Transcript SPTECHCON SAN FRANCISCO 2014 CREATING A PRACTICAL AND CONSUMABLE GOVERNANCE PLAN FOR SHAREPOINT SOLUTIONS April 23, 2014 Sue Hanley www.susanhanley.com ©2014 SUSAN HANLEY LLC.

SPTECHCON SAN FRANCISCO 2014
CREATING A PRACTICAL AND CONSUMABLE
GOVERNANCE PLAN FOR SHAREPOINT
SOLUTIONS
April 23, 2014
Sue Hanley
www.susanhanley.com
©2014 SUSAN HANLEY LLC
Agenda
• What
do we really mean by governance?
• Preparing
to develop your governance plan – asking
the right questions
• Making
it real – communicating and monitoring just in time, consumable governance in action
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A winning formula
=
+
+
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Why do we care?
Why do we care?
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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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Understand what your end state goal really
is!
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
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No Sharp Edges
Governance in Three Words
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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.
2. Align with existing policies –
especially
information
assurance
and
Align with existing
records management
Because you
policies –
especially
information
assurance and
records
management
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
Enterprise Decisions
 Compliance
 Training
 Access
 Provisioning
 Branding and Functionality
 Information Architecture
 Content Life-cycle Management
 Personal Sites
 “Social”
Operational Processes
Roles and Responsibilities
Site-Specific Decisions (and Roles)
http://tiny.cc/SharePointGovQuestions
Suggestion: Add a third column for
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traceability
My lessons learned about the “governance
conversations”
Get the
right
people in
the room
Distribute
No more
the
than 2-3
questions
hours per
in advance conversation
Not all in
the same
week,
please
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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

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Is there a penalty for non-compliance?
Is there a penalty for non-compliance?
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Examples of Social Media Governance Policies
http://socialmediagovernance.com/policies.php
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It takes
a village
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Enterprise Roles
SharePoint
Executive
Sponsor
SharePoint IT
Owner
SharePoint
Business
Owner
SharePoint
Infrastructure
SharePoint
Support
Administrator Team
Application
Development
Help Desk
Team
Steering
Coaches
Committee/
Governance
Board
Evangelists
Training and Communications
Intranet
Intranet
Steering
Business Owner Committee
Intranet IT
Owner
Intranet Page
Owners
Intranet
Information
Architect
Intranet
Content
Authors
Intranet Visitors
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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
Who makes a good community evangelist/
moderator?
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Site Roles
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?
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Typical Governance Plan
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Our goal: Consumable
… and just in
time
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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
VisualSP from SharePoint-Videos.com
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Use out-of-the-box CEWPs to surface
guidance “just-in-time” and “in context”
Link to governance
about documents from
doc libs
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Small chunks of consumable content
CQWP to easily
surface related
content
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Short, consumable guiding principles
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Role-Based Roadmaps
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Socialize, Promote, Verify
Socialize
Find
Champions
Be responsive to feedback
Communicate
persistently
Trust, but verify
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… and incorporate into training
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Training
Governance
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My Lessons Learned
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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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Your lesson learned
Governance =
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Governance
User Adoption Susan Hanley
Metrics
Information
[email protected]
Architecture
• Knowledge
Management
www.susanhanley.com
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•
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www.slideshare.net/susanhanley
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community/sharepoint
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