1. Presentation Title
Let’s Get Real: Creating a practical and consumable SharePoint governance plan
Susan S. Hanley
President, Susan Hanley LLC
©2014 SUSAN HANLEY LLC

2. About me
susanhanley
Governance
User Adoption
Metrics
Information Architecture
Knowledge Management
susanhanley

3. Agenda
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

4. This is a faded leaf.
This is a high mountain.
This is a branch.
This is a snake.
This is a cave.
This is a tree.

5. A winning formula = + +

6. Why do we care?
Why do we care?

7. It really should be pretty simple … and directly tied to business goals
Desired Future State
Current State

8. Understand what your end state goal really is!

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

10. Governance in Three Words
No Sharp Edges
Governance in Three Words

11. But, before you start, be sure you can …
Commit

12. 1. Align with business goals – what are we trying to accomplish?
Because that will drive how strict you need to enforce your rules
1. Align with business goals – what are we trying to accomplish?

13. 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”
2. Align with existing policies – especially information assurance and records management

14. 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
3. Understand existing teams and roles – what is already in place?

15. 4. Engage with HR - early
Because if job descriptions need to be changed, you’d better have some support
4. Engage with HR - early

16. Put together the right team – small inclusive, empowered

17. Have the right conversations

18. 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)
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

19. My lessons learned about the “governance conversations”
Get the right people in the room
Distribute the questions in advance
No more than 2-3 hours per conversation
Not all in the same week, please

20. Your vision and goals drive your governance plan

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

22. Examples of Social Media Governance Policies

23. Clear, simple guidance to change some habits
12/20/2017
Clear, simple guidance to change some habits
Private
Assign a Task
External
Q & A
Not sure who knows
FYI
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

24. Tips from Stan Garfield at Deloitte Global Services:
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 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.”

25. One size does not fit all
Personal Sites – Social Content
Personal Sites – User Profile
Team Sites
Personal Sites – Personal Content
Intranet (Home Page)
Intranet (Sub-sites/Secondary pages)
Departmental Portals

26. 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 news
All documents and pages reviewed at least annually
Tightly controlled
Formal content management processes
Content managed by Corporate Communications
Intranet Sub-sites
Departmental Portals
Team Sites
Personal Sites – Social Content
Personal Sites – User Profile
Personal Sites – Personal Content

27. Understand how Records Management fits in
Do you already have a Records Management plan?
How do this impact active collaboration content in SharePoint?
How does this affect your intranet content:
Pages
Documents
Images
What are the policies regarding social content (Yammer/Newsfeed)?

28. Enterprise Policy Questions – Records Management
Key Governance Question
Decision/Answer
How do the corporate records and discovery policies address:
Intranet pages
Intranet documents
Document versions
Intranet news articles
Intranet images
Team site documents
Community or Team site Discussion Lists
Other Community or Team site lists and images
Newsfeed/Yammer Posts
Individual user content in OneDrive for Business
Content in SharePoint Online vs. on prem (for hybrid environments).
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 – both on prem and in the cloud?

29. Is there a penalty for non-compliance?

30. Enterprise Policy Questions - Compliance
Key Governance Question
Decision/Answer
What processes must be in place to ensure compliance?
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?
What kind or types of reporting is available or needs to be created to monitor compliance?

31. Exercise: Let’s Practice
The User Profile
Why? Expertise Location
Should be easy, right?

32. Three basic information pages in the User Profile

33. The picture 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)

34. Ask Me About
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?

35. It takes a
village

36. The Owner is accountable, but we’re all responsible!
Enterprise Roles
SharePoint Executive Sponsor
SharePoint IT Owner
SharePoint Infrastructure Support Team
SharePoint Administrator
Help Desk
SharePoint Business Owner
Application Development Team
The Owner is accountable, but we’re all responsible!
Intranet Information Architect
Intranet Business Owner
Intranet Steering Committee
Intranet IT Owner
Intranet Page Owners
Intranet Content Authors
Intranet Visitors
Evangelists
Coaches
Steering Committee/ Governance Board
Training and Communications

37. Evangelists/ Moderators Encourage and promote people and conversations
12/20/2017
Encourage and promote people and conversations
Monitor conversations
Curate stories
Celebrate successes
Handle negative situations
Educate and welcome
Nurture members – inspire engagement
Remove roadblocks
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

38. Who makes a good community evangelist/ moderator?
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

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

40. Sample Role Description| Executive Sponsor
Effective sponsorship is critical to the successful adoption of portal and collaboration technology by the user community.
The Executive Sponsor will:
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.

41. Sample Role Description| Steering Committee
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:
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.

42. Sample Role Description| Site Owner
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.

43. Site Owner Responsibilities, continued
The Site Owner:
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.
Works with content owners to remove old or irrelevant content and “sunset” old content or sub-sites.
Works with the Site Sponsor to identify where workflow and approval are required before content can be published.
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.

44. Sample Role Description| Site Members (Contributors)
A Site Member:
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.

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

46. Typical Governance Plan

47. Our goal: Consumable
… and just in time

48. VisualSP from SharePoint-Videos.com
Principles
Consumable chunks – no big documents or long pages
“Quick Guides”
Integrate with training
Online and interconnected
Just in time!
VisualSP from SharePoint-Videos.com

49. CEWPs help create “just-in-time” governance “out-of-the-box”
Link to governance about documents from doc libs

50. Just-in-time governance – the wiki library

51. Small chunks of consumable content
CQWP to easily surface related content

52. Short, consumable Guiding Principles

53. Socialize, Promote, Verify
Find Champions
Communicate persistently
Be responsive to feedback
Trust, but verify

54. … and incorporate into training
Governance
Training

55. 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 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

56. Your lesson learned
Governance =

57. Thank you for your attention!
This presentation will be available on the
Vancouver SharePoint Summit website a few days after the event.

58. Please rate this session!
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