Transcript Governance Planning Best Practices: Part 1Setting the Stage Susan Hanley Agenda • • • • The Basics The Roadmap Key Points to Take Home Questions.

Governance Planning
Best Practices: Part 1Setting the Stage
Susan Hanley
Agenda
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The Basics
The Roadmap
Key Points to Take Home
Questions
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”
The “G” Word
Why do we care?
It’s easy to make mistakes …
… so it’s especially important to plan!
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Avoid sprawl
Ensure quality
Deliver a great user experience
Clear decision making authority
Align with business objectives
Comply with record retention guidelines
Communicate best practices
Governance in 3 Words
“No sharp edges”
But it’s not just enough to have a governance plan – 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
policies?
of the
… and most importantly, you must be prepared
to
COMMIT
Governance Planning Roadmap
11. Socialize,
Promote,
Verify
10. Document
1. Design First
5. Discuss
“Framing”
Decisions
4. Review the
Deployment Model
2. Identify an
Inclusive
Team
3. Document
the Vision
7. Develop
Guiding
Principles
9. Understand
Policies; Define
Guidelines
6. Identify Roles
and
Responsibilities
8. Get Social?
1. Design First
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
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 •
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governance
committee to review •
decisions
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IT
Training
HR
Communications
• Knowledge Management
• Legal/Records
Management
3. Make Sure You Have a Clear Vision
• Business Goals
– Improve collaboration
– Share best practices
– Replace shared drives
• Business Outcomes, such as:
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Easier information access
Move work between business entities
“One stop shop" for authoritative information
Improve the "time to talent"
Capture knowledge of retiring employees
4. Model | Governance based on “reach”
“PUBLIC” SITES:
Open to all
employees
Home
Page
Functional
Areas
Tightly
controlled,
formal
governance
Departments –
“Public”
“PRIVATE” SITES:
Open to business
group members
TEAM SITES:
Generally open to
team members
Departments –
“Private”
Team Sites
Personal Sites – My Sites
Some
control,
some
formal
governance
Looser
control, less
formal
governance
5. Review the Other Framing Decisions
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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?
6. Roles and Responsibilities
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It takes a village!
Put the right team together… early
Gain consensus – communicate!!
Don’t assume existing resources
Not all “net new”
At least consider …
Enterprise Roles
Site/Solution Roles
Executive Sponsor
Sponsor
Governance Board/Steering Committee
Business Owner
Business Owner
Solution Analyst
SharePoint Administrator/IT Owner
Site Manager/Contact(s)
SharePoint Infrastructure Support
Content Authors (Contributors)
SharePoint App Development Team
Visitors
(Readers) but
The Owner
is accountable,
we’re all responsible!
Help Desk
Metadata Manager
Center of Excellence
Power Users Community
… but also consider
Communications
Change Management/
Adoption - Evangelists
Training
7. Develop Guiding Principles
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Preferences that support the vision
Reflect best practices
Make them memorable
Target by role
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.
8. Think About Social Computing – 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.
Getting Social: Planning the use of SharePoint
Social Features
• Clearly Identify the Business Problem
• Identify Use Cases – does SharePoint need
friends?
• Be Prepared to Respond to Barriers
• Define Your Governance Plan
• Define a “Do-able” Pilot Project
• Prepare a Launch and Communications Plan
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
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
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!
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
Create a roadmap for “consuming” – by role
Site
Visitor
Site
Contributor
Content
Author
Solution
Owner/
Analyst
Governance
Overview &
Model
General Guiding
Principles
Basic SharePoint Training – searching, browsing, filtering
Quick Guide to Content
Authoring for Intranet
Author Roles and
Responsibilities
Content Guiding
Principles
Solution Owner
Roles and
Responsibilities
Design & Security
Guiding Principles
Content
Authoring
Training
Quick Guide to Content
Authoring for Team Sites
Content Policies
and Guidelines
Quick Guide to Content
Authoring for
My Sites
Quick Guide to Intranet
Design Governance
Basic
Site
Configuratio
n Training
Quick Guide to Team Site
Design Governance
Quick Guide to My Site
Design Governance
Advanced
Site Design
Training
Design Policies
and Guidelines
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
… and incorporate into training
Here’s a training tip that will help more than
governance
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
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!
Want more?
• Stick around for Part 2: Show Me How!
Contact Information
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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
Resources
• Microsoft site
consolidating
governance
resources for
SharePoint 2010
• Blog post detailing
the key lessons:
http://www.networkworld.co
m/community/blog/5lessons-i%E2%80%99velearned-about-how-creatememor
• Chapter 4: Essential
SharePoint 2010
(www.susanhanley.com)
http://technet.microsoft.com/en-us/sharepoint/ff800826.aspx