SharePoint 2013 What's New - SharePoint Consulting Firm · Strategies for SharePoint –Eric...

SHAREPOINT GOVERNANCEDRIVING ADOPTION

Matt Fleszar

mfleszar@totalsol.com

INTRODUCTION

WHO AM I?

MATT FLESZAR

• CEO (Total Solutions Inc.)

• Practicing Attorney (SoM)

• UofM – Law

• MSU – IR, Economics, Business

• Hockey Player

• Backpacker

• Fishermanmfleszar@totalsol.com

WHO ARE YOU?

TOPIC 1 – SHAREPOINT GOVERNANCE

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TOPIC 2 – USER ADOPTION

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WHAT IS “GOVERNANCE”?

ACT OF “GOVERNING”

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OR LACK THEREOF

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GLOBAL GOVERNANCE

WAY BACK WHEN

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BAD GOVERNANCE

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BAD *TECHNOLOGY* GOVERNANCE?

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GOVERNANCE EFFECTS USERS!

US Voter Turnout

Nope Voted

Congress Approval Rating

Approve Disapprove

GOVERNING SHAREPOINT?

PRODUCT FEATURES

• Information Technology

• Enterprise-class

• Wide user net

• Collaboration

• Sharing

• Productivity

• Customizable

ENVIRONMENTAL INFLUENCES

INDIVIDUAL NEEDS

TECHNOLOGY SUCCEEDS

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USER DRIVEN – “SHARECONOMY”

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CUSTOM CREATES MORE CRAZINESS

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THE FUTURE??

SHAREPOINT ADOPTION ACTUALS

RESULTSAccording to a 2015 AIIM (Association for Information and Image Management) report:

Source: AIIM 2015 Report

RESULTSAlso according to the 2015 AIIM report:

WHY?Also according to the 2015 AIIM report:

SHAREPOINT GOOD GOVERNANCE

DEFINING SUCCESS

SharePoint “success” is not uniform

Thus, our governance tactics cannot be uniform

User Adoption is a great post-hoc metric

Your approach and methods are most important

7 GOOD GOVERNANCE RULES

Focus on the 5 “W’s” and 1 “H”:

RULE 1: WHY DO GOVERNANCE?

BECAUSE WE SEEK A SUCCESSFUL SHAREPOINT IMPLEMENTATION.

Per Eric Riz, successful means, “you've transformed your business so that people use SharePoint to complete their daily tasks”

RULE 2: WHO PROVIDES INPUT?

YOUR PARTICULAR BUSINESS DRIVES THE CONTOURS OF YOUR GOVERNANCE

ALL OF YOUR USERS PROVDIE INPUTE

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MICROSOFT / IT INPUTS

USER PERSPECTIVE

Good governance of a user centric technology will mean different things to different

Identify your users and get in their heads.

PERSPECTIVE OF…

• IT

• Legal & HR

• Accounting

• Finance

• Management

• Executives

• Everyone

USER PARTICIPATION

Bottom Line is we need users:

• To prioritize the business needs

• To control and manage the growth and change of the information

So that governance is driven primarily by the business (not IT)

RULE 3: WHO LEADS GOVERNANCE?

GOVERNANCE MUST BE LED BY AN ACTIVE, PARTICIPATING TEAM OF DIVERSE USERS.

Governance Committee

Members range entire business and set priorities

Must have a champion in the executive / C-suite They will likely arbitrate competing priorities

Need feedback loop!

RULE 4: WHAT ARE RESPONSIBILITIES?

THE GOVERNANCE TEAM IS RESPONSIBLE FOR CREATING THE GOVERNANCE PLAN

• What are the priority issues facing the business?

• How do we propose solve them?

• What do people need to create the solution?

• How do we make sure people are using the right tools?

GOVERNANCE PLAN AS A MAP

Where you have

Where you are

Where you are going

RULE 5: WHEN TO START GOVENANCE?

IDEALLY BEFORE YOU ROLL OUT THE TECHNOLOGY.

If you’ve already rolled it out, start introducing governance as soon as you can.

Also, when does the governance group meet? In the beginning, early and often.

After that, regularly, but with less frequency (until next upgrade).

Note: in Office 365, you’ll need to meet regularly at least to review the Office 365 roadmap, and how it will affect your organization.

Meetings should be public whenever possible, and mustbe communicated well in advance.

RULE 6: WHERE DOES THE WORK GO?

IN YOUR GOVERNANCE PLAN…ON SHAREPOINT…

RULE 7: HOW DO WE DO IT?

START BY LAYING THE FOUNDATION TO BUILD SOLUTIONS THAT SOLVE YOUR PRIORITIZED PROBLEMS.

Foundation Might Involve Technical solution(s)

Policies and procedures to support the solution(s)

Changes in business practices

New ways of thinking and working

RULE 7: HOW DO WE START?

THEN BE SURE TO INCLUDE THE FOLLOWING ELEMENTS.

Training, training, and more training – around the changes in the business, software, and processes

Communication, across all levels, often, and repeated

What you’re doing / offering / changing

When the solution will be available

How you use it

This is not a comprehensive list!

GOVERNANCE PLAN

Let’s talk a little more in depth about the governance plan

It’s a map, and eventually a route, continuously updated

The governance group should use it!

It’s not complete when you start…nor is it ever complete

It should be transparent Everyone should be able to see the plan and at the very least give feedback.

GOVERNANCE GROUP - AGENDASample ongoing agenda:

• What does the business need next? What are the next priorities?

• What needs to be rolled out next to whom? Who will do the work?

• Who will communicate and what do you need to create buy-in?

• In what ways will we offer training and guidance?

• Do we have supporting policies and procedures? If not, who creates them?

• Who is now responsible for what is being rolled out in SharePoint? After the rollout?

• Do we need to make changes to the:• Taxonomy

• Information Governance

• Permissions

• Who will communicate what’s happening and what’s now available to the organization?

CLOSING THOUGHTS

TAKEAWAYS

In all forms of governance “success” is hard to come by .

SharePoint is a new and innovative technology – this requires a new an innovative approach to governance. Start by thinking about the technology differently and you’ll act and governdifferently.

The map and the journey are different for everyone. The map is never complete.

A lot of good-intentioned resources can give directions An experienced guide who has been there before can be very valuable

Make time to follow some simple best practices!

GOVERNANCE NAMES TO KNOW

Susan Hanley - http://www.susanhanley.com

Eric Riz - http://www.ericriz.com/

Benjamin Niaulin - https://bniaulin.wordpress.com/

RESOURCESAIIM 2015 Report

Microsoft Ignite 2015 - A strategic and Pragmatic Conversation on Governance – Eric Riz

Strategies for SharePoint – Eric Riz

Office 365 Customer Success Center - User Adoption

SharePoint Governance – Guides, Links and Downloads

SharePoint Governance – Benjamin Niaulin

Governance Policy and Guideline Questions – Susan Hanley

Susan Hanley’s White Papers

Essential SharePoint 2013 Appendix

SharePoint 2013 What's New - SharePoint Consulting Firm · Strategies for SharePoint –Eric...

Documents

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