A well-crafted Governance plan focuses primarily on organizational collaboration with a set of policies, processes, roles, and their responsibilities. Each organization has its unique set of goals that influence its approach to governance. Often an organization finds themselves puzzled in creating, implementing and maintaining Governance on a long term to obtain maximum user adoption and improve overall organization efficiency.
While deploying a new SharePoint environment or migrating the current system, Governance plan must be developed and practiced across the organization to churn the maximum potential and increase the user adoption. To perform and achieve desired results during migration there is a need to construct a Governance team first usually termed as “Governance Committee”. This Committee should be constructed to support the business requirements in relation with SharePoint Migration or Upgradation. Governance committee consists of all key members from major teams/ departments in an organization to attain a smooth migration flow. Governance committee size may vary with respect to content available in SharePoint for upgradation or for migration.
Once committee is created, next step to go ahead is an evaluation of information architecture in coordination with business requirements. Committee evaluate the structure of logical storage of all teams, departments, projects etc. to provide clarity in terms of workflow and establish different limits, boundaries, and thresholds as per the usage pattern of organization. Governance plan also includes a section which defines the do’s and don’ts based on permissions and roles within an organization. For example, usage of a plugin or tool in a particular site, access of particular site like who can access it, read it, modify it or delete it. All specific details about permissions, access, and rights are defined in this section. Also, defines netiquette which refers to guidelines for appropriate network and e-mail use.
When logical architecture is redefined and established, you can go next step by describing various entities of governance plan like User Agreement, Security Management, General Guidelines, Social Policies, Multilingual Policies, Object Naming Conventions, Backup Schedule, Communication and Training Plan.
Another important aspect after defining policies, processes, roles, and responsibilities is to create a reporting schedule. This report includes all insights about the SharePoint environment which will help top management to identify the needs, usage patterns and other SharePoint insights. Committee decides to meet on mutually agreed fix intervals and diagnose the health of the system. With the feedback mechanism, committee must review the new structure from received feedbacks of stakeholders, end users, and power users.
Precisely, a well implemented and practiced governance plan will contribute to increasing organizational efficiency and drive higher user adoption.