SharePoint Governance Plan Template

SharePoint governance has always been among the most misunderstood aspects of SharePoint administrations. There exist several SharePoint Governance myths that can make your SharePoint Governance Plan Template work or fail if not cleared out on time. Here we are on a mission to help you bust these SharePoint governance myths for you to enjoy a much better SharePoint experience!

Top 11 Myths Disrupting the Perfect SharePoint Governance Plan Template

 

Myth #1: Only the Executives and top-level managers should be responsible.

Not necessarily. The people with maximum SharePoint knowledge and experience should be teamed up to create the governance plan. That’s usually the IT department.

Myth #2: Have A Centralized and Advanced SharePoint Governance Plan Template

Not true. The Governance plan needs to depend on the size of your organization rather than any fixed formula. SharePoint environment, your goals and the number of users are defining factors. Depending upon the basic SharePoint needs, following a few simple guidelines will do the job.

Myth #3: Make A One-time Governance plan, no revisions required.

Not true. A SharePoint Governance Plan needs to be ever-evolving according to organizational needs. A Governance plan isn’t meant to be placed on a shelf as a trophy. It should constantly be adapted to the requirements of your users and your evolving SharePoint architecture. It’s knowing to choose a format that permits real-time changes from multiple users, like a wiki page.

Myth #4: SharePoint Governance Plan must convey Do’s and Don’ts to people

Not at all. the aim of the plan is to guide people to use SharePoint so on the benefit the organization. It’s immensely important to possess all of your people to understand that. User adoption and user education are key to successful governance.

Myth #5: Create SharePoint roles that suit the employees.

Do not attempt to adapt your roles to your existing team – that’s not the purpose. Create the roles defining your SharePoint goals. If you currently don’t have enough staff to fill all the roles, it’s okay to leave them empty until you discover the proper people to try to them.

Myth #6: Every Major SharePoint role should be the responsibility of a particular user.

This is not true. everyone within the organization can fill quite one role. If an individual is competent enough to hold out the duties of quite one role, there’s no reason why he or she shouldn’t. Many organizations follow it and it works for them as well.

Myth #7: Industry-defined SharePoint templates are a must.

Searching through the vast cyberspace of the web, you’ll encounter many expert sites offering information architecture templates. But there’s no requirement to blindly follow such advice or to define your architecture a bit like everybody else does. the foremost important piece of recommendation we will offer you is: know your organization’s goals and plans and build your own architecture accordingly.

Myth #8: The architecture, once built, will not change.

Not true. the knowledge architecture, a bit like your SharePoint environment itself, may be a live structure that needs constant adaptation. Moreover, you ought to build your information architecture to be scalable. It should be ready to grow and accept new sorts of content.

Myth #9: The more content types, better engagement

Surprisingly, this is often not true. it is believed that four to 5 options are optimal for users. If you give them too many options, it is going to cause user frustration or maybe errors.

Myth #10: You have got to fit your needs into any one of the SharePoint templates.

SharePoint templates serve only as a framework of how you will build your site if you so choose. But you will also create your own template if predefined templates do not fit your needs. When it involves creating customized templates, knowing your users’ real needs is half the work done. Here’s why site planning is important.

Myth #11: The more SharePoint policies, the better

The reverse is true. The minimum number of policies gives a better outcome. Fewer rules make it easier for users.

These were some of the major SharePoint governance myths. Have more? Let us know in the comments.

 

Why do SharePoint Governance Best Practices matter?

 

Why do SharePoint Governance Best Practices matter?

SharePoint Governance Best Practices play a major role in the smooth and efficient functioning of Advanced Collaboration platforms such SharePoint, M365, Microsoft Teams and more. Good governance can add significant value to your organization by extensively integrating this platform to your centralized business goals. A proper governance strategy connects your business and users to this platform to help, support and secure all your content and collaborative communication. It lets you:

• Drive user adoption
• Maximize ROI
• Reduce risk.
• Improve productivity and business agility.

WHY DO SHAREPOINT GOVERNANCE BEST PRACTICES MATTER?

With expert-curated governance plans and guidelines, a governance strategy helps support and secure the content and users of the SharePoint platform.

For instance, SharePoint is so useful and SharePoint sites can be created and deployed so quickly and easily that organizations end up in a cluttered mess. As a result, users can’t find the content they need, and administrators can’t keep track of sensitive content and protect it properly — the platform fails to meet the organization’s goals due to the governance gap. Having strong governance in place avoids these issues, enabling the business to:

• Drive user adoption — Strong governance helps ensure SharePoint content is easy to create, find and use, so users will embrace the platform rather than try to find ways to work around it.

• Maximize ROI — A governance plan helps you uncover the value of the platform and guide its strategic development, so you get the most from your investment.

• Reduce risk — A governance plan that protects business IP and is aligned with appropriate compliance regulations minimizes potentially devastating risk. For instance, a good governance plan will include provisions for regularly running audits on usage, security, content or permissions.

• Improve productivity and business agility — A well-governed SharePoint platform creates a deep pool of collective intelligence across an organization, arming users with the information and context to move faster and make smarter decisions.

PILLARS TO AWESOME SHAREPOINT GOVERNANCE

Four secrets to success More broadly, you need to build trust in your SharePoint governance strategy. Following these four principles can help ensure success.

VISIBILITY

Make the work you do to define policies and procedures a matter of public discourse. One of the more successful governance initiatives I led started with a town hall event, with a Q&A for anyone interested enough to come and raise their hand. Our regular governance body meetings were open-door sessions, with end-users and executives alike joining in when something they had a vested interest in was being discussed.

REGULAR KEY UPDATES

Keep people informed about your progress. Sometimes updating a SharePoint task list at the end of the day is sufficient; sometimes more frequent communication using other tools is the right choice. Vary this collaboration level depending upon the immediacy of the workload in front of you and the maturity of your governance plan over time.

CONSTANT OPTIMIZATION

Don’t roll out a governance plan, document it in a binder, and put that binder on a shelf to gather dust and be forgotten. Project activities, reporting, and communication strategies constantly evolve because of changing business requirements, customer needs, and other factors. Keep upgrading your governance strategy for the better.

GATHER FEEDBACK, ACT ON IT

This tip was mentioned earlier but it bears repeating: Seek out feedback from your users and pay attention to it. Some people have no problem speaking up, but other people might not be so forthcoming. Look for opportunities to reach out and connect so that you can get a more complete view of what people think. When people are heard, it builds confidence in your strategy.

BEST PRACTICES FOR BUILDING A SHAREPOINT GOVERNANCE STRATEGY

Developing and maintaining a strong SharePoint governance strategy requires careful planning upfront and continual nurturing and adjustments as you use the platform. The following best practices will help you throughout the process.

CREATE AN INTERNAL SHAREPOINT USER GROUP

In an ideal world, organizations will build a SharePoint governance plan before implementing the platform. If you’re proactively building a governance plan, the first step is to talk with your future users so you can understand their content, workflows and anticipated usage. However, as noted earlier, SharePoint is so useful and easy to deploy that often sites go up first and governance comes later. In that case, the first step is still the same — talk with your users! Find out how they are interacting with SharePoint, including what sites are out there, how much they are used, who has access to them, what types of content are being stored there, and what frustrations users have.

BUILD A BROADER COMMUNICATION STRATEGY

Don’t limit your communications to the SharePoint user group; you also need to keep the larger SharePoint community abreast of what is happening with the platform, including details on the governance strategy, changes to policies, site redesigns or a platform upgrade. Make sure to solicit their feedback using strategies like community sites and polls, along with data such as search metrics — and consider their ideas seriously. Governance should enable them not to prevent them from being productive. Look for ways to ensure user adoption of the platform, such as offering training and support.

PROMOTE GOVERNANCE TRANSPARENCY

Make your policies visible. When people ask questions, point them to a SharePoint site with the answers. Make the site functional and refresh it frequently; it should not be a one-time dumping ground for rarely used process documentation. This should be a working platform from which you manage your process, accept suggestions and make changes as needed.

CLEARLY DEFINE ROLES AND RESPONSIBILITIES.

Outline the functions required to deploy and govern your SharePoint environment at the enterprise, organizational and site levels. Define roles according to skills and interests. Define Owner, Approver, Reviewer, and Participant for each of these tasks. It is simple and clear. Determine which functions should be managed centrally and which are better handled at the site collection and site levels. SharePoint works best when the management of its many functions is distributed to the people who know how the business should be run. Be clear on w clear on what you expect from each role so people can be held accountable.

DON’T START FROM SCRATCH, TAILOR IT TO MEET YOUR BUSINESS NEEDS

Microsoft provides plenty of content around optimal settings and system limitations, and that’s a good place to start. But having a personalized strategy involving selected SharePoint Governance Best Practices always help. Just need to remember that you need to constantly refine your strategy based on a solid understanding of your own business requirements. Adapt your policies (content limits, permissions, information rights management policies, and so on) using a consistent and transparent change management process to fit into the organizational priorities.

STANDARDIZE YOUR POLICIES AND PROCEDURES.

Create policies and procedures that are consistent across your organization. A given business unit might have different information rights management rules than the rest of the company, but the policies that govern how those rules are managed should be consistent across the organization.

WHEN YOU NEED TO MIGRATE CONTENT, LEVERAGE YOUR METADATA

Resist the urge to complete migrations as quickly as possible by simply dumping all data from the source environment into the target. Instead, use your metadata to sort your content by relevance, age, popularity, team, geography and other factors. By reducing the amount of sprawl and improving organization, you will deliver a target environment that’s easier for you to manage and easier for users to navigate, reducing overhead while improving user productivity and driving platform adoption.

GOVERNANCE AND CULTURE

Organizational culture plays a major role in governance planning as well as implementation. Define the rules applied to SharePoint management that is valid for everyone in the company with maybe different permission levels. For example, some people might believe that it is better for users to create their own sites on SharePoint while some might consider such vast and unrestricted access to SharePoint to be a major risk factor. There are many other areas in SharePoint related to the use of data, where it is stored, and who has access to that data and all you must do is, follow the basic SharePoint governance best practices and plan judiciously according to your organizational needs.

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Collaboration Definition : Deciphering the Real Meaning

The new Remote culture has given the collaboration definition an entirely new dimension. Even though the collaboration tools such as intranet and Microsoft Teams are not new, but their value has hugely gone up. Let us discuss about collaboration as a whole and explore the different aspects of it.

 

What is Collaboration?

The collaboration was lately not something that sustained in an organization’s priority list. Usually, collaboration definition was vaguely imposed on anything that connected employees. Businesses referred to just the convenient modes of communication to be collaboration tools be it phone calls, messages, chats, or mere document sharing. These are not collaboration tools authentically. Therefore, as collaboration is closely linked with productivity, using sub-standard means of collaboration can bring long-term disadvantages to organizational success.

Apart from this, even if an organization is equipped with a great collaboration tool like SharePoint Intranet or Microsoft Teams,  its employees might still be facing collaboration problems. This takes us to the conclusion that no tool is self-sufficient to drive a great collaboration unless it is accompanied by a great employee engagement approach.

 

The Simplest Collaboration Definition

In response to mediocre collaboration, we wished to chalk out a collaboration definition that could deliver the simplest real perspective and the productivity it aims for: People working together towards a common goal.

Working Parts of Collaboration Process

Collaboration simply constitutes of three parts:

1. A Team
2. A Process
3. A Purpose

This means different people working together towards a common goal. The collaboration tools and technologies come to the picture after that just with the purpose of aiding these major processes.

SharePoint intranet software is definitely an enhancement to collaboration skills in order to increase cooperation.

Importance of Collaborations

Instead of being the jack of all trades and master of none, it is better to hire and maintain the masters of all those trades. For example, consider a work item as simple as creating the content marketing strategy. It requires inputs from multiple teams, sets of reviews and multiple steps of approval. The collaboration will bring in all these contributing resources together to achieve this business goal as swiftly as possible.

Types of Business Collaboration Methods

Organizations deploy different collaboration software internally to power-up collaboration. While a SharePoint intranet offers tools of collaboration, it’s important to remember that these tools are only as perfect as they are used.

Collaboration can be grouped as :

Instant messaging and chat

These tools are best for real-time collaboration. These can let you chat, conduct screen share meetings and much more that induces the huge benefits of instant response time. Commenting too might be of great use for simplifying the feedback process as well as editing a document by multiple users simultaneously. Skype for Business, Slack, and Microsoft Teams are the perfect collaboration tools in this regard.

Document Collaboration

While message-based collaboration is focused on the team conversations, document collaboration focuses on deliverables. Once a department does its part on a particular document, it can be forwarded to the next department and then finally to the reviewing team, thus utilizing the same document to bridge the gap between different processes. Google Drive, One Drive, SharePoint, and other such platforms are your document collaboration destinations.

Ideation

Ideation and idea management plays a major role in a company’s growth. It fosters a sense of belongingness and authority among the employees while encouraging new ideas to surface. It can give a boost to knowledge sharing that will ultimately be effective in bringing in productivity.

Overall Benefits of Collaboration

• When done right, collaboration speeds up your business processes.
• When people, resources, and processes work together, business efficiency increases.
• Collaboration increases transparency.
• Employees get a sense of importance to boost their satisfaction level.
• Great collaboration will make the remote workers and freelancers feel a part of the organization.

Many people do correlate collaboration with SharePoint Intranet or Microsoft Teams but a piece of digital workplace solution will not do any wonders unless employee engagement is focused upon enough.

A well-connected workplace brings in happier work culture and motivated employees who are exponentially useful in increasing organizational productivity and efficiency. When everything within the organization functions so systematically, you can just focus on your customers.

 

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Top Metrics to Measure SharePoint Data Migration Success

Any client looking to plan for a SharePoint Data Migration is often accompanied by questions such as

·         How fast can the content be migrated?

·         Would it be safe?

·         Would the migration downtime bring me a loss?

·         What if it fails?

While these are important questions that must be addressed before choosing your SharePoint Data Migration tool, a better approach might be to just explore how efficient the migration process be planned and executed. Let us delve into some factors that will define how efficient your migration process can be and the parameters to determine its success.

SharePoint Data Migration Efficiency Indicators

While the migration quantity might be quite important, choosing the correct migration time and speed plays a major role in SharePoint migration success determination.  These data can be of great help to plan and optimize the whole migration process in the most effective way possible.

While we at Saketa have run many test migrations to ensure the perfect results to our clients and have been improving each Version of our SharePoint Migration Tool to fit in every kind of emerging scenarios, applied uniformity cannot be established in every migration project. In such a condition, we cannot prototype the migration performance across different environments. This leads to a Success determination strategy based on important migration parameters instead:

Migration Speed

Be it any kind of migration, from our years of migration experience, we know several common factors that affect the data migration project speed:

• Basic Content to be migrated.
• Content Attributes such as metadata, permissions, etc.
• Hardware requirements
• Throttling Restrictions
• Migration tool architecture

Migration Process Efficiency

Migration process efficiency and job uptime have a significant impact on the migration duration. Every organization wants to make sure that migration is running at full capacity with high accuracy. Migration job failure rate too must be minimized as much as possible. Here are the major factors that need to be taken care of during a Microsoft 365 migration.

SharePoint Architecture and Capacity

Every process needs appropriate infrastructural support to be productive. Your chosen migration tool must have the right infrastructural features to maximize your migration success. It should allow a great user experience accompanied by the least throttling effect.

This will ensure minimum error rate, minimized downtime, and eventually, greater productivity.

Reduction in Downtime Loss

Once your migration architecture is satisfactory, you can proceed towards mitigating the downtime loss. Incremental migration or migration scheduling can work wonders to save precious business time and plan migration downtime when the traffic is low.

This will enable the technical team to focus on set up and troubleshooting whenever they feel it to be convenient.

Failure Rate

Migration Errors might be considered a major setback if not handled properly. Higher failure rates and timeouts lead to the need to re-run jobs. This can be a major money-burning experience. While some errors might be unavoidable, but a proper premigration and postmigration check can be of great help.

Therefore, it’s important to ensure a good error reduction and risk mitigation plan in place. An efficient Failure reporting mechanism too must be in place.

Bottomline

Finally, what we expect from our migration project is to run smoothly. Focusing on the efficiency rather than the mere parameters like time taken can be a great start to improve your migration experience. Just wisely schedule your downtime, avoiding throttling, and managing the errors.

These were our tips for a great migration experience. What are yours? Feel free to share in the comments below!

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SharePoint On Premise to SharePoint Online Migration

SharePoint On-Premises to SharePoint Online Migration has become one of the most sought steps to fit into the current shift to remote culture.

As a leading SharePoint Migration Tool, Saketa has dealt with a lot of such SharePoint online migration customer experiences. Therefore, we are very aware of all the measures that need to be taken care of while planning migration to office 365.

So, here are our tips to plan SharePoint migration to office 365 in such a way that it makes your SharePoint On Premise to SharePoint Online Migration the smoothest experience ever!

SharePoint On-Premises to SharePoint Online Migration Planning Tips

 

Keep a track of your Content needs.

The foremost step of any migration plan must be evaluating your content and migration priorities. No plan can be good enough if you have not been able to evaluate your SharePoint content before opting for the migration. You need to know what are the important data that need to be moved first. Additionally, data backup plans too need to be in place to avoid extreme losses in case of migration failures.

You need to create a premigration checklist keeping in mind all your data and further requirements. This will ensure a smooth migration process to follow. Also, be aware of the difference in on-premises and online content structure to avoid any post-migration delay or loss of access to content. Additionally, keep a track of your metadata as well.

Manage Permissions

Migration also includes migrating the permissions in your pre-existing on-premises SharePoint. Therefore, it is advisable to go through the permission settings. Reconsidering the permission settings of your content before the migration to SharePoint Online. And in case you wish the same permissions to be inherited, it is ensured that there is minimal risk, and a good SharePoint governance is followed.

The properly formulated governance plan will prevent improper sharing or access to sensitive content.

Formulate Your SharePoint Online Governance Plan

Post-migration SharePoint migration is very important to ensure that the new SharePoint Online platform is utilized properly. While migrating to SharePoint Online, determining the organizational governance policy in advance will ensure proper utilization of the Microsoft 365 governance tools.

If the content to be migrated and the governance rules are pre-determined, the governance can automatically be applied to those content after being transformed to the destination as well. This ensures proper content governance, risk-management, and information-protection as soon as the content gets stored in the destination platform.

Be Open to Change

Migration has usually been deemed a problem by the customers rather than a solution. But it indeed is an opportunity.

SharePoint On-premises to SharePoint migration is an opportunity to re-evaluate your entire SharePoint platform as well as the technology involved with it. You can evaluate all your content and permissions. Upgrading your old workflows as well as the automation tools. If your organization is open to accept positive changes and is excited to discover new opportunities, adoption to the new SharePoint platform will become exceedingly simple.

Go for a Pilot Test

Directly jumping into migration might not be the best idea altogether. Instead, try going in for a patch test. Make sure your migration is preceded by a pilot or test migration to validate that your migration plan will be successful enough. This can be a major risk-mitigation strategy during the real migration project. Involve the key SharePoint users in the pilot so that their inputs can be utilized properly.

Bottom line: A SharePoint Migration Tool is not a bad idea.

SharePoint Migrations are not that simple. Also, they are not among the tasks that are carried out quite frequently by the organizations. In fact, for some organizations, SharePoint on premise to SharePoint Online migration is just a once in a lifetime experience. This makes it difficult for the IT department to be experienced enough to carry out successful migrations. This is an utter waste of their efforts for figuring out a process that they wouldn’t need for many years to come.

Why not save that time and effort to utilize in some other significant organizational process. This makes it a valid reason to opt for the expertise of a SharePoint migration tool. Let your migrator simplify your migration process while you focus on others.

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Best of 2021st : Digital Workplace Best Practices

DigitalWorkplace 2021 Best practices are quite important as the Remote Work age has made collaboration platforms such as SharePoint Intranet and Microsoft Teams the integral as well as essential parts of the business modernization of the organizations.

2021 Digital Workplace Best Practices

2021 is just a week away. So, it is the right time to align our professional and personal goals for the upcoming year. Whether the Goals of 2020 were a success or not, we need to focus upon the next year to make it a success.

With Remote work as the new trend that is here to stay, it is a good idea to make the experience as great as possible to keep the employees hooked to the Digital workplace in 2021 as well. To keep the interest alive, we need to make sure our SharePoint Intranet or other collaboration platforms remains an exciting place.

Here are some of the Digital Workplace 2021 best practices to help you out!

• Mobility

Work is no longer location constrained. People are working from literally anywhere. Thus, it has become vital to access information on the go. Therefore, choose a collaboration app or intranet provider that gives you either a mobile-responsive portal or mobile app support must be the prior preference. Digital Workplace needs to be mobile to be efficient.

• Ownership and Review

Everyone is far away from the old literal supervision. Thus, every employee must take ownership of their jobs in their hand. While it is important to keep reviewing frequently, but the responsibility now is majorly on the employees themselves rather than their reporting managers. The digital platform must be able enough to track that these responsibilities are taken care of while providing tools for reviews as well. Defining ownership and responsibilities as early as you deploy the digital workplace platform will ensure that everyone becomes more responsible and accountable. An effectively thought about digital workplace management will ensure higher productivity.

• Blended into your Company’s Culture

If you can make people feel belonging, they will stay loyal to your organization. And, to do so, let them feel as a part of your company culture even when they cannot be there in the office.
Let anyone put up a suggestion, ideas, and feedback on your company’s intranet portal. Make them feel heard and valued.
Successful and effective collaboration lets people open up by offering ways to contribute to overall organizational growth. Make it a place where everyone gets appropriate credit for their contributions. Organize virtual meetups and even parties. Do not leave a chance to knit the organization together and just see the magic unfold.

• Focus on connectivity and searchability

Gone are the days when you could visit a coworker’s desk if you need a file. But the digital workplace platform needs to ensure that your employees don’t feel this void. A digital workplace platform should provide everything readily available at their fingertips. The intranet repository should be as good as a Google search, if not more and the rest can be handled by collaboration apps where you can literally reach your colleague’s desk (this time at home). This level of a decent digital workplace can surely make 2021 awesome by helping in driving productivity and making a massive impact.

• Multi-lingual

With geography no longer a barrier, 2020 has opened the portal to global recruitment. Now you don’t need to be restricted to your particular city, state or even country. Thus, it is a good idea to be prepared with the lingual challenges that might surface soon. Being a Global organization and having diverse workforces comes with some pre-requisites. Working with colleagues from around the world can exciting but multiple languages can challenge as well. Your Digital workplace must be multi-lingual and should also offer translation features to ensure seamless communication flow.

Why is Digital Workplace 2021 crucial?

Remote work will stay popular. Upgrade yourself in the best ways to bridge the distances between the remote workers even after the pandemic is over. Make it smooth for remote workers and far-off offices to stay in touch and work together in the most fun and productive way.

These were our resolves to make Remote work tools like SharePoint Intranet Interesting. Let us know yours in the comments below.

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