the secret of a share point intranet
Post on 23-Jan-2018
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The secret of a SharePoint
intranetMark Morrell
Intranet Pioneer
Mark Morrell
Intranet Pioneer since 2011
Previously BT Intranet Manager
SharePoint 2003–2013 experience
Developed and implemented
strategies and governance
frameworks
Making intranets better
Is SharePoint 'good’ or ‘bad’?
Other factors influence why
SharePoint is ‘good’ or ‘bad’ than
technology.
More likely to be your approach
than SharePoint features.
Depends on how you implement
and manage SharePoint.
A good SharePoint intranet
Business requirements
Strategy
Governance principles
Publishing models
Roles, responsibilities and
permissions
Publishing standards
Build on the benefits
Why SharePoint?
What are your business
requirements?
What are your timescales?
What are your priorities?
What is your budget?
What is the right direction?
Your strategy needs to:
Set purpose, scope and goals
Align with culture and values
Identify roles/responsibilities
Have realistic plans and
timescales
Meet business and legal
requirements
Define content & apps covered
Governance is good!
The best intranets help people be
more productive & effective.
A consistently good experience,
supported by governance,
achieves these benefits.
Balance your business needs
with user experience
Essential for SharePoint as the
deciding factor between a good
or bad experience
Governance key principles
Intranets differ depending on your
organisation’s:
Size
Type
Culture
BUT some principles are common to
success.
Good governance principles
SharePoint Governance
principles
Know organisation
Define scope
People first
Use resources
Compare / benchmark
Do what you say you will
do
Keep it legal
Governance scope
Accredited content: authoritative, reliable, up
to date, clear ownership, large audience
Collaborative content: opinion or view that
may change quickly, owned by person or
community
Applications: business process or tool, used
by anyone with right permission
Publishing model factors
Is your organisation?
Small
Dynamic
Large
Complex
Culture will help you choose right model
How you manage your content and apps
How governance framework operates
How you improve publishing and user
experiences
Publishing models
•Flexible approach on who is responsible for publishing, updating and managing content
•Third parties will normally publish and manage content on a day-to-day basis
•Content owner or editor responsible for publishing, updating, and managing content
•Central team responsible for publishing, updating, and managing content
Centralised Decentralised
HybridOutsourced
SharePoint governance hierarchy
Owner, Champion or Steering Group
Intranet Manager or Team
Content Owners and Editors
Intranet Users
Owner
This role is ultimately responsible for the
intranet.
The person must be able to make key
decisions.
The owner makes final decisions, based on
information and advice from stakeholders.
Champion
This role’s primary purpose is to be the
senior advocate for your intranet.
The owner has organisational authority – the
champion has personal influence and
authority.
The champion is:
An ambassador
Shows purpose of your intranet
Rallies stakeholders to support strategy
Becomes a cheerleader.
Steering Group
Stakeholders who act together in “steering”
development of your intranet.
Brings together knowledge, experience and
understanding.
Critical to making best decisions for your
intranet.
Agree clear terms of reference for:
Scope
Membership
Authority
Intranet manager
Developing and implementing the strategy
Researching user requirements
Developing the intranet roles and responsibilities
Developing the publishing standards
Building a publishing community
Building relationships with stakeholders
Undertaking external benchmarking and research
Intranet team
Coordinate activities connected with strategy
and plan.
May be in same part or spread across
business areas and functions, or
outsourced.
Whichever type of team you choose, there
has to be:
A common purpose
Clear priorities
Agreed roles
For it to succeed.
Content owners and editors
Make it clear:
What they need to do
Why they need to do it
How they do it.
Content owner is responsible for creating
and maintaining the content they own
throughout life cycle.
Content editor will publish content on behalf
of the content owner.
Aligning Intranet and
SharePoint roles
Business role
Intranet manager
Content Owner
Content Editor
SharePoint role
Site Collection Administrator
Site Administrator
Contributor
Publishing standards:
Requirements
Understand your business needs before you
develop publishing standards. These cover:
Information policies
User needs
Publishing needs
Legal requirements
Publishing standards:
Benefits
Improve consistency of user experience
Make people more satisfied
Increase frequency of usage
Improve people’s productivity
Enhance people’s quality of work
Publishing Standards:
Ownership Timeliness Security
Findability Usability Accessibility
Navigation Copyright Compliance
Ownership
People need to be confident they know who
owns the information.
People need to be able to contact the owner
if they need more information or to clarify
anything.
Timeliness
People must be confident that they are using
up-to-date information.
Content should show when it was last
updated or last reviewed.
It must also require content to show when
the next review is due.
Security
Information needs to be correctly
categorised.
Only people with permission to view and use
it have access to it.
It will be necessary to balance the different
needs:
People need to be able to access
information easily and avoid unnecessary
logins or passwords
Your organisation has to be confident that
sensitive information is not at risk.
Findability
It is vital that all information is easy to find by
the people who need to use it for their work.
There are two aspects to findability:
The quality of the search engine used.
How content is presented by owners.
Usability
Information must be usable and valuable.
Features and functionality need to make it
easier for people, not just implemented for
the sake of it.
They should help people to:
Share views
Discover other people and their skills
Find the right information
Use it with minimum of effort and time
Accessibility
Everyone, whether they have a disability or
not, needs an equivalent experience.
Employees with a disability may use devices
to assist.
Be compatible with these to avoid risking
breaking accessibility guidelines and
disability laws that apply in the country
where the person works.
Navigation
Reduces need to use other ways to find
information.
Good, logical, usable headings and menus
help people navigate quickly.
When navigation is poor and people cannot
access the information easily, search
queries increase.
Worse, users resort to phoning or emailing
other people to ask for help.
Copyright
Intellectual property providing exclusive
publication, distribution and usage rights
You cannot use or publish content without
author’s consent.
Copyright owner who may want to be
acknowledged as the owner.
Most countries automatically protect by law
original content published.
Compliance
Enforce compliance so people are confident
with integrity of information they use
through:
Educating and training
Managing publishing templates
Auditing and checking
ALL your content owners and editors
Master page example 1
SharePoint Library
Why your SharePoint intranet
will succeed
Strategy aligned with organisation goals
Governance hierarchy supported by senior
managers
Publishing standards support consistent
user experience
Governance embedded in SharePoint
People confident intranet is well-managed
Thank you. If you want
more…..
Roadmap for SharePoint
governance at 13:30
Learn how to roll out a successful
SharePoint intranet with good
governance.
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