Transcript TAMING THE WILD WILD WEST: CREATING A PRACTICAL AND CONSUMABLE GOVERNANCE PLAN Susan Hanley Susan Hanley LLC (USA)

TAMING THE WILD WILD WEST: CREATING A
PRACTICAL AND CONSUMABLE GOVERNANCE
PLAN
Susan Hanley
Susan Hanley LLC (USA)
Agenda
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What do we really mean by governance? Why there are so
many definitions?
Preparing to develop your governance plan – asking the
right questions
Getting started – working through some of the key
questions
Making it real – communicating and monitoring - just in
time, consumable governance in action
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Exercise: The Governance Journey
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Choose a post-it note that represents the size of your company
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BLUE: Under 249
ORANGE: 249-999
GREEN: 1000-9,999
PURPLE: 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 post-it on the line between the two stages.
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What do we see?
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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?
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The Governance
Journey
• No plan, no governance.
We’re the wild, wild west!
• We don’t have a plan, but
we know we should.
• We don’t have a plan but
we’re talking about it.
• We have a plan but we
don’t really have
compliance.
• We have a plan and we’re
following it – we’re on top
of everything.
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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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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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But, before you start, be sure you can …
Commit
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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. 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
Enterprise Decisions
Compliance
Training
Access
Provisioning
Branding and Functionality
Information Architecture
Content Life-cycle Management
Personal Sites
Social
Operational Decisions
Roles and Responsibilities
Site-Specific Decisions (and Roles)
http://tiny.cc/SharePointGovQuestions
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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
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Guidelines
Grounded in business
value
 Relevant to each user
 Sensible
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Examples of Social Media Governance Policies
http://socialmediagovernance.com/policies.php
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Clear, simple guidance to change some habits
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.”
One size does not fit all
Intranet (Home Page)
Intranet (Sub-sites/Secondary pages)
Departmental Portals
Personal Sites – Social
Content
Personal Sites – User Profile
Team Sites
Personal Sites – Personal Content
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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
• Tightly controlled
news
• Formal content
• All documents and
management processes
pages reviewed at least • Content managed by
annually
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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Understand how Records Management fits in
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Do you already have a Records Management plan?
How do this impact active collaboration content in
SharePoint?
How does this affect your intranet content:
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Pages
Documents
Images
What are the policies regarding social content
(Yammer/Newsfeed)?
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Enterprise Policy Questions – Records Management
Key Governance Question
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?
Decision/Answer
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Is there a penalty for
non-compliance?
Is there
a penalty for non-compliance?
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Enterprise Policy Questions - Compliance
Key Governance Question
What processes must be in place to ensure compliance?
Decision/Answer
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 de-commission 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?
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Second Exercise: Let’s Practice
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The User Profile
Why? Expertise Location
Should be easy, right?
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Three basic information pages in the User Profile
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The picture
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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)
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Ask Me About
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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?
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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 is accountable,
Intranet Page
The Owner
but
Ownerwe’re all responsible!
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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Sample Role Description| Executive Sponsor
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Effective sponsorship is critical to the successful adoption of portal and
collaboration technology by the user community.
The Executive Sponsor will:
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Believe in the value of knowledge sharing and demonstrate commitment to
the effective use of [Solution Name] as a communications and collaboration
platform.
Secure critical resources required to make [Solution Name] successful.
Legitimize the business process changes required to effectively use the
technology.
Set direction and provide guidance.
Resolve issues.
The primary responsibility of the sponsor is to help communicate and
champion the value of the [Solution Name] to all levels of the
organization.
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Sample Role Description| Steering Committee
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The [Solution Name] Steering Committee serves as a
governance body with the ultimate responsibility for meeting
organizational goals for [Solution Name].
The [Solution Name] Steering Committee:
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Establishes and updates business goals for [Solution Name], both
quantitative and qualitative.
Reviews performance against goals, including audit results.
Identifies, reviews, and approves any initiatives to improve value.
Reviews, maintains and approves significant changes to policies or
processes.
Meets quarterly, at least initially, and as needed based on significant
events.
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Sample Role Description| Site Owner
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The Site Owner has responsibility for ensuring that content
for a particular site is properly collected, reviewed,
published, and maintained over time and that the design of
the site follows policies and guidelines and meets business
goals. Site Owners must have SharePoint training relevant
to the level of template configuration required for their site.
(Site Owners who want to make more changes need more
training.) By accepting the responsibilities of site ownership,
Site Owners commit to understanding and following the
governance plan.
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Site Owner Responsibilities, continued
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The Site Owner:
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Reviews and understands the [Solution Name] governance plan and commits to following design and content
policies and guidelines on the site.
Facilitates content management for the site and is accountable for ensuring that all content on the site complies with
organizational policies and guidelines.
Serves as the key contact person for the site.
Reviews site-specific Content Types, document profiles, properties and list values. Modifies site specific list values as
needed. Identifies need for new global list values to the Information Architect.
Helps maintain site architecture/metadata to ensure effective search and navigation.
Periodically reviews content entered by others to ensure that “metadata” is assigned correctly and makes changes as
necessary.
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Works with content owners to remove old or irrelevant content and “sunset” old content or sub-sites.
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Works with the Site Sponsor to identify where workflow and approval are required before content can be published.
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Identifies the appropriate review cycle for content on their pages (at least quarterly but may be more frequent based
on business need).
Promotes usage of their site.
Works with the Site Sponsor to ensure that security requirements (read, write, design) for their site are implemented
according to the governance plan.
Implements the site security model, ensuring that users have appropriate access rights to the various areas in the site.
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Sample Role Description| Site Members (Contributors)
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A Site Member:
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Enters metadata for contributed content.
Notifies appropriate Site Owner when new metadata is required,
including new values in lists.
Periodically reviews contributed content for relevance and
accuracy.
Deletes or updates content no longer accurate or relevant.
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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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CEWPs help create “just-in-time” governance “out-of-thebox”
Link to governance
about documents from
doc libs
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Just-in-time governance – the wiki library
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Short, consumable Guiding Principles
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Small chunks of consumable content
CQWP to easily
surface related
content
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Socialize, Promote, Verify
Socialize
Find
Champions
Communicate
persistently
Be responsive
to feedback
Trust, but
verify
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… and incorporate into training
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Training Home Page Example
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Role-Based Roadmap - Moderators
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Role Based Roadmap – All Users
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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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[email protected]
+1 301-469-0770
www.networkworld.com/community/sharepoint
www.susanhanley.com
www.linkedin.com/in/susanhanley/
@susanhanley