Planning for Governance: The Key to Successful SharePoint 2010 Solutions Susan Hanley President, Susan Hanley LLC May 16, 2012

Agenda

The Basics The Roadmap Key Points to Take Home Questions

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About Me Expertise: knowledge management, information architecture, portals and collaboration solutions with a focus on governance, user adoption, and metrics President, Susan Hanley LLC. Co-Author: Essential SharePoint 2010 and Essential SharePoint 2007 Led national Portals, Collaboration, and Content Management practice for Dell Director of Knowledge Management at American Management Systems (now CGI) http://www.susanhanley.com

Mother of three “millennials” 3

The “G” Word 4

Why do we care?

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It’s easy to make mistakes … 6

… so it’s especially important to plan!

Avoid sprawl Ensure quality Deliver a great user experience Clear decision making authority Align with business objectives Comply with record retention policies Communicate best practices 7

Governance in 3 Words

“No sharp edges”

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Need more convincing?

Starbucks Next Exit

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But, the plan is not enough – it must be CONSUMABLE … What percent of employees say they don’t always their company’s security policies? What percent say the aren’t even of the policies?

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… and most importantly, you must be prepared to

COMMIT

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Governance Planning Roadmap 11. Socialize, Promote, Verify 1. Design First 5. Discuss “Framing” Decisions 4. Review the Deployment Model 10. Document 7. Develop Guiding Principles 9. Understand Policies; Define Guidelines 2. Identify an Inclusive Team 3. Document the Vision 6. Identify Roles and Responsibilities 8. Get Social?

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1. Design First 13

Governance planning starts at the beginning Business goals – what are we trying to accomplish?

Because that will drive how strict you need to enforce your rules Existing policies – information assurance/records management Because you shouldn’t have to invent everything new and you may need to “design it in” Existing teams and roles Because people already have jobs and you want to be sure that your solution is going to be successful if you are going to need to define new roles or relationships HR Because if job descriptions need to be changed, you’d better have some support 14

2. Getting Started | Be Inclusive Small team to frame (3-4) Team must be able to make

decisions!

Reach out where appropriate Then, engage a larger governance committee to review decisions IT Training HR Communications Knowledge Management Legal/Records Management 15

3. Make Sure You Have a Clear Vision Business Goals Improve collaboration Share best practices Replace shared drives Business Outcomes, such as: Easier information access Move work between business entities “One stop shop" for authoritative information Improve the "time to talent" Capture knowledge of retiring employees 16

Sample Intranet Vision Statement The vision for [the Intranet] is to become the online work environment for [our Organization].

[The intranet] enables operational excellence by consolidating communications and providing a structured, process-driven environment for employees to share and collaborate.

Information on [the Intranet] is organized to support work and make it more efficient by becoming the

trusted spot for sources of truth about all the

work we do.

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4. Model | Governance based on “reach” “PUBLIC” SITES: Open to all employees “PRIVATE” SITES: Open to business group members Home Page Functional Areas Departments – “Public” Departments – “Private” TEAM SITES: Generally open to team members Team Sites Personal Sites – My Sites Tightly controlled, formal governance Some control, some formal governance Looser control, less formal governance 18

5. Review the Other Framing Decisions Who creates new sites?

Who manages navigation? Can site owners re-design? How much?

Who controls branding? Who manages metadata?

Who controls security? What is the default access? What happens with non-compliance? Who maintains the Governance Plan? 19

6. Roles and Responsibilities

It takes a village!

Put the right team together… early Gain consensus – communicate!!

Don’t assume existing resources Not all “net new”

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At least consider … Enterprise Roles Executive Sponsor Governance Board/Steering Committee Business Owner SharePoint Administrator/IT Owner SharePoint Infrastructure Support SharePoint App Development Team Help Desk Metadata Manager Center of Excellence Power Users Community Site/Solution Roles Sponsor Business Owner Solution Analyst Site Manager/Contact s) Content Authors (Contributors) Visitors (Readers) we’re all responsible!

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… but also consider

Communications Change Management/ Adoption - Evangelists Training

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7. Develop Guiding Principles

Preferences that support the vision Reflect best practices Make them memorable Target by role

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Example Guiding Principles Policies are tied to the scope and intention and audience of the site. Governance policies are more flexible for sites with more limited access than they are for sites that are shared with a broad audience.

Send links to content whenever possible rather than e-mail attachments.

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8. Think About Social– Are you Ready? What “fits”?

What does “social” mean to your executives?

Make sure you know!

I’ve heard:

“We should be doing Web 2.0” “The ‘millennials’ expect it.”

There is only one good reason:

You have a business problem to solve.

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Getting Social: Planning SharePoint Social Features

Clearly Identify the Business Problem Identify Use Cases – need friends?

does SharePoint Be Prepared to Respond to Barriers Define Your Governance Plan Define a “Do-able” Pilot Project Prepare a Launch and Communications Plan

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Social Computing Guidance No anonymous content My Sites What’s comfortable?

What’s legal?

What’s a good example?

Don’t assume everyone knows what is appropriate. “Narrate your work.” Give people examples for “About Me” (90/10) Set expectations for “Ask Me About” How well do I have to know it?

Ratings: be clear Tags: provide good examples 27

9. Understand Policies; Define Guidelines

Policies define rules – you already have them!!!

SharePoint rules shouldn’t conflict – existing rules still apply!

Guidelines describe recommended practices Publish someplace “findable” Regularly review and revise

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10. Document the Plan It’s got to be written down … … but it doesn’t have to weigh you down!

Make it “consumable” Keep it alive!

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Just the facts, ma’am Target specific audiences Don’t read without training Just in time, just enough Basics first, then the hard stuff – 10/2 rule 30

Governance Plan Elements

Governance Plan Element

Overview Guiding Principles

Description

Explains the vision, why governance is important, and the overall model Key statements that support the vision Roles and Responsibilities Content Authoring Policies and Guidelines Design Policies and Guidelines Describes the key roles required to ensure success Describes policies and best practices for content publishing and content management Describes what must be done (policies) and best practices (guidelines) for site configuration Processes and Procedures Describes key processes (for example: request or de-commission a site)

Target Audience

All Users All Users Users with a key role Content Authors Site Owners/ Solution Analysts Site Owners 31

Create supplements to help deliver in context … Metadata 101 Getting Social: Getting the Most From Your My Site Planning SharePoint Security Add supplements for specific topics Welcome to the Template for ….

So you think you want to be a ….

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… and Governance (and training) Paths

Site Visitor

Governance Overview & Model

Site Contributor Content Author

Author Roles and Responsibilities Content Guiding Principles General Guiding Principles Content Authoring Training Basic SharePoint Training – searching, browsing, filtering Quick Guide to Content Authoring for Intranet Quick Guide to Content Authoring for Team Sites Quick Guide to Content Authoring for My Sites Content Policies and Guidelines

Solution Owner/ Analyst

Solution Owner Roles and Responsibilities Design & Security Guiding Principles Basic Site Configuration Training Quick Guide to Intranet Design Governance Quick Guide to Team Site Design Governance Quick Guide to My Site Design Governance Advanced Site Design Training Design Policies and Guidelines 33

Supplement Example For an example of a “quick guide” for Content Authoring for SharePoint, visit: http://bit.ly/H03c42 34

11. Socialize, Promote, Verify It’s not enough to just write it down Find champions Communicate persistently – use “serious anecdotes” Be responsive to feedback … Trust, but verify 35

… and incorporate into training 36

Here’s a training tip that will help more than governance 37

My Lessons Learned 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 documents Create and communicate a roadmap Build best practices into your site templates and automate everything you can A governance plan doesn’t replace training … and training should include the governance plan 38

Take this away … Successful adoption of governance plans works best when governance policies and best practices are part of training … …and where the content is delivered just in time and just enough!

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Contact Information Susan Hanley President, Susan Hanley LLC www.susanhanley.com

[email protected]

301-469-0770 (o) 301-442-0127 (m) Blog: http://www.networkworld.com/community/sharepoint Twitter: @susanhanley 40

Extras

Resources Microsoft site consolidating governance resources for SharePoint 2010 Blog post detailing the key lessons:

http://www.networkworl

d.com/community/blog/5 -lessons-i%E2%80%99ve learned-about-how create-memor

Chapter 4: Essential SharePoint 2010 (www.susanhanley.com)

http://technet.microsoft.com/en-us/sharepoint/ff800826.aspx

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Example Guiding Principles

Guiding Principle Remember …

Policies are tied to the scope and intention and audience of the site. Governance policies are more flexible for sites with more limited access than they are for sites that are shared with a broad audience.

One size does not fit all.

Design to minimize training requirements for end users: Use the best (and simplest) feature for each business objective. Send links to content whenever possible rather than e-mail attachments.

Just because you can doesn’t mean you should.

No more e-mail attachments!

All content is posted in just one place. Create links to the content on the page of the primary content owner.

Sponsors/Owners are accountable, but everyone owns the responsibility for content management.

One copy of a document. If you don’t own it, don’t post it!

We’re all responsible for content management.

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