Taming the Wild, Wild West Creating a Practial and Consumable SharePoint Governance Plan Susan Hanley

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

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.

= + +

5 Why do we care?

Current State Desired Future State

7 Understand what your end state goal really is

8 “It’s always best to start at the beginning.” Glinda “Forget about the beginning, start with the END.” Sue

No Sharp Edges

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

14 Put together the right team – small, inclusive, empowered

15 Have the right conversations

16 ns The Governance Questions Vision and Overview – Core Team Enterprise Decisions – Core Team Compliance Training Access Provisioning Enterprise Decisions – + Legal/Records Management Records Management Enterprise Decisions – + Communications + HR + Legal Personal Sites/Social Features Enterprise 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 Team Site/Solution-Specific Decisions – “Owners” of each solution Suggestion: Add a third column for traceability

No more than 2-3 hours per conversation Not all in the same week, please Distribute the questions in advance Get the right people in the room

18 Your vision and goals drive your governance plan

Guidelines  Grounded in business value  Relevant to each user  Sensible Policies  Compliance-focused  Few  Enforceable

20 Is there a penalty for non- compliance?

Examples of Social Media Governance Policies

22 It takes a village

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 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

Site Sponsor/ Business Owner Solution Analyst Content Authors Site Manager/ Contact (s) Site Visitors

How will you provide guidance and direction? How will you tell the story?

29 … and just in time

VisualSP from SharePoint-Videos.com

Link to governance about documents from doc libs

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CQWP to easily surface related content

Socialize Find Champions Be responsive to feedback Trust, but verify Communicate persistently

Training Governance

Governance =

Susan Hanley susanhanley blog/essential-sharepoint/