Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan...
-
Upload
randall-moody -
Category
Documents
-
view
230 -
download
0
Transcript of Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan...
![Page 1: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/1.jpg)
Taming the Wild, Wild WestCreating a Practial and Consumable
SharePoint Governance Plan
Susan [email protected]
![Page 2: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/2.jpg)
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
![Page 3: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/3.jpg)
3
This is a faded leaf.
This is a high mountain.
This is a
branch.
This is a cave.This is a
tree.
This is a snake.
![Page 4: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/4.jpg)
A winning formula
= + +
![Page 5: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/5.jpg)
5
Why do we care?
Why do we care?
![Page 6: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/6.jpg)
It really should be pretty simple … and directly tied to business goals
Current State Desired Future State
![Page 7: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/7.jpg)
Understand what your end state goal really is!
7
Understand what your end state
goal really is
![Page 8: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/8.jpg)
8
“It’s always best to start at the beginning.”
Glinda
“Forget about the beginning, start with
the END.”Sue
![Page 9: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/9.jpg)
Governance in Three Words
No Sharp Edges
![Page 10: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/10.jpg)
1. Align with business goals – what are we trying to accomplish?
10
Because that will drive how strict
you need to enforce your
rules
Align with business goals –
what are we trying to
accomplish?
![Page 11: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/11.jpg)
2. Align with existing policies – especially information assurance and records management
11
Because you shouldn’t have to invent everything new and you may
need to “design it in”
Align with existing policies – especially
information assurance and
records management
![Page 12: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/12.jpg)
3. Understand existing teams and roles – what is already in place?
12
Because people already have jobs
and you may need to define new roles or relationships
Understand existing teams
and roles – what is already
in place?
![Page 13: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/13.jpg)
4. Engage with HR - early
13
Because if job descriptions need to be
changed, you’d better have
some support
Engage with HR - early
![Page 14: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/14.jpg)
14
Put together the right team – small, inclusive, empowered
![Page 15: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/15.jpg)
15
Have the right
conversations
![Page 16: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/16.jpg)
16
http://tiny.cc/SharePointGovQuestions
The Governance QuestionsVision and Overview – Core Team
Enterprise Decisions – Core Team• Compliance• Training• Access• Provisioning
Enterprise Decisions – + Legal/Records Management
• Records ManagementEnterprise Decisions – + Communications + HR + Legal
• Personal Sites/Social FeaturesEnterprise 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 TeamSite/Solution-Specific Decisions – “Owners” of each solution
Suggestion: Add a third column for traceability
![Page 17: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/17.jpg)
My lessons learned about the “governance conversations”
No more than 2-3 hours per conversati
on
Not all in the same
week, please
Distribute the
questions in
advance
Get the right
people in the room
![Page 18: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/18.jpg)
18
Your vision and goals drive your governance plan
![Page 19: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/19.jpg)
Guidelines
Grounded in business value
Relevant to each user
Sensible
Policies
Compliance-focused
Few Enforceable
![Page 20: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/20.jpg)
Is there a penalty for non-compliance?
20
Is there a penalty for non-compliance?
![Page 21: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/21.jpg)
Examples of Social Media Governance Policies
http://socialmediagovernance.com/policies.php
![Page 22: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/22.jpg)
22
It takes a village
![Page 23: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/23.jpg)
Steering Committee/ Governance Board
Training and Communications
SharePoint Executive Sponsor
SharePoint IT Owner
SharePoint Infrastructure Support Team
SharePoint Administrator
Help Desk
SharePoint Business Owner
Application Development Team
Intranet Information Architect
Intranet Business Owner
Intranet Steering Committee
Intranet IT Owner
Intranet Page Owners
Intranet Content Authors
Intranet Visitors
Enterprise Roles
Evangelists/ Moderators
Coaches
![Page 24: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/24.jpg)
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
![Page 25: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/25.jpg)
Strong organizational and multitasking skills
Approachable, empathetic, and patient
Inspired by people Inspires others Transparent and diplomatic Expertise or experience in the
community subject area Confident and passionate about the
vision Comfortable with technology
Who makes a good community evangelist/ moderator?
![Page 26: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/26.jpg)
Site Roles
Site Sponsor/ Business Owner
Solution Analyst
Content Authors
Site Manager/ Contact (s)
Site Visitors
![Page 27: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/27.jpg)
How will you provide guidance and
direction?
How will you tell the story?
![Page 28: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/28.jpg)
Typical Governance Plan
![Page 29: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/29.jpg)
Our goal: Consumable
29
… and just in time
![Page 30: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/30.jpg)
Principles
Consumable chunks – no big documents or long pages
“Quick Guides” Integrate with training Online and interconnected Just in time!
http://tiny.cc/ContentAuthoring
VisualSP from SharePoint-Videos.com
![Page 31: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/31.jpg)
Use out-of-the-box CEWPs to surface guidance “just-in-time” and “in context”
Link to governance about documents from doc libs
![Page 32: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/32.jpg)
32
![Page 33: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/33.jpg)
Small chunks of consumable content
CQWP to easily surface related content
![Page 34: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/34.jpg)
Short, consumable guiding principles
![Page 35: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/35.jpg)
Socialize, Promote, Verify
Socialize Find Champions
Be responsive to feedback
Trust, but verify
Communicate persistently
![Page 36: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/36.jpg)
… and incorporate into training
![Page 37: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/37.jpg)
Training
Governance
![Page 38: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/38.jpg)
Role-Based Roadmaps
![Page 39: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/39.jpg)
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
My Lessons Learned
![Page 40: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/40.jpg)
Your lesson learned
Governance =
![Page 41: Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley sue@susanhanley.com.](https://reader036.fdocuments.net/reader036/viewer/2022081514/56649e2c5503460f94b1ac77/html5/thumbnails/41.jpg)
Susan Hanley
susanhanley
susanhanley
www.slideshare.net/susanhanley
www.susanhanley.com• Governanc
e• User
Adoption• Metrics• Information
Architecture
• Knowledge Management
http://www.networkworld.com/blog/essential-sharepoint/