Intranet and SharePoint Governance
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The document discusses intranet and SharePoint governance. It emphasizes the importance of having a clear governance model that defines ownership, roles and responsibilities. A collaborative or federated model with an executive champion and steering committee is often most effective. Comprehensive policies and standards are also critical to avoid site sprawl and ensure a consistent user experience. The challenges of SharePoint adoption are also covered, such as potential for unwanted sprawl if not properly governed.
Intranet and SharePoint Governance
- 1. Intranet & SharePoint Governance Watch the webinar video instead Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 1
- 2. Highly effective intranets & websites Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 2
- 3. Who is Prescient? o 11 years of rich history o World-class intranet experts o Strategic Internet & intranet consulting, planning & design services to many Fortune 500 & big brand clients, small and medium-size leaders o More intranet engagements & clients than any firm (class) o A well defined and proven methodology Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 3
- 4. Listen. Understand. Deliver. o We treat each client as unique; • We listen to their needs, goals and challenges; • Understand a client’s requirements and potential; and • Deliver highly effective and innovative website & intranet plans, designs & solutions. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 4
- 5. Clients include… Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 5
- 6. Intranet Methodology Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 6
- 7. Twitter hashtag @tobyward @awasserman Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 7
- 8. Governance Overview Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 8
- 9. Do you have a comprehensive governance model? Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 9
- 10. Think about… o Who owns the intranet? o Does everyone know who the owner is? o Does the owner have real intranet authority? o Do other groups want ownership? Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 10
- 11. Governance Defines the ownership and management model. o Management team o Roles & responsibilities o Decision making process o Policies & standards Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 11
- 12. Typical intranet o No senior champion o Middle managers in communications and IT o Limited budget and power o No plan or vision o Silos & sprawl lead to user frustration & waste o Conflict ensues o Stalls – often for years Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 12
- 13. C-level Power C-level champion Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 13
- 14. The champion o C-level executive o The champion should have power and influence o Understands the value of the website & the potential o Needs to be involved, but not on a day-to-day basis o Only attend an occasional meeting Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 14
- 15. Talk the talk o What does your organization value? o Success is more than dollars • Customer / employee satisfaction • User productivity • Awareness / Message retention o ROI is more than just hard cost savings • Productivity benefits • Time to market Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 15
- 16. Walk the walk Talk the talk Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 16
- 17. Nexus of Intranet Success Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 17
- 18. Intranet Methodology Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 18
- 19. The whole business o The intranet is not just a tool – it represents the whole business o Silos kill – no group can operate in isolation o Employees demand consistency • Consistent message • Consistent navigation • Consistent interface Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 19
- 20. Governance Models o Decentralized (most common in larger orgs.) - No single owner - Driven by policies and guidelines - Organic growth, sometime leading to site sprawl o Centralized (more common in small orgs.) - Single owner (usually department) - Bureaucratic - Highly controlled Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 20
- 21. Governance Models o Collaborative / Federated - Executive champion - Steering Committee / Council - Decentralized content ownership; centralized platform o Centralized Hybrid - Single owner (usually department) - Bureaucratic - Highly controlled Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 21
- 22. Collaborative Governance (Healthcare) Communications Hospital Committee TBD Internet Council Development (Internal & External Participation) Committee • Planned Giving Hospital • Annual Fundraising Communications Finance • Major Giving • Operations Editor-in-Chief Technical (Director of Communications) Editorial Committee (Content Owners) • Depts • Depts Content Authors Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 22
- 23. Collaborative Governance (Energy) Co-Champions CIO & VP Advisory Group Intranet Council Corporate Editor-In-Chief Human Resources Communications Editorial Committee Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 23
- 24. Centralized, Hybrid (Financial Svcs) Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 24
- 25. Case Study: Collaborative/Federated Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 25
- 26. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 26
- 27. Collaborative Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 27
- 28. Case study: Hybrid, centralized Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 28
- 29. Centralized, Hybrid Co-Champions IT Support Intranet Owner Steering Committee Intranet Advisory Editor in Chief Council Content Area Owners Communications Corporate Government Supply Finance Services Services Management HR IS&T Healthcare Key Diversity Education Market Services/ Geographies Law Laundry Marketing Content Contributors Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 29
- 30. Sample structure – Centralized Hybrid o Champions: Chief Operating Officer, CIO o Owner: SVP, Internal Communications o Steering Committee: • Representation from: IT, HR, Internal Communications, Europe, USA, UK • Members must be representative of the global organization o Editor-in-Chief: Employee Communications Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 30
- 31. Day-to-day Management o Home page, corporate content & news owned by Editor-In-Chief o Training of the content owners done by IT o Content owners adhere to standardization policy and ensure their content is: • Up to date • Written in web format • Appropriate for their target audience Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 31
- 32. Champions o Champions will participate in: • Supporting owner and committee • Representing intranet to senior executive • Source of funding • Trouble-shooting and conflict resolution Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 32
- 33. Owner o Maintains the intranet vision & mandate o Manages policy development o Approves project prioritization o Monitors performance against objectives o Allocates resources and budgets Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 33
- 34. Intranet Steering Committee o Chaired by Intranet Owner o Includes HR, IT, Comms, and sometimes divisional representatives o Brings insight from the whole organization o Discusses policy, evolution of site and drives future enhancements o Provides input, reviews and signs off on plans & policies o Troubleshooting Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 34
- 35. Policies & Standards Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 35
- 36. Standards & Policies Explicitly defined and documented standards & polices are a CRITICAL NECESSITY to... o create a uniform user experience o protect and secure information and intellectual property o contain sprawl and reduce associated costs o ensure accuracy and consistency of content Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 36
- 37. Policies o Editorial policy defining: • Content types: front-page news vs. static content • How content is developed, formatted, presented • Limitations on technical and graphic elements • Roles and responsibilities of publishers, editor etc. o Standardization Policy • Compliance details for platform, templates and style guide o Email Usage Guidelines & Policy Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 37
- 38. Taxonomy o Editor-in-Chief to implement a complete corporate taxonomy guided by business and function need for: • storing, cataloguing and ‘tagging’ content o A taxonomy ‘rule book’ in tandem with a new Content Management System will ensure effective meta tagging and content categorization by all publishers Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 38
- 39. SharePoint considerations Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 39
- 40. How many use SharePoint? Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 40
- 41. SharePoint Adoption 70% Aprx. Adoption in Med-Large 55% For social media 20% To power main intranet or portal size Organizations Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 41
- 42. Sprawl Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 42
- 43. BT SharePoint Collaboration Source: Richard Dennison, BT Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 43
- 44. BT SharePoint Collaboration Source: Richard Dennison, BT Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 44
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- 46. Transfield Team Sites 1. Request a Team Site 2. Learn “When” & “What” to use a team site for 3. Read the Quick Reference Guide 4. Review the Team Site user guidelines 5. Checklist for establishing a new site 6. Enroll in a Team Site workshop 7. Watch a Team Site video tutorial 8. Follow a Team Site user tour Source: Intranet Innovation Awards / Transfield Services, Step Two Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 46
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- 49. Third-Party Applications for SharePoint Gartner, “SharePoint Adoption,” 2011 57% Have augmented SP 2010 with additional products such as Jive, AvePoint, Nintex, etc Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 49
- 50. Key lessons o Involve management o Engage employees o Develop a detailed plan o Expect resistance o Steep learning curve o Learning over time o Prepare to spend above budget Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 50
- 51. Think about… o Who owns the intranet? o Does everyone know who the owner is? o Does the owner have real intranet authority? o Do other groups want ownership? Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 51
- 52. www.PrescientDigital.com Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 52
- 53. Reading o IntranetBlog.com o SharePoint Governance White Paper - www.PrescientDigital.com Consulting Help o Governance Workshop - www.PrescientDigital.com Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 53
- 54. www.PrescientDigital.com Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 54
- 55. Q & A / Free consulting Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 55
- 56. 56 Contact Us prescient@prescientdigital.com www.PrescientDigital.com www. IntranetBlog.com www.Twitter.com/intranet2 www.Communexions.com 416.926.8800 Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 56
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