1. GovernanceThe Art of Growing the Possible 45945 Center Oak Plaza, Suite 140 Sterling, VA 20166 703-652-8971 LWilliams@i3solutions.com @sharepointlinc

2. SharePoint – incredible demand, incredible capabilities … Bill Gates at the 2008 SharePoint Conference “There is an incredible demand today for solutions that help businesses to harness the power of a global work force and tackle the challenges that come with the explosive growth of digital information. The spectacular growth of SharePoint is the result of the great combination of collaboration and information management capabilities it delivers. I believe that the success we’ve seen so far is just the beginning for SharePoint.”

3. - Uncle Ben

4. Governance Defined Governance is the activity of governing. It relates to decisions that define expectations, grant power, or verify performance. It consists either of a separate process or of a specific part of management or leadership processes. ROOT: Psychology of Trust and Fear Assuring, on behalf of those governed, a worthy pattern of good while avoiding an undesirable pattern of bad.

5. So What IS SharePoint Governance? 5

6. This is the bulk of your Governance– the planning, reorganization, and transformation of your SharePoint environment

7. The Balancing Act Innovation & Creativity Control Keep it loose Establish some guidelines to keep users on track but keep the rules short and simple to avoid stifling creativity

8. KISS

9. Governance is…. 10% Philosophy 25% Communication 20% Vision 30% Social Engineering 10% Control 10% Trust 5% Technology

10. Technology is never the whole solution

11. Without effective governanceorganization, performance, andcapability are significantly reduced

12. SharePoint Without Governance is the Wild Wild West 12

13. Why is Governance so hard? 13

14. Let’s Talk About Perceptions

15. Governance!!! 15 Who think they look like this! Reality is this Which Causes…. People envision this

16. Governance Should Be This 16 Alone we can do so littleTogether we can do so much~Helen Keller Working Together

17. Governance is…. Philosophy

18. Carrots and Sticks

19. What is our Philosophy? Governance philosophy in today’s organizations focuses on productivity and results Great Governance bodies define themselves as adding value and wisdom, helping with change and strategy decisions without micromanaging They don’t hold back challenging questions but are also supportive of employees getting the job done

21. We believe that our board must initially be involved in shared management, but

22. We are committed to a board that does not micromanage the portals day-today

23. operations

24. We believe our board functions best when all members engage in productive

25. dialogue

26. We believe that the priorities for the business must be our

27. We believe a 21st-century portal must focus on accountability

28. Our board should always know:

29. 1) where are we now in meeting our goals,

30. 2) where we need to be to meet our goals

31. 3) the best strategy to meet our goals

32. We believe that board, administrators, and users should have a shared understanding of goals, options, risks, and threats, and that all energy should be focused on our productivity and success

34. STYLE #1: POLICY MODEL

35. STYLE #2: CONSENSUS MODEL

36. STYLE #3: MANAGEMENT TEAM MODEL

37. STYLE #4: ADVISORY MODEL

38. Governance is…. Vision

39. Vision - Do you have one?

40. If we do not communicate the Vision of the portal we are…

41. Vision ü û ...by providing a centralized location for people to find what they need ...by having open communities and information/knowledge sharing through wikis, blogs, forums ...by allowing for security controlled locations that can be used for versioning ...by combining the disparate X number of home-grown intranet solutions ...by ...by Make it easier for people to work together Enable collaboration Document management Portal Eliminate (reduce) email Increase ROI

42. What are the business outcomes?

43. Governance is…. Trust

44. Possibilities Many of SharePoint’s capabilities are not ‘required’ or ‘mandated’ users need to understand the value to get the benefit Users can do a lot We can give them “great power” and need to ensure they accept their “great Responsibility” We have an obligation to guide and support them

45. Make SharePoint Work for the User 33

46. Make SharePoint About the User Who they are Who can help them Who everyone else is What they should and shouldn’t do How to get things done 34

47. Governance is…. Control

48. Policies 36

49. Policies

50. Governance is…. Communication

51. Communication Think about communications as a “lifetime,” not “one-time,” process. Types of (strategic/targeted) Communication Intra-project Stakeholder(s) Community

52. Who Do Users go to? ? ? ? ? ? ? ? ? ? The Governing Body

53. Training Plan 41

54. Content Management Plan

55. Governance Plan Document

56. Governance is…. Social Engineering

57. AN OTHER ME ET ING

58. Empower Provide business users a manageable solution to create, share and collaborate on Work

59. Inspire “Leaders establish the vision for the future and set the strategy for getting there; they cause change. They motivate and inspire others to go in the right direction and they, along with everyone else, sacrifice to get there.” Show them to use it in real world situationsShow them when not to use it

60. Support Have answers for themTeach Them “Four things support the world: the learning of the wise, the justice of the great, the prayers of the good, and the valor of the brave” ‘Tis not enough to help the feeble up, but to support them after’ ~William Shakespeare Finely Tuned Performance & Expertise

61. It’s easy to make mistakes

62. If You Build It, They Will Come: Driving End User Adoption of SharePoint

63. Part 1: The Challenge of Adoption

64. Adoption Does Not 'Just Happen' Reach critical mass to stay in the game VHS and Betamax: adoption x time critical mass critical mess Tipping point Crossing the Chasm

65. Why SharePoint Adoption Can Be Hard What is SharePoint exactly? Collaboration Portal Search Content Management Applications About 20 other things! Users don’t necessarily *have* to use SharePoint to get their job done Example: Payroll system vs Sharing files New way(s) of doing something – cultural changes take 18-36 months to stick

66. 100% Awareness Learning Trial Application Adoption Adoption Stage/Time Adoption Curve The Roll-out strategy must focus on most effectively getting employees to adopt the portal over time When adopting a new tool, users typically pass through five stages, each involving a progression of behaviors and needs . . . here are three of the key stages: User achieves awareness of the new technology and begins forming perceptions around its importance and value. User experiments with the tool on current projects to experience tangibly how it fits with current modes of working. Obtains real-time under-standing of benefits and experience. User incorporates the solution as an indispensable tool. As such, the solution is a formal element within specific stages of work processes. User obtains an understanding, both theoretical and demonstrated, of the tool’s fundamental attributes, such as what it does, its value, how to use it, and how it integrates with existing work processes. User applies the technology regularly and gains greater familiarity with it, specifically as it relates to fundamental tasks.

67. Accelerating Users EnlightenmentCreate a comprehensive adoption plan Growing confidence and value Elements in planned approach Responsibilities & Sponsors Super Users and Influencers Communications and Buzz Training Community Context Governance & Support inventor advocate Perceived Value productive aware skeptic clueless Conquered skills & confidence

68. What Users Want Connecting SharePoint to Biz Goals Users want to see the connection Outcomes, not requirements Elegant Solution Design Don’t make users go through five screens to do one task ‘WIIFM’ “What’s in it for me?” – users want to understand what they get out of using the system (why they have to add metadata, for example)

69. Part 2: Must-Have Elements to Your Adoption Strategy

70. Must-Have Elements Communication Plan Training Plan Content Conversion Plan User Support Plan Incentives and Reward Plan

71. Communication Plan Leverage Experts and Champions CEO Memos Town Hall Meetings Break Room Posters Other Fun Ideas: Online Scavenger Hunts “Birth” Announcements Launch Parties Make sure you have an ongoing plan for continuous communication

72. Training Plan Training: Not just for Developers and IT Also For: Power Users (Site Owners) Visitors Members Web Content Contributors Workflow Approvers “just-in-time and just enough”

74. User Support Plan Contact Person for Every Page Use pictures and contact info Internal Site Owner User Groups Empower users to help each other Get the IT Help Desk on board Giving users power means more questions End-User Feedback Loop Get feedback in two ways: Metrics-based (number of users, rating scale, etc) Anecdotes (good/bad experiences) End-User resources (guides, help, etc)

75. Incentives & Reward Plan Answer WIIFM Show (with real data) why something is useful Make It Fun! Buck the company culture Provide Recognition for Content Contribution Money talks; so do titles & certificates Have a Fantastic User Experience Invest in an information architecture