Creating a Practical and
Consumable SharePoint
Governance Plan
Sue Hanley
sue@susanhanley.com
@susanhanley
SPTechCon Boston
August 12, 2013
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Agenda
©2013 SUSAN HANLEY LLC
 Understanding what we really
mean by governance—and why
there are so many definitions
 Asking the right questions
 Making the answers consumable
 Sharing experiences!
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+
A winning
formula
=
+
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Why do we
care?
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It really should
be pretty
simple … and
directly tied to
business goals
Current State
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Desired Future State
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Understand
what your end
state goal
really is!
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Determine the
path to get
there
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No Sharp Edges
Governance in
Three Words
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Commit
But, don’t do it
unless you can
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1. Align with
business goals
– what are we
trying to
accomplish?
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Because that will drive
how strict you need to
enforce your rules
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2. Align with
existing
policies –
especially
information
assurance and
records
management
©2013 SUSAN HANLEY LLC
Because you shouldn’t
have to invent everything
new and you may need to
“design it in”
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3. Understand
existing teams
and roles –
what is already
in place?
©2013 SUSAN HANLEY LLC
Because people already
have jobs and you may
need to define new roles
or relationships
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4. Engage with
HR - early
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Because if job
descriptions need to be
changed, you’d better
have some support
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Put together
the right team
– small,
inclusive,
empowered
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Have the right
conversations
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Answer the
key questions
©2013 SUSAN HANLEY LLC
 Vision and Overview
 Enterprise Decisions
 Compliance
http://tiny.cc/SharePointGovQuestions
 Training
 Access
 Provisioning
 Branding and Functionality
 Information Architecture
 Content Life-cycle
Management
 Personal Sites/Social Features
 Roles and Responsibilities
 Site Specific Decisions
 Operational Decisions
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Distribute the questions in
advance
My lessons
learned about
the
“governance
conversations”
No more than 2-3 hours per
conversation
Not all in the same week,
please
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Make sure you
know what
your outcomes
are
©2013 SUSAN HANLEY LLC
Your vision and
goals drive your
governance plan
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 Compliance-focused
 Few
 Enforceable
Policies and
Guidelines
©2013 SUSAN HANLEY LLC
 Rooted in business value
 Relevant to each user
 Sensible
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http://socialmediagovernance.com/policies.php
Examples of
Social Media
Governance
Policies
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It takes a
village
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Enterprise Roles
SharePoint
Executive
Sponsor
SharePoint
Administrator
SharePoint IT
Owner
Application
Development
Team
SharePoint
Architect
SharePoint
Infrastructure
Support Team
Training and Communications
Intranet
Steering
Committee
SharePoint
Steering
Committee
Intranet
Business Owner
Help Desk
The Owner
is accountable,
but
Intranet
IT
Intranet Page
Owner we’re all responsible!
Owners
Coaches
Power Users
Intranet
Information
Architect
Intranet Content
Authors
Intranet Visitors
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Site Roles
Solution
Analyst
Site Visitors
Site Sponsor
Business
Owner
Content
Authors
Site Manager/
Contact (s)
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How will you tell the
story?
Making it
consumable
How will you provide
guidance and
direction?
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Typical
Governance
Plan
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Our goal:
Consumable
… and just in
time
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Principles
 Consumable chunks –
no big documents or
long pages
 “Quick Guides”
 Integrate with training
 Interconnected
 JUST IN TIME!
http://tiny.cc/ContentAuthoring
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The ribbon is
great, but you
can also add
CEWPs to
surface “in
place”
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Link to governance
about documents
from doc libs
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Just-in-time governance – the wiki
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Small chunks of content
CQWP to easily
surface related
content
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Role-Based Roadmap (work in progress)
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Socialize,
Promote,
Verify
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Socialize
Find Champions
Be responsive to feedback
Communicate
persistently
Trust, but verify
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… and
incorporate
into training
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Training
©2013 SUSAN HANLEY LLC
“Governance”
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My Lessons
Learned
©2013 SUSAN HANLEY LLC
 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
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Governance =
Your lesson
learned
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• Independent consultant specializing in
• Governance
• User Adoption
• Metrics
• Information Architecture
• Knowledge Management
• Portals, Intranets, Collaboration Solutions
• Led national Portals, Management Collaboration, and
Content practice for Dell
• Director of Knowledge Management at American
Management Systems
sue@susanhanley.com
susanhanley
www.susanhanley.com
http://www.networkworld.com/community/sharepoint
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Questions?
©2013 SUSAN HANLEY LLC
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