1.
ACTIVATING GOVERNANCE FOR OFFICE
365 AND SHAREPOINT USERS
March 12, 2016
Heather Newman
CMO & Co-Founder, Content Panda
@contentpanda
@heddanewman

2.
Sponsors

3.
Tweet this Talk @heddanewman @contentpanda @SPSNashville#SPSNashville@heddanewman

4.
Happy International Women’s Month
Calling all women in
technology to share your
stores and be heard on the
IT Unity Women in Technology
community site.
http://www.itunity.com/community/women-in-technology

5.
ImproveIT! Book - Essays on SharePoint
Analytics & Adoption
The paperback and Kindle
editions are available on Amazon.
The free eBook is available here:
http://www.improveit.how

6.
WWF is the primary international
conservation organization protecting
pandas and their habitat. It is estimated
that 1,600 pandas remain in the wild.
Drawing: Adopt a Giant Panda
through the World Wildlife Fund
We love helping our attendees
and fans adopt giant pandas from the
WWF.

7.
Agenda
 End User Adoption Campaign
 What is governance and why is it
important?
 A case study
 A governance checklist
 Q&A

8.
http://fasttrack.microsoft.com/office
End user adoption and governance has not changed in 15 years for SharePoint or Office 365
People just don’t take the time to do it, because its not easy.

9.
Adoption Campaigns
Vision
Objectives/Goals
Executive Sponsors
Champions
Theme
Communication Vehicles
Roll Out
Gamification
Metrics
@heddanewman contentpanda.com

10.
Outline Your Vision
It’s All About Value
Why SharePoint?
What is your vision?

11.
Get Sponsored
“Before you roll out SharePoint…”
@heddanewman contentpanda.com
Executive Support

12.
“Use Case” Driven
Look to the Business
Sales and Marketing
R&D, Production and
Operations
Finance and Accounting
Information Technology
HR and Internal
Communications
Legal & Compliance

13.
Release
Functionality
in Phases
Exposed Active Directory data
in SharePoint search
Slight user interface
customization to out of box
search
Executive communication to
entire org
Case Study: Business Use Case
Focused
Results: Company wide
adoption of SharePoint

14.
Champions Rock
Your Project
Top down and bottom up –
gotta have both
The most excited
The biggest critic
@heddanewman contentpanda.com

15.
Bill of materials
Executive
announcements
Who is your target
audience
Develop Your
communication plan
@heddanewman contentpanda.com

16.
Look to Training
Partners
@heddanewman contentpanda.com

17.
Expert Opinions &
Guidance
There is great information out in the
world that exists through sites like IT
Unity.com and Microsoft MVP or
influencers websites. They have been
working on user adoption a long time
and their best practices are excellent.
Sue Hanley, Christian Buckley, Dan
Holme, Eric Riz – great folks to follow.
@heddanewman contentpanda.com

18.
Documentation
FAQ or How-to portal
complete with guides and
videos
Checklists
Knowledge Base
Books
@heddanewman contentpanda.com

19.
Make it fun (buck the
company culture)
Use an online scavenger hunt
as a fun way to encourage
usage
Provide recognition for
content contribution or
usage
Gamification
@heddanewman contentpanda.com

20.
Measure Success
and Expand
Broaden Engagement
Create Surveys
Listen to Issues and Pivot on
Them
@heddanewman contentpanda.com

21.
 Large oil equipment manufacturing company
 Global Offices
 Heavy SharePoint adoption with extensive ‘organic growth’
 A few facts:
 4 versions of SharePoint (2003-2013)
 165 Web Applications
 7,000 Site Collections
 25K+ Sites
 4.7 TB of data
Why Governance?

22.
• Want to know if governance is needed?
• Talk to the helpdesk!
• Support calls for permissions issues
• Document management becomes dumping ground
• User support for untrained staff (how do I?...)
• Risk / Legal concerns
• Compliance? What compliance?
Helpdesk – making the case

23.
SharePoint
Governance
Plan
Governance
Principles
Governance
Roles and
Responsibilities
Communication
Strategy
Change
Management
Strategy
Risk
Management
Strategy
Information
Architecture
Governance
Benefits
Realization
Strategy
Maintenance
and Review
Strategy
What is Governance?

24.
Three Areas of
Governing

25.
https://technet.microsoft.com/en-us/library/ff598584.aspx
Go get this if you
haven’t seen it.
Great foundation
for your
Governance Plan.

26.
 Dynamic
 Manageable
 Inviting
 Best Practice
Considerations

27.
Rethinking SharePoint
Governance, Training, Support, User Adoption

28.
Millions of people use SharePoint every day…
we think SharePoint is pretty awesome, but…

29.
Lets talk statistics for a minute…

30.
the percentage of organization users
introduced to SharePoint without training…52percent

31.
the percentage of knowledge students
forget 24 hours after training70percent

32.
the average time spent per day by knowledge
workers searching for information2.
5
hours

33.
the number of people who like asking for help…
0

34.
Demo
Surfacing Governance content using
contextual awesomeness

35.
The number of people who complained about having
the information they want, where and when they need it0

36.
Q&A

37.
Thank you for your time!
Heather Newman
CMO, Content Panda
Heather.newman@contentpanda.com
206.234.4337 @heddanewman