The document discusses intranet and SharePoint governance. It emphasizes the importance of having a clear governance model that defines ownership, roles and responsibilities. A collaborative or federated model with an executive champion and steering committee is often most effective. Comprehensive policies and standards are also critical to avoid site sprawl and ensure a consistent user experience. The challenges of SharePoint adoption are also covered, such as potential for unwanted sprawl if not properly governed.

1. Intranet & SharePoint Governance
Watch the webinar video instead
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 1

2. Highly effective intranets & websites
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 2

3. Who is Prescient?
o 11 years of rich history
o World-class intranet experts
o Strategic Internet & intranet consulting, planning & design
services to many Fortune 500 & big brand clients, small
and medium-size leaders
o More intranet engagements & clients than any firm (class)
o A well defined and proven methodology
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 3

4. Listen. Understand. Deliver.
o We treat each client as unique;
• We listen to their needs, goals and challenges;
• Understand a client’s requirements and potential; and
• Deliver highly effective and innovative website &
intranet plans, designs & solutions.
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 4

5. Clients include…
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 5

6. Intranet Methodology
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 6

7. Twitter hashtag
@tobyward @awasserman
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 7

8. Governance Overview
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 8

9. Do you have a comprehensive governance model?
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 9

10. Think about…
o Who owns the intranet?
o Does everyone know who the owner is?
o Does the owner have real intranet authority?
o Do other groups want ownership?
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 10

11. Governance
Defines the ownership and management model.
o Management team
o Roles & responsibilities
o Decision making process
o Policies & standards
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 11

12. Typical intranet
o No senior champion
o Middle managers in communications and IT
o Limited budget and power
o No plan or vision
o Silos & sprawl lead to user frustration & waste
o Conflict ensues
o Stalls – often for years
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 12

13. C-level Power
C-level champion
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 13

14. The champion
o C-level executive
o The champion should have power and influence
o Understands the value of the website & the potential
o Needs to be involved, but not on a day-to-day basis
o Only attend an occasional meeting
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 14

15. Talk the talk
o What does your organization value?
o Success is more than dollars
• Customer / employee satisfaction
• User productivity
• Awareness / Message retention
o ROI is more than just hard cost savings
• Productivity benefits
• Time to market
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 15

16. Walk the walk
Talk the talk
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 16

17. Nexus of Intranet Success
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 17

18. Intranet Methodology
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 18

19. The whole business
o The intranet is not just a tool – it represents the whole business
o Silos kill – no group can operate in isolation
o Employees demand consistency
• Consistent message
• Consistent navigation
• Consistent interface
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 19

20. Governance Models
o Decentralized (most common in larger orgs.)
- No single owner
- Driven by policies and guidelines
- Organic growth, sometime leading to site sprawl
o Centralized (more common in small orgs.)
- Single owner (usually department)
- Bureaucratic
- Highly controlled
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 20

21. Governance Models
o Collaborative / Federated
- Executive champion
- Steering Committee / Council
- Decentralized content ownership; centralized platform
o Centralized Hybrid
- Single owner (usually department)
- Bureaucratic
- Highly controlled
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 21

22. Collaborative Governance (Healthcare)
Communications Hospital
Committee TBD
Internet Council
Development (Internal & External Participation)
Committee
• Planned Giving Hospital
• Annual Fundraising Communications
Finance • Major Giving
• Operations
Editor-in-Chief Technical
(Director of Communications)
Editorial Committee
(Content Owners)
• Depts • Depts
Content Authors
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 22

23. Collaborative Governance (Energy)
Co-Champions
CIO & VP
Advisory Group Intranet Council
Corporate Editor-In-Chief Human Resources
Communications
Editorial Committee
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 23

24. Centralized, Hybrid (Financial Svcs)
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 24

25. Case Study: Collaborative/Federated
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 25

26. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 26

27. Collaborative
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 27

28. Case study: Hybrid, centralized
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 28

29. Centralized, Hybrid
Co-Champions
IT Support Intranet Owner Steering Committee
Intranet Advisory
Editor in Chief
Council
Content Area Owners
Communications
Corporate Government Supply Finance
Services Services Management HR IS&T
Healthcare Key Diversity
Education
Market Services/ Geographies Law
Laundry
Marketing
Content Contributors
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 29

30. Sample structure – Centralized Hybrid
o Champions: Chief Operating Officer, CIO
o Owner: SVP, Internal Communications
o Steering Committee:
• Representation from: IT, HR, Internal Communications,
Europe, USA, UK
• Members must be representative of the global organization
o Editor-in-Chief: Employee Communications
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 30

31. Day-to-day Management
o Home page, corporate content & news owned by Editor-In-Chief
o Training of the content owners done by IT
o Content owners adhere to standardization policy and ensure
their content is:
• Up to date
• Written in web format
• Appropriate for their target audience
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 31

32. Champions
o Champions will participate in:
• Supporting owner and committee
• Representing intranet to senior executive
• Source of funding
• Trouble-shooting and conflict resolution
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 32

33. Owner
o Maintains the intranet vision & mandate
o Manages policy development
o Approves project prioritization
o Monitors performance against objectives
o Allocates resources and budgets
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 33

34. Intranet Steering Committee
o Chaired by Intranet Owner
o Includes HR, IT, Comms, and sometimes divisional representatives
o Brings insight from the whole organization
o Discusses policy, evolution of site and drives future enhancements
o Provides input, reviews and signs off on plans & policies
o Troubleshooting
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 34

35. Policies & Standards
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 35

36. Standards & Policies
Explicitly defined and documented standards & polices are a
CRITICAL NECESSITY to...
o create a uniform user experience
o protect and secure information and intellectual property
o contain sprawl and reduce associated costs
o ensure accuracy and consistency of content
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 36

37. Policies
o Editorial policy defining:
• Content types: front-page news vs. static content
• How content is developed, formatted, presented
• Limitations on technical and graphic elements
• Roles and responsibilities of publishers, editor etc.
o Standardization Policy
• Compliance details for platform, templates and style guide
o Email Usage Guidelines & Policy
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 37

38. Taxonomy
o Editor-in-Chief to implement a complete corporate taxonomy
guided by business and function need for:
• storing, cataloguing and ‘tagging’ content
o A taxonomy ‘rule book’ in tandem with a new Content
Management System will ensure effective meta tagging and
content categorization by all publishers
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 38

39. SharePoint considerations
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 39

40. How many use SharePoint?
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 40

41. SharePoint Adoption
70%
Aprx. Adoption in Med-Large
55% For social media
20% To power main
intranet or portal
size Organizations
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 41

42. Sprawl
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 42

43. BT SharePoint Collaboration
Source: Richard Dennison, BT Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 43

44. BT SharePoint Collaboration
Source: Richard Dennison, BT Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 44

45. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 45

46. Transfield Team Sites
1. Request a Team Site
2. Learn “When” & “What” to use a team site for
3. Read the Quick Reference Guide
4. Review the Team Site user guidelines
5. Checklist for establishing a new site
6. Enroll in a Team Site workshop
7. Watch a Team Site video tutorial
8. Follow a Team Site user tour
Source: Intranet Innovation Awards / Transfield Services, Step Two
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 46

47. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 47

48. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 48

49. Third-Party Applications for SharePoint
Gartner, “SharePoint Adoption,” 2011
57%
Have augmented SP 2010 with
additional products such as
Jive, AvePoint, Nintex, etc
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 49

50. Key lessons
o Involve management
o Engage employees
o Develop a detailed plan
o Expect resistance
o Steep learning curve
o Learning over time
o Prepare to spend above budget
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 50

51. Think about…
o Who owns the intranet?
o Does everyone know who the owner is?
o Does the owner have real intranet authority?
o Do other groups want ownership?
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 51

52. www.PrescientDigital.com
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 52

53. Reading
o IntranetBlog.com
o SharePoint Governance White Paper - www.PrescientDigital.com
Consulting Help
o Governance Workshop - www.PrescientDigital.com
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 53

54. www.PrescientDigital.com
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 54

55. Q & A / Free consulting
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 55

56. 56
Contact Us
prescient@prescientdigital.com
www.PrescientDigital.com
www. IntranetBlog.com
www.Twitter.com/intranet2
www.Communexions.com
416.926.8800
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 56

57. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 57