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Taming the Wild, Wild West:Creating a Practical and Consumable Governance PlanSharePoint Saturday DC
June 7, 2014Susan [email protected]
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
Agenda
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.
It really should be pretty simple … and directly tied to business goals
Current State Desired Future State
8
“It’s always best to start at the beginning.”
Glinda
“Forget about the beginning, start with
the END.”Sue
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?
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
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?
4. Engage with HR - early
13
Because if job descriptions need to be
changed, you’d better have
some support
Engage with HR - early
16
http://tiny.cc/SharePointGovQuestions
The Governance QuestionsVision and Overview
Enterprise Decisions Compliance Training Access Provisioning Branding and Functionality Information Architecture Content Life-cycle Management Personal Sites “Social” Operational ProcessesRoles and ResponsibilitiesSite-Specific Decisions (and Roles)
Suggestion: Add a third column for traceability
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
Guidelines
Grounded in business value
Relevant to each user
Sensible
Policies
Compliance-focused
Few Enforceable
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
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
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?
Site Roles
Site Sponsor/ Business Owner
Solution Analyst
Content Authors
Site Manager/ Contact (s)
Site Visitors
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
Use out-of-the-box CEWPs to surface guidance “just-in-time” and “in context”
Link to governance about documents from doc libs
Socialize, Promote, Verify
Socialize Find Champions
Be responsive to feedback
Trust, but verify
Communicate persistently
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
Sue Hanley
susanhanley
susanhanley
www.slideshare.net/susanhanley
http://www.networkworld.com/community/sharepoint
www.susanhanley.com
• Governance• User Adoption• Metrics• Information
Architecture• Knowledge
Management
How to contact me:
Housekeeping…
Remember to fill out session and event evaluations…
Phasers set to stun, mobile devices set to silent…
You must be present to win at the wrap-up…
Join us at #SharePint sponsored by Metalogix at Clyde’s of Chevy Chase in the RaceCar Bar Downstairs
Why? To network with fellow SharePoint professionalsWhat? SharePint!!!When? 5:30 PMWhere? RaceCar Bar Downstairs5441 Wisconsin AveChevy Chase, MD 20815
Thanks to?Metalogix!
Housekeeping…
• Remember to fill out session and event evaluations…• Phasers set to stun, mobile devices set to silent…• You must be present to win at the wrap-up…