The Importance of SharePoint Governance Best Practices

The Impact of SharePoint Governance on Organizational Efficiency

SharePoint governance best practices are essential for maintaining order and maximizing the potential of collaboration platforms. Without proper governance, organizations may face a chaotic environment where users struggle to locate necessary content, and administrators cannot effectively safeguard sensitive information. Implementing robust governance practices can prevent these issues and contribute to the organization's success by:

• Enhancing User Adoption: Effective governance ensures that SharePoint content is straightforward to create, locate, and utilize, encouraging users to adopt the platform instead of seeking alternative solutions.
• Maximizing Return on Investment (ROI): A governance plan reveals the platform's value and guides its strategic development, ensuring that the organization fully benefits from its investment.
• Mitigating Risks: Aligning governance with compliance regulations and protecting intellectual property minimizes the risk of potential setbacks. Regular audits on usage, security, content, and permissions are a critical component of a sound governance plan.
• Boosting Productivity and Agility: A well-governed SharePoint environment fosters a rich repository of collective intelligence, equipping users with the necessary information and context to make swift and informed decisions.

Pillars of Effective SharePoint Governance

Success in SharePoint governance is built on trust and adherence to four key principles:

Visibility

Transparency in defining policies and procedures is vital. Successful governance initiatives often begin with open forums, such as town hall events, where stakeholders can participate in discussions and contribute to the decision-making process.

Regular Key Updates

Keeping stakeholders informed about governance progress is crucial. Communication frequency should be adjusted based on the urgency of tasks and the maturity of the governance plan.

Constant Optimization

Governance strategies should evolve to reflect changes in business requirements and customer needs. Continual improvement is necessary to keep the governance plan relevant and effective.

Feedback and Action

Actively seeking and responding to user feedback is essential for building confidence in the governance strategy. Engaging with users who may not readily voice their opinions ensures a more comprehensive understanding of their perspectives.

Best Practices for Developing a SharePoint Governance Strategy

Creating and maintaining a robust SharePoint governance strategy involves initial planning and ongoing adjustments. The following best practices are instrumental throughout this process:

• Establish an Internal SharePoint User Group: Engage with users to understand their content, workflows, and usage patterns. This step is crucial whether governance is proactive or reactive.
• Implement a Broader Communication Strategy: Keep the larger SharePoint community informed about platform updates, governance changes, and solicit their feedback through various channels.
• Promote Governance Transparency: Make policies accessible and maintain a functional site for managing processes, accepting suggestions, and implementing changes.
• Define Roles and Responsibilities: Clearly outline the functions and roles required at different levels of SharePoint management, ensuring accountability and clarity.
• Customize Your Approach: Start with Microsoft's recommended settings but tailor your strategy to meet your specific business needs, adapting policies through a transparent change management process.
• Standardize Policies and Procedures: Ensure consistency across the organization while accommodating the unique needs of different business units.
• Leverage Metadata for Content Migration: Organize content by relevance, age, popularity, and other factors during migration to improve management and navigation.

Governance and Organizational Culture

The culture of an organization significantly influences the planning and implementation of SharePoint governance. Establishing universal rules for SharePoint management, while considering different permission levels, is crucial. Balancing the need for user autonomy with the potential risks of unrestricted access is a common challenge that requires adherence to SharePoint governance best practices tailored to the organization's needs.

In conclusion, SharePoint governance best practices are not just about maintaining order; they are about unlocking the full potential of collaboration platforms to drive business success. By following these guidelines, organizations can ensure that their SharePoint environment is not only well-managed but also aligned with their strategic goals, ultimately leading to improved efficiency, productivity, and ROI.