Creating a Practical and Consumable SharePoint Governance Plan Sue Hanley [email protected] @susanhanley SharePoint Fest DC August 5, 2013 ©2013 SUSAN HANLEY LLC.
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Creating a Practical and Consumable SharePoint Governance Plan Sue Hanley [email protected] @susanhanley SharePoint Fest DC August 5, 2013 ©2013 SUSAN HANLEY LLC 1 Agenda ©2013 SUSAN HANLEY LLC Introductions Exercise: The Governance Journey Understanding what we really mean by governance—and why there are so many definitions Preparing the roadmap – asking the right questions Making it real – communicating and monitoring Live Demo – just in time, consumable governance in action Sharing experiences 2 • 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 3 In no more than 30 seconds, tell us: Introductions ©2013 SUSAN HANLEY LLC Your Name Your Organization Name Number of Employees Your Role/Title Your Location 4 Choose a post-it note that represents the size of your company First Exercise: The Governance Journey ©2013 SUSAN HANLEY LLC BLUE: Under 249 YELLOW: 249-999 ORANGE: 1000-9,999 PINK: 10,000 and above Think about where your organization is on the governance journey. Place your post-it along the path. If you are in-between stages, place your postit on the line between the two stages. 5 What do we see? ©2013 SUSAN HANLEY LLC Are there any patterns based on company size? Are more organizations in one stage of the journey versus another? Can you share your perspective about where your organization is on the journey – and why you think you are at this stage? 6 This is a faded leaf. Just what do we mean when we talk about SharePoint governance? This is a high mountain. This is a branch. This is a snake. This is a tree. This is a cave. ©2013 SUSAN HANLEY LLC 7 + A winning formula = + ©2013 SUSAN HANLEY LLC 8 Why do we care? ©2013 SUSAN HANLEY LLC 9 It really should be pretty simple … and directly tied to business goals Current State ©2013 SUSAN HANLEY LLC Desired Future State 10 Governance is the MEANS to the END Desired Future State ©2013 SUSAN HANLEY LLC 11 Understand what your end state goal really is! ©2013 SUSAN HANLEY LLC 12 Determine the path to get there ©2013 SUSAN HANLEY LLC 13 No Sharp Edges Governance in Three Words ©2013 SUSAN HANLEY LLC 14 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 15 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” 16 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 17 4. Engage with HR - early ©2013 SUSAN HANLEY LLC Because if job descriptions need to be changed, you’d better have some support 18 Put together the right team – small, inclusive, empowered ©2013 SUSAN HANLEY LLC 19 Have the right conversations ©2013 SUSAN HANLEY LLC 20 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 21 Intranet (Home Page) Intranet (Sub-sites/Secondary pages) One size does not fit all Departmental Portals Personal Sites – Social Content Personal Sites – User Profile Team Sites Personal Sites – Personal Content ©2013 SUSAN HANLEY LLC 22 •Functional: Teams will have private sites where they can share documents, calendars, and other information. •Organized: Content on team sites will follow similar patterns, and be organized so that content can be found later on. •Managed: Content will be maintained according to governance policies to ensure relevance and reliability. Personal Sites •Collaborative: Depending on your role and interests, there will be multiple online discussion forums where members of different communities) can collaborate. •Moderated: Content in discussion forums will have guidelines established by Moderators. •Self-Managed: Everyone who posts content will follow the guidelines established for the communities of which they are a member. Private Team Sites •Organized and Searchable: Each Program and Division will have a website where you will find information about that program or division, links to forms and policies, and documents. •Current: Content on these pages will be maintained by designated individuals for each program and division. •Reliable: Content will be tightly governed and will be reviewed on an ongoing basis. Discussion Forums Program/Division Pages • Enter the intranet from the home page, which includes dynamic news, links to important information, and essentially provides the directory for the rest of the site. • Most content on the home page is managed by Corporate Communications – but some of what you see will be targeted to you based on your role and location. • Content is tightly governed and will be reviewed on an ongoing basis – you can trust the content on the intranet •Social: Everyone will have a personal site where they can share their interests and expertise •Private and Shared Content: You will have a space to share documents with just a few people or with everyone. •Personalized: You can create a personal site with links to content you use frequently – to make the intranet “all about you.” 23 First, talk about general concepts … then go through the details 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 Subsites Departmental Portals Team Sites Personal Sites – Social Content Personal Sites – User Profile Personal Sites – Personal Content ©2013 SUSAN HANLEY LLC 24 Understand how Records Management fits in Do you already have a Records Management plan? How do this impact active collaboration content in SharePoint? How does this affect your intranet content: Pages Documents Images What are the policies regarding social content (Yammer/Newsfeed)? ©2013 SUSAN HANLEY LLC 25 Key Governance Question Enterprise Policy Questions – Records Management Decision/Answer How do the corporate records and discovery policies address: • Intranet pages • Intranet documents • Intranet news articles • Intranet images • Team site documents • Community or Team site Discussion Lists • Other Community or Team site lists and images • Newsfeed • Individual user content in SkyDrive Pro 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? ©2013 SUSAN HANLEY LLC 26 Is there a penalty for noncompliance? ©2013 SUSAN HANLEY LLC 27 Key Governance Question Decision/Answer What processes must be in place to ensure compliance? Enterprise Policy Questions 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? ©2013 SUSAN HANLEY LLC 28 The User Profile Why? Expertise Location Should be easy, right? Second Exercise: Let’s Practice ©2013 SUSAN HANLEY LLC 29 Three basic information pages in the User Profile ©2013 SUSAN HANLEY LLC 30 The picture ©2013 SUSAN HANLEY LLC Do you want users to be able to upload their own picture? What kind of picture is acceptable? Are there legal or privacy issues associated with pictures? Can users “opt out if you are planning to source the picture from, as an example, your badge pictures? (which everyone hates, by the way) 31 Ask Me About ©2013 SUSAN HANLEY LLC How well does someone have to know a topic in order to list it here? How many topics to do you want people to list? What about people who say they don’t want to be contacted? How will you keep this information current? How is expertise sharing evaluated within the organization? 32 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 ©2013 SUSAN HANLEY LLC 33 It takes a village ©2013 SUSAN HANLEY LLC 34 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 35 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) 36 How will you tell the story? Making it consumable How will you provide guidance and direction? ©2013 SUSAN HANLEY LLC 37 Typical Governance Plan ©2013 SUSAN HANLEY LLC 38 Our goal: Consumable … and just in time ©2013 SUSAN HANLEY LLC 39 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 40 DEMO ©2013 SUSAN HANLEY LLC 41 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 42 http://socialmediagovernance.com/policies.php Examples of Social Media Governance Policies ©2013 SUSAN HANLEY LLC 43 Socialize, Promote, Verify Socialize Find Champions Be responsive to feedback ©2013 SUSAN HANLEY LLC Communicate persistently Trust, but verify 44 … and incorporate into training ©2013 SUSAN HANLEY LLC 45 “Governance” Training 46 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 47 Governance = Your lesson learned ©2013 SUSAN HANLEY LLC 48 Questions? ©2013 SUSAN HANLEY LLC 49