Getting Governance Right: Practical Strategies for Real World Challenges

2. Getting Governance Right: Practical Strategies for Real World Challenges Susan Hanley sue@susanhanley.com www.susanhanley.com

3. Typical Governance Plan

7. Why does governance need to be “consumable?”

8. The end game for governance is BUSINESS RESULTS! Understand what your end state goal really is!

9. Compliance

10. Governance = Technology Assurance Information Assurance Guidance

14. Governance

15. One size does not fit all

16. Governance in Three Words No Sharp Edges

17. Start with 4 key principles 1. Align with business goals Because that will drive how strict you need to enforce your rules

18. Start with 4 key principles 1. Align with business goals Because you shouldn’t have to invent everything new and you may need to “design them in” 2. Align with existing policies

19. Start with 4 key principles 1. Align with business goals Because people already have jobs and you may need to define new roles or relationships 3. Understand existing teams and roles 2. Align with existing policies

20. Start with 4 key principles 1. Align with business goals 4. Engage with HR Because if job descriptions need to be changed, you’d better have some support 3. Understand existing teams and roles 2. Align with existing policies

21. Deliver when and where it is needed Understand and plan Create the governance content Understand what needs to be governed

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

23. “If you can’t feed a team with two pizzas, it’s too large.” Jeff Bezos, Founder of Amazon

24. Topic-focused Meetings

25. Understand what needs to be governed Governance Planning Tool http://tiny.cc/SharePointGovQuestions

26. Governance Planning Questions • What are we going to allow? • Who is responsible for what? • What kind of training do I need for what type of privileges? • Who is in charge of keeping everyone in line? • What happens to the bad kids? More than 100! Updated Regularly SharePoint, Yammer, Groups, Teams On prem and cloudy

27. Example Questions What should be in the profile? Why does it matter? Current role? Skills? Interests? Personal stuff? What is the outcome you are trying to achieve? Do you have concerns about PII? Are there personal information laws you need to be aware of?

28. 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

29. POLICIES GUIDELINES Two types of governance “answers” • Grounded in business value • Relevant to each user • Sensible • Delivered in context • Compliance-focused • Few • Enforceable • Automated compliance checking/prevention

30. Examples of Social Media Governance Policies http://socialmediagovernance.com/policies/

31. Key Decisions for the Digital Workplace Self-service Site Creation? Communication Site vs. Team Site To Hub or not to Hub Site Designs

32. Self-service or delivery?

33. Building blocks of your intranet across your sites… Hub sites Themes Site designs Team sites Communication sites Custom Publishing sites … within your sites Biz Apps Social highlights Intelligent rollups

34. Which type of site? Communication sites Team sites Hub sites Communicate Collaborate Connect, Organize, Discover Focus: Share with organization Focus: Team work Focus: Connect related sites Created by: Site Owner or Admin Created by: Site Owner Created by: Office 365 Admin Permissions: Office 365 Group Permissions: SharePoint Group Permissions: Based on type of site Example: Benefits Team Example: Benefits Site Example: HR hub Collaborate, Create Connect, Organize, Discover Communicate, Showcase

35. Here comes the Hubs … Bring together sites – create a site family Roll up news and site activity Search across related sites Share cross-site navigation Apply a consistent look-and-feel

36. New capabilities mean new governance decisions! Should hubs be functional or geographic? Who decides? What is the process to request a hub? Can I decide to associate to a hub or does the hub owner decide that I should join? (Can you choose your parent or does your parent choose you?)

39. It takes a village

41. Site Owners/Content Managers How often does content need to be reviewed? What kind of support will you provide for new site owners? Do site owners have to complete training? What happens when site owners transition to a new role?

42. “Distributed content means inclusive content and a rich tapestry of intranet offerings. It also means working with writers who are not necessarily trained in writing, let alone digital content writing, and whose main job at the organization is not to create intranet content.To meet this challenge, the best intranet teams offer thorough, creative support for content publishers, including their own section on the intranet or other support systems to help them deliver the best possible content.” Intranet Design Annual 2018 The Year’s 10 Best Intranets www.nngroup.com

43. Site Review Checklist (part 1) INACTIVE SITES Is the site still needed? Examine individual documents to see if they should be moved to a permanent location. De-commission your site according to company policies. ACTIVE SITES PURPOSE Is it still being used as intended? OWNERSHIP Are all the members of the Site Owners group correct? Have all Site Owners had appropriate training?

44. Site Review Checklist (part 2) PERMISSIONS Access permissions Are there guest links that should be deleted? Are “on page” links made using the correct link? Are there users that should no longer have access? If so, remove their permissions. Are three any users with individual permissions? If so, move them to an existing group. CONTENT REVIEW What is being used? What is the most popular content? Does all the content still need to be there? Are there individual documents that need to be updated or deleted? Are there any documents on the site that should be replaced with links to the “authoritative” source for the document? In other words, are you really the owner of all of the content? Is there unpublished or un-checked-in documents or pages? Is all the metadata in your document libraries assigned correctly? If folders are being used to organize content, is the structure of the folders clear for new users? Are there folders with no content? If so, delete them to improve “findability.”

45. Site Review Checklist (part 3) CONTENT REVIEW, continued Are there documents that don't follow your team or site naming conventions? Are there any lists or libraries that are no longer needed and can be deleted? Is there any obvious content missing from the site that a team member may still have on their personal OneDrive for Business site? Are there broken document, page or image links? Are there web parts with no content? Is there any inappropriate content (e.g. regulated content) on the site? Are there any records on the site? Are the records codes correctly assigned? LOOK AND FEEL Does the site meet all organizational look and feel requirements? Does the site follow appropriate information architecture guidelines and best practices?

46. Other Members of the Village Business Sponsor IT Sponsor Application Development Information Architect Training Communications Infrastructure Support and …

47. Community Evangelists Help Desk

48. Roles and Responsibilities Should be part of job descriptions or incentive goals. Make it easy for people to learn about a role before they commit! Not every role is full time; not every role needs to be done by a different person.

49. Provide guidance and direction Deliver when and where it is needed

50. Principles of “Consumable” Governance Delivery No big documents or long pages “Quick Guides” (if you must) Integrated with training Online and interconnected Delivered in context