• President, Susan Hanley LLC • Led national Portals, Management Collaboration, and Content practice for Dell • Director of Knowledge Management at American Management.
Download ReportTranscript • President, Susan Hanley LLC • Led national Portals, Management Collaboration, and Content practice for Dell • Director of Knowledge Management at American Management.
• President, Susan Hanley LLC • Led national Portals, Management Collaboration, and Content practice for Dell • Director of Knowledge Management at American Management Systems [email protected] • Information Architecture • User Adoption • Governance • Metrics • Knowledge Management • Intranets & Portals • Collaboration Solutions susanhanley www.susanhanley.com www.networkworld.com/blog/essential-sharepoint 2 This is a high mountain. This is a faded leaf. This is a branch. This is a snake. This is a tree. This is a cave. 4 Why do we care? 6 Current State Desired Future State – “manicured” and compliant! Understand what your end state goal really is 9 “It’s always best to start at the beginning.” Glinda “Forget about the beginning, start with the END.” Sue No Sharp Edges 1. Align with business goals – what are we trying to accomplish? Align with business goals – what are we trying to accomplish? Because that will drive how strict you need to enforce your rules 12 2. Align with existing policies – especially information assurance and records management Because you shouldn’t Align with existing have to invent policies – especially information everything new and you may need to assurance and “design it in” records management 13 3. Understand existing teams and roles – what is already in place? 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 14 4. Engage with HR - early Engage with HR early Because if job descriptions need to be changed, you’d better have some support 15 Put together the right team – small, inclusive, empowered 16 “If you can’t feed a team with two pizzas, it’s too large.” Jeff Bezos, Founder of Amazon Have the right conversations 18 What types of overall corporate policies for information management, business, or technology management apply to the solution? Are there existing legal, IT and information management policies that SharePoint solutions must follow? • Use of IT Resources • Electronic Communications • Social Media Policy • Protection of Personally Identifiable Information • Records Management How are these policies enforced in other systems? (Look for opportunities to leverage existing processes and have the conversation about how governance within SharePoint can be aligned with governance in other systems. Governance Question Decision Suggestion: Add a third column for traceability and store the whole thing in a SharePoint list Is there an expectation around how often content or entire sites need to be reviewed to ensure that information is kept up-to-date and is reliable? • For example, is it required that all sites be “re-certified” on an annual basis? • For example, is it required that individual documents be reviewed on an annual or more frequent basis? • Do the same review requirements apply to all types of sites? 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 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 22 Policies Compliance-focused Few Enforceable Guidelines Grounded in business value Relevant to each user Sensible Is there a penalty for non-compliance? 24 Examples of Social Media Governance Policies http://socialmediagovernance.com/policies.php It takes a village 26 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 Intranet Steering Committee Help Desk Intranet IT Owner Intranet Page Owners Intranet Information Architect Intranet Content Authors Coaches Evangelists/ Moderators Intranet Visitors 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 Solution Analyst Site Sponsor/ Business Owner Content Authors Site Visitors Site Manager/ Contact (s) How will you provide guidance and direction? How will you tell the story? … and just in time 33 Consumable chunks – no big documents or long pages “Quick Guides” Integrate with training Online and interconnected Just in time! http://tiny.cc/SPContentAuthoring Link to governance about documents from doc libs 37 CQWP to easily surface related content Socialize Find Champions Communicate persistently Be responsive to feedback Trust, but verify Training Governance http://tiny.cc/SharePointGovQuestions http://tiny.cc/SPContentAuthoring Social Media Policy Examples http://socialmediagovernance.com/policies.php Detailed Instructions on How to Create a “Consumable” Governance Site http://tiny.cc/SPGovStepbyStep Governance Site (.wsp) http://tiny.cc/SPGovSiteTemplate Works only in Office 365 (see instructions on next page)