corporate
Communications
Intranet Sub-sites
Departmental
Portals
Team Sites
Personal Sites –
Social Content
Personal Sites –
User Profile
Personal Sites –
Personal Content
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Key Governance Question
How do the corporate records and discovery policies address:
• Intranet pages
• Intranet documents
• Document versions
• Intranet news articles
• Intranet images
• Team site documents
• Community or Team site Discussion Lists
• Other Community or Team site lists and images
• Newsfeed/Yammer Posts
• Individual user content in OneDrive for Business
• Content in SharePoint Online vs. on prem (for hybrid environments).
Are there specific events in SharePoint that need to be logged for audit
purposes? Are the right reporting tools in place to ensure that this can happen –
both on prem and in the cloud?
Decision/Answer
Is there a penalty for non-compliance?
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Key Governance Question
What processes must be in place to ensure compliance?
Is there a penalty for non-compliance? If so, how will it be
enforced? Are the penalties different for different types of
sites/solutions?
• If the governance plan says that page and site owners are
responsible for content management, are you prepared to decommission pages where no one in the organization will step up
to page ownership responsibilities?
• Who will be responsible for making these decisions?
Is a third-party tool needed to help ensure and manage
compliance?
What kind or types of reporting is available or needs to be created
to monitor compliance?
Decision/Answer
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It takes a
village
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SharePoint
Executive
Sponsor
SharePoint IT
Owner
SharePoint
Business
Owner
SharePoint
Administrator
Application
Development
Team
Steering
Committee/
Governance
Board
Training and Communications
SharePoint
Infrastructure
Support Team
Intranet
Business Owner
Help Desk
Intranet
IT is accountable,
Intranet but
Pagewe’re
The
Owner
Owner
Owners
all responsible!
Coaches
Evangelists
Intranet
Information
Architect
Intranet Visitors
Intranet Steering
Committee
Intranet Content
Authors
Evangelists/
Moderators
• Encourage and promote people
and conversations
• Monitor conversations
• Curate stories
• Celebrate successes
• Handle negative situations
• Educate and welcome
• Nurture members – inspire
engagement
• Remove roadblocks
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Solution
Analyst
Site Sponsor/
Business
Owner
Content
Authors
Site Visitors
Site Manager/
Contact (s)
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How will you provide
guidance and direction?
How will you
tell the story?
… and just in
time
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 Consumable chunks – no big documents or long
pages
 “Quick Guides”
 Integrate with training
 Online and interconnected
 Just in time!
http://tiny.cc/ContentAuthoring
VisualSP from SharePoint-Videos.com
Link to governance
about documents from
doc libs
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CQWP to easily
surface related
content
Socialize
Find
Champions
Communicate
persistently
Be
responsive to
feedback
Trust, but
verify
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Governance =
Thank you for your attention!
This presentation will be available on the
Vancouver SharePoint Summit website a few days after the event.
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