7 Key Governance Tips for Office 365

Credera is a full-service management and Dallas Office Houston Office Austin Office Denver Office
15303 Dallas Parkway 800 Town & Country Blvd 9020 N Capital of Texas Hwy 5445 DTC Parkway
technology consulting firm. Our clients range Suite 300 Suite 300 Suite 345 Suite 1040
from Fortune 1,000 companies to emerging Addison, TX 75001 Houston, TX 77024 Austin, TX 78759 Greenwood Village, CO 80111
industry leaders. We provide expert, objective
advice to help solve complex business and 972-692-0010 Phone 713.496.0711 Phone 512-327-1112 Phone 303-623-1344 Phone
technology challenges. 972-692-0019 Fax 713.401.9650 Fax 512-233-0844 Fax 303-484-4577 Fax

7 Key Governance Tools for Office 365

Jesus J Salazar
Credera

Copyright © 2012 Credera.
All Rights Reserved.

Speaker Introduction
Jesus J Salazar, Principal
• 12 years of experience with Microsoft-based technologies
• Experience delivering IT solutions to medium and large
businesses
• Strong focus on SharePoint since 2003
• Microsoft Certified Professional
• Member of the Office 14 Developer Advisory Council where he
helped shape the features and architecture of the next
generation of Microsoft Office and SharePoint


Agenda
• Introductions
• Governance
– Governance Overview
– What Governance Is and Isn’t
– Office 365 Sizing
• 7 Key Governance Tools
– 1. Collaboration Center of Excellence
– 2. Governance Workspace
– 3. End User Surveys
– 4. O365 Reporting/Auditing
– 5. SharePoint Lists – Ensure Focus
– 6. Agile Approach
– 7. The “Tune Up”
• Questions and Answers


Governance Overview


Governance: Definition

Wikipedia defines Governance as:

The act of governing and the decisions that define expectations,
grant power, or verify performance… In respect to business
governance relates to consistent management, cohesive policies,
guidance, processes and decision-rights for a given area of
responsibility


• Site and information structure
and usability Information
Architecture

• Classification of information Education & Taxonomy
Training Framework
• Look and Feel
• Creation of information Information
and
artifacts, Archiving it Collaboration
Testing Governance Branding
• Ease of finding content
• Ensuring quality delivery
Enterprise Provisioning
• Topics and method of training Search & Archiving

employees


What Governance is and isn’t
Governance is:
• An active people and business
oriented process
• An interactive model to solve
problems
• A tool that ensures business value
and continuous improvement!!!

Governance is NOT:
• Large binders of complicated
Keep it simple, straightforward, and
policies, procedures, and standards
easy to execute!
• Technology specific

What are the impacts of Office 365?
• In some ways, it simplifies Feature Specifications
Governance even further 10 GB per user
500 MB per enterprise
• SharePoint and Exchange are Storage (pooled)
user
primarily affected 5 TB per Company
• The biggest impact Office Site collection storage
100 GB
365 has on Governance is quotas
sizing limits My Site storage
500 MB
allocation
• Data sprawl must be watched
Site collections per
more carefully in Office 365 tenant
300
to avoid hitting capacity Mailbox Size 25 gig
limits

7 Key Governance Tools


1. Collaboration Center of Excellence
• Not just a “Governance Team”
• Many organizations only rely on IT to
hold SharePoint Knowledge
• A well educated, non IT community
empowers end users, promotes
ownership of solutions, and increases
user adoption
• A few strategically placed experts can
augment end user training
• A CoE also helps drive business value
through engagement!


1. Collaboration Center of Excellence
• Seek out those with a technology for passion and
those willing to allocate the time
• Strive for diverse business representation
• Try to recruit at multiple levels within your
organization
• This group can occasionally host informal
educational sessions to a wider audience


2. Governance Workspace
• A secure SharePoint workspace helps provide
continuity and accountability between governance
meetings
• This is especially important as people can get busy
and attendance can be inconsistent sometimes
• At a minimum, promotes real world collaboration
experience for the team…takes the theory out of it
• A great way for the team to challenge themselves to
improve how they collaborate


What makes a good governance
workspace?
• List of Business Objectives that the
team is supporting
• Tasks and assignments for action
items
• List of issues end users are
encountering
• Benchmarks and Metrics you want to
improve upon
• Anything that helps provide continuity
to keep the ball moving forward

Be creative but again, KEEP IT SIMPLE!

Important
Usage Meeting Governance End User
Dates and
reports Agendas policies Feedback
Times

Future
Success Effects of Meeting
Training Decisions
Stories Decisions Minutes
Topics


3. The CXO (where X != I)
• An Executive Champion is critical for
many reasons
• Close to business objectives and can
provide direction
• Ensures time and money are being CXO
invested appropriately to manage your
information
• Influence and enforcement make things
much easier early on


Having trouble getting a CXO engaged:
According to Forrester Research, SharePoint
alone can provides an average risk adjusted
ROI of 108%
International Data Corporation (IDC)
indicates that an effective enterprise search
strategy can save an employee an average of
%53 of their time searching for information
IDC also indicates that the average employee
spends roughly 10hrs/week doing this
Forrester Research indicates that Lync Server
2010 has a risk adjusted ROI of %337 over
three years when widely adopted


4. Ongoing End User Feedback
• Getting objective feedback from users should always be a priority
• IT organizations rarely make changes to their intranet based on
objective data
• Polling end users frequently can help gather data points
• Anonymous polling is extremely easy with SharePoint (Surveys)
• Without a pulse on what users are getting value out of, you are
shooting in the dark!

It is amazing what people will do for
a $5 Starbucks card!


5. O365 Reporting/Auditing
• Office 365 has limited
usage reporting
• No Search Usage reports!
• Google Analytics can be
added (with some +
manipulation) to sites for
more detail +
• Auditing can be activated Auditing
at the site collection level


6. Agile Approach
• The nature of
collaboration and
information is ever
evolving
• Requirements and
needs change more
than other types of
products
• Agile can help to
optimize delivery and
ensure prioritization


7. The “Tune Up”
• A governance process can get
stale and so can the team
• Fresh perspectives can be
helpful when you are “out of
good ideas”
• Periodically seek outside
perspectives
• Find other organization using
SharePoint, share ideas!
• Experienced consulting firms
have a wealth of knowledge

Management & Technology Consulting Firm Microsoft Solutions Offerings
• MS Gold Certified Partner • Custom Application Development
• Member of Microsoft’s SharePoint Development • Enterprise Portal Design & Implementation
Advisory Council (DAC) • eCommerce
• IW Competency (Microsoft’s Corporate SharePoint • SOA & Business Process Integration
Certification)
• Customer Relationship Management (CRM)
• Certified provider of SharePoint Deployment
Planning • Business Intelligence & Data Warehouse
• Established 1999
• Offices in Dallas, Houston, Austin, Denver Client Sampling

How We Serve Our Clients
• We provide expert, objective advice to help solve
complex business and technology challenges
• Our clients hire us to own their toughest problems;
they retain us because we keep our promises
• Services: Management Consulting, Technology
Solutions, Mobile Solutions, Business Intelligence


Thank you for attending!
Please complete the evaluations.
Contact Information:
Jesus J Salazar - jsalazar@credera.com
www.credera.com
Follow us on @Credera
Blog: http://blogs.credera.com
Careers: http://careers.credera.com

7 Key Governance Tips for Office 365

Recommended

Recommended

More Related Content

Viewers also liked

Viewers also liked (16)

More from Credera

More from Credera (16)

Recently uploaded

Recently uploaded (20)

7 Key Governance Tips for Office 365

Editor's Notes