1. The Steps To Effective
SharePoint Governance
Presented By: Richard Harbridge
#SPGOV @RHarbridge

2. Who am I?
#SPGOV @RHarbridge

3. Why Do I Need
Effective Governance?

4. There are over 3,750,000 results
on Google for “SharePoint
Governance”

5. SharePoint Risks
• SharePoint Sprawl
• Quality Deterioration
• User Frustration
• Priority Paralysis
• Poor Business Alignment
• Failing To Comply With Records Retention
• Failure To Meet Best Practices

6. It’s not just about insuring
against or mitigating risks!

7. What does
that mean?
Without effective governance
organization, performance, and
capability are significantly
reduced.

8. Without Governance

9. Executing Governance

10. With Governance

11. Building The
Governance Teams

12. How do we start?

13. Recommended Governance Teams
There are typically 5 teams for SharePoint Governance:
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team

14. The Strategy Teams

15. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team

16. Business Strategy Team
Role: Provide strategic insight, Sample Representative Interests
direction and prioritization for Executive Sponsor
the portal. Knowledge Management
Information/Technology Services
Finance
Sales and Marketing
Human Resources
Decentralized Business Legal and Compliance
Operations
IT Centralized People Development and Training
Administration

17. Define, Prioritize and Plan

18. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team

19. Solution (Technical) Strategy Team
Role: Provide technical insight,
direction and prioritization for
the portal. Sample Representative Interests
Application Development
Infrastructure
Enterprise Architecture
Security
People Development and Training
Tip: If a business direction requires new
Communications
integration or effort with other technologies
then a technical representative for that
technology will be necessary.

20. Map Solutions to Objectives
 Direct Relationship  Indirect Relationship
Centralize Automate and Enhance Reduce
Enhance
Knowledge and Improve Business Governance Redundancy and
Collaboration
Resources Processes Model Improve Efficiency
Adjust Site
Structure and     
Taxonomy
Migrate File
Shares
   
Create Dashboards     
Implement
Workflow    
Solutions
Configure Search
Services
    
Branding    
* Objectives should be more specific – Example purposes only.

21. SharePoint is not a Silver Bullet…
SharePoint is not a Silver Bullet at NothingButSharePoint.com

22. SharePoint will be…
 Utilized by Business Users to develop and implement business solutions that use
technology without IT’s direct involvement.
 Our primary unified application delivery platform.
 Our primary workflow/business process automation platform.
 Our intranet and communication center for internal corporate communications.
 …
SharePoint will not be…
 Our (external) web content management platform.
 Our primary document management platform.
 Our contact management platform.

23. Strategic Responsibilities
 Defining Clear Objectives and Priorities
 High Level Solutions Definition and Ownership
 High Level Platform Classification
 Communication Planning and Management
 Resource/Capability Management
 Expectation Management

24. The Tactical Teams

25. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team

26. The Tactical Operations Team
Role: Provide operational (IT-
related) support and
maintenance for the system
infrastructure Sample Representative Interests
Infrastructure
Domain Administrators
Networking
Servers and Environments
They manage the more routine maintenance of
Quality Assurance
the system by performing nightly backups,
Security
performance monitoring andDatabases and
analysis,
keeping the environment current with security
releases and upgrades.

27. Operations Responsibilities
 Objectives/Priorities
 Disaster Recovery Plan
 Storage and Quota Policies
 Monitoring Plans
 Maintenance Plans
 Service Level Agreements
 Security Policies
 Deployment Process, Policies, and Schedule
http://www.SPStandards.com

28. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team

29. The Tactical Development Team
Role: Customize/configure,
personalize, and leverage
SharePoint to achieve business
objectives. Sample Representative Interests
SharePoint Designer
Visual Studio
Source Control
Quality Assurance
This team is a loosely-knit community who's
Webparts
membership ranges from highly skilled
Templates
programmers to technically savvy end users in
charge of personalizing departmental team sites.

30. Development Responsibilities
 Objectives/Priorities
 Branding Guide
 SharePoint Designer Policy
 Workflow Policy
 Development Standards (Including OOTB vs Custom)
 Development Environment Policy
 Testing Requirements
 Deployment Process, Policies, and Schedule
http://www.SPStandards.com

31. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team

32. The Tactical Support Team
Role: Provide support of the
SharePoint applications and
platform. Sample Representative Interests
Support and HelpDesk
People Development and Training
Knowledge Management
Taxonomy and Ontology
Navigation and Organization
Creates and manages a support system with
Coaching
effective training and proper channels of
question or issue escalation and resolution. This
team should also include influential users and
leaders.

33. Support Responsibilities
 Objectives/Priorities
 Site Classification and Platform Classification
 Site Provisioning Process/Questionnaire
 User Expectations Agreement
 Roles and Responsibilities
 Support Agreement(s)
 Training and Communication Plans
 MySite Policies (Pictures)…

34. Support Responsibilities
 User Lifecycle Policy
 Taxonomy Management
 Social Policies
 Content Standards
 Legal and Compliance Policy
 Search Management
http://www.SPStandards.com

35. Deployment Process/Policies
Extremely Important! Ensure
you have clear schedules and
ownership.

36. Multiple Tiers for Escalation
(You can’t know everything)
Tactical Support Team
Help Desk
Site Administrators
End Users
Learning Libraries/Online/Help

37. Measure Support
Learn and use data to be proactive.

38. Governance Tip
If possible have one member in all
of the Governance teams or some
members across multiple teams!

39. Governance Tip
Create a “Business Solution
Governance Team”. This team
allows you to find business users
who want to be involved.

40. You Need A
Governance Plan
Governance Site

41. Why a Governance Site?
1. It’s a lot of content.
2. It’s a collaborative process.
3. It’s an ongoing process.
4. Each piece of content should
have a clear owner.
5. Content will need to
be shared.

42. Governance Announcements

43. SharePoint Solutions Listing
In addition you can also create a
‘Roadmap’ or basically a Gantt Chart or
visual indicator of solutions to show
what you have achieved and where you
are going with SharePoint.

44. Team Rosters and Definitions

45. Policies, Standards and Guidelines
Use Search, Metadata, and
Approval Workflows to help
improve management and user
experience.
For living documents/standards that
require many authors try a Wiki!
http://www.SPStandards.com

46. FAQs and a Glossary
SharePoint Glossary Online

47. Patterns and Practices

48. Team Resources and Minutes

49. Feedback and Surveys
Embed feedback
options throughout
the sites!
Don’t forget to
share stories!

50. Self Help and Support Resources

51. Self Help and Support Resources

52. Complete Site Listing
Include things like:
• The owner and secondary
owner of the site.
• The purpose of the site.
• The URL, Size, and Usage Level
of the site.
• The last time the site was
engaged by the support team.

53. are
Use them.

54. No Single “Approach”
Projects Communities
Tasks Practices

55. Define Governance Control Levels
Home Page
“PUBLIC” SITES: Open Tightly
to all employees controlled,
formal
Functional Areas governance
Department Site –
“Public”
“PRIVATE” SITES: Open Some control,
to business group Department Team Site – “Private” some formal
members governance
TEAM SITES: Generally open Looser control,
Project/Initiative Team Sites less formal
to team members
governance
Personal Sites– My Sites

56. SharePoint is a Platform?
SharePoint is a Service.

57. ITIL Framework

58. COBIT Framework

59. Microsoft Operations Framework (MOF)

60. SharePoint Maturity Model
Sadalit van Buren
http://sharepointmaturity.com

61. Steps to Effective Governance…
1. Understand The Need For Governance
2. Build Your Governance Teams
3. Understand How SharePoint Is/Should Be Used
4. Develop/Practice Guidance and Policies
5. Return to Step 2 and Repeat Steps 2 through 4
6. You Have Perfect Governance
You Can Never Truly Achieve Perfect Governance.
So long as you are performing the steps
you are achieving Effective Governance.

62. Thank You
Organizers, Sponsors and You for Making this Possible.
Questions? Ideas? Feedback? Contact me:
 Twitter: @RHarbridge
 Blog: www.RHarbridge.com
 Email me: Richard@RHarbridge.com
 Resources: PracticalIntranet.com, SPStandards.com,
SharePointDiagnostics.com