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…
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GOVERNANCE
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Governors
Barack ObamaShimon Peres
Mahmoud Ahmadinejad
Stephen Harper
Elizabeth II
Muammar Gaddafi
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Portal Governance
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What do you think of?
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BUREAUCRACY
+
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HIERARCHY
+
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CONTROLS
+
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RESTRICTIONS
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FEAR
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The BIG DOCUMENT
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What should you think of?
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EMPOWERMENT
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CLARITY
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QUALITY
+
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CONFIDENCE
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How does that work?
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Start at the beginning
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What’s the vision?
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Why do you have a portal?
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Who is it for?
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What is the key benefit?
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Start with clear
ownership
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One Sponsor
Not two
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A Steering Committee
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An overall Site
Steward
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An ongoing Enhancement
Team
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A separate Support
Teamo
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A content Owner for every sub-
siteThey make decisions
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A content Manager for every sub-
siteThey actually edit the content
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So, how do we know when we’re done?
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You’re never done
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It’s not one document
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It’s little statements all over the
place
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Make statements to reduce confusion
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It’s not one team pointing fingers
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It’s everyone, all the time
o
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That doesn’t sound very organized
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Create Policies and Standards
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Can / Can’t
Enforced by the tool
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Should / Shouldn’t
Enforced by auditing and trust
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Examples:
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All supported by Training
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Answer the questions
people may ask
Or should ask…
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How do I trust this informati
on?
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Who owns this
information?
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When was it last
updated?And by whom?
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How are changes made?
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How are changes made?
Technical Enhancements
Category Descriptions(metadata)
Team Site Requests
Saving Documents
Publishing News
Fixing Issues
Corporate Policies & Procedures
New lists and libraries
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Can I change
content?+
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What rules do I need to know when
making changes?
+
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Is content open for
everyone?
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What content can
I secure?
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Will it really be secure?
And from whom?
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Is some content secured
away from search?Or does it clutter up my search results?
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How do I request a new Team
Site?
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How am I prioritized
in the list of requests?
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How do I get trained once my request
is filled?
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And a very important question…
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What kinds of things
can I sell on the
classifieds?
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CREATE CLEAR
CHANGE CONTROLS
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CREATE CLEAR
CHANGE CONTROLS
Technical Changes
Content Changes
Metadata Changes
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Scheduled Technical
Feature and Fix Releases
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Changes to Structure
and Navigation
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News publishing
and schedule
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Communication for all changesBefore the change happens
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Ensures quality
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Provides confidence
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“SOCIAL” MEDIA?
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Personal profiles
And photographs
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Blogs
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Wikis
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Discussions
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Classifieds
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Have a clear blogging
policyWhat’s appropriate and/or inappropriate?
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Have more than one
wikiEach one should have a purpose
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Don’t allow anything
anonymously
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Deal with exceptions
and violations
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Don’t make new policies
for one violation
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And whatever you do…
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Don’t use the word
“Governance”
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Social Media
Collaboration Sites
• Teams, Projects, communities
Departmental Content
• Templates, department news
Corporate Content
• News, policies, procedures
Hig
h
Go
vern
an
ce
Only Gove
rned by
Code of Busin
ess
Conduct & E
thics
Governance Levels
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SOME PITFALLS
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Treating Governance as a Project
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Ignoring existing
committees
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Not reviewing existing policies
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Prematurely pitching
fine-grained governance
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Expecting too much
from a sponsorThey can’t design the site
They can only help make decisions-
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Relying on the Big Bang
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Being ill-equipped to execute
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SOME TIPS
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Offer training
More than once…
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Identify an owner for
every page of the site
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Content Ownership
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Keep it small for
now,it will grow
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Keep it simple, it will get complex
later
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Ensure policies are easy to find
and understand
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Write policies into
the site itself
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Consider the consequenc
es of breaking policies
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Only deploy what you’re prepared to
govern
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Only govern what you need to manage
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Let go of what you
don’t
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IS YOUR ORGANIZATION READY
FOR A PORTAL?
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