10 bullet-points for governance, planning and implementation

I my opinion some of the expected benefits of implementing intranets with Microsoft Office SharePoint Server 2007 (MOSS) are enhanced collaboration and sharing through the organisation with proven application and known user interfaces.

However, without governance your intranet will come out of control and lead to chaos. Many organisations don’t implement a holistic plan for the intranet, instead intranet project is initiated from various departments and projects, resulting in multiple, uncoordinated and separate deployments, each with its own structure and server farm. Often content grows and the user experience become inconsistent. If end-users are unable to collaborate, find and search for information due to poor implementation and lack of Information Architecture (IA) the total value of the intranet is lost.

Why implement a governance plan? You need to gain early support from key stakeholders across the organisation. A governance plan forces consensus and designates ownership, roles and responsibility. Ultimately governance is critical to avoid chaos.

My 10 bullet-points for governance, planning and implementation:

1. Business objectives (agreed upon measurable goals linked to the business strategy)
2. Information Architecture (consistent site structures and navigation)
3. Taxonomy (consistent naming conventions)
4. Search (users can find information – linked with taxonomy)
5. Provisioning (consistent site usage and user policies)
6. Branding/design (correct use of corporate profiles)
7. Testing (to ensure consistent use of sites and content)
8. Training (tools and governance plan)
9. User feedback (monitor and measure)
10. Change- and deployment plan (structural change and implementation)

In my opinion organisations will enjoy greater success with their MOSS installations if the pay attention to the listed 10 bullet points for governance, planning and implementation. Use the bullet point to write an implementation and governance plan, ensure stakeholder buy-inn, ownership of tasks and consensus of business objectives.

I know that this is just bullet points, and they need to be described further for you to be able to use them in daily work. I will describe some of the bullet points by separate Blog-spots on a later stage. – Stay tuned!

For more reading: Microsoft TechNet

Microsoft at the ECM arena part 2

In my work SharePoint 2007 is a hot topic these days. With the release of SharePoint Server 2007 (MOSS), I’m trying to get a grasp on this platforms reach into the enterprise, and the issues
surrounding SharePoint implementations.

According to the latest from Osterman Research, SharePoint is becoming the de facto collaboration platform for many organizations today and study results for SharePoint are positive The Osterman study tried to determine trends in the future use of SharePoint. Results of the study indicate that in organizations that deployed Microsoft Exchange, more than half are currently using SharePoint and 12 percent plan to deploy SharePoint within the next 12 months.

”Survey points to Microsoft SharePoint becoming a de-facto collaboration platform” Michael Osterman

This is a result based on that the platform is easy to use (and parts of) the platform becoming more widely deployed and ingrained in the work habits of end-users. And if there’s anything Microsoft knows well, it’s how to ingratiate itself with the enterprise.

On the other side the recent CMSWatch "ECM Suites Report" says that SharePoint is an ECM virus with “IT departments enthusiastically promoting the platform because the end-users and departments can install and run these small repositories themselves”. – Are the IT department scared of work and responsibility?

In their research, CMSWatch found that SharePoint is often is implemented in a ad-hoc fashion with little compliance and controls on it’s use – that’s why CMSWatc uses the term “virus”.

The difference between these two opinions comes primarily in how SharePoint is used. Fully or partly used as a collaboration tool, it’s widely accepted. As an Enterprise Content Management (ECM) tool, there tends to be a long way to go. But to help there are several third-party vendors that try to bridge Microsoft ECM gap – an example is eDRM-vendor Merido and CMS-vendor EPIServer (ElectroPost)

In use-cases content is stored and managed in the same system (DB), but the designs, implementation process and governance is different. And there are also wide spread SharePoint implementation on ad-hoc basis with no root in the organisation strategy, business plan and goals - this is dangerous.

In the CMSWatch survey they report an example of a North American bank that reported more than 5,000 uncontrolled and unaudited instances of SharePoint. SCARY!

My opinion is that share Point as a technology is supposed to support an enterprise, not drive it. Technology is an enabler. That means an organization should be carefully thinking about its business strategy and how its available resources assist that strategy.

With this in mind, governance becomes the critical success factor in a SharePoint implementation plan. Whether it’s implemented at department or enterprise level, as collaboration or a content management platform implementation strategies and a governance plan must be in place to support the content stored in SharePoint.

Any opinions on this?