Susan Hanley
www.susanhanley.com
sue@susanhanley.com
Taming the Wild, Wild West
Creating a Practial and Consumable
SharePoint Governance Plan
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
This is a high
mountain.
This is a
faded leaf.
This is a
branch.
This is a
snake.
This is a
tree.
This is a
cave.
3
=
+
+
Why do we care?
5
Current State
Desired Future State
Understand
what your end
state goal
really is
7
“It’s always best to start at
the beginning.”
Glinda
“Forget about the
beginning, start with the
END.”
8
Sue
No Sharp Edges
1. Align with business goals – what are we trying
to accomplish?
Align with business
goals –
what are we
trying to
accomplish?
Because that will
drive how strict you
need to enforce
your rules
10
2. Align with existing policies –
especially information assurance and
records management
Because you shouldn’t
Align with existing
have to invent
policies –
especially information everything new and
you may need to
assurance and
“design it in”
records management
11
3. Understand existing teams and roles – what is
already in place?
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
12
4. Engage with HR - early
Engage with HR early
Because if job
descriptions need
to be changed,
you’d better have
some support
13
Put together
the right
team –
small,
inclusive,
empowered
14
Have the right
conversations
15
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
http://tiny.cc/SharePointGovQuestions
Suggestion: Add a third column
for traceability
16
Get the
right
people in
the room
Distribute
No more
the
than 2-3
questions in hours per
advance
conversation
Not all in
the same
week,
please
Your vision and goals
drive your
governance plan
18
Policies
Compliance-focused
 Few
 Enforceable

Guidelines
Grounded in business
value
 Relevant to each user
 Sensible

Is there a penalty for non-compliance?
20
Examples of Social Media Governance Policies
http://socialmediagovernance.com/policies.php
It takes
a village
22
SharePoint
Executive
Sponsor
SharePoint IT
Owner
SharePoint
Business
Owner
SharePoint
Administrator
Application
Development
Team
Steering
Committee/
Governance
Board
Training and Communications
SharePoint
Infrastructure
Support Team
Intranet
Business Owner
Intranet Steering
Committee
Help Desk
Intranet IT
Owner
Intranet Page
Owners
Intranet
Information
Architect
Intranet Content
Authors
Coaches
Evangelists/
Moderators
Intranet Visitors
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








Solution
Analyst
Site Sponsor/
Business
Owner
Content
Authors
Site Visitors
Site Manager/
Contact (s)
How will you provide
guidance and direction?
How will you
tell the story?
… and just in
time
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http://tiny.cc/ContentAuthoring
VisualSP from SharePoint-Videos.com
Link to governance
about documents from
doc libs
32
CQWP to easily
surface related
content
Socialize
Find
Champions
Communicate
persistently
Be responsive
to feedback
Trust,
but verify
Training
Governance
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Governance =
Susan Hanley
sue@susanhanley.com
www.susanhanley.com
susanhanley
susanhanley
www.slideshare.net/susanhanley
http://www.networkworld.com/
blog/essential-sharepoint/