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.