Summary: In this episode of the CIO Playbook I am discussing how to set up Intranet Governance. The Internet is a powerful tool we use everyday - Wikipedia - Google/Yahoo/Bing/ (did you Google it) - News and information sites - Video and Audio - Photography - Facebook, LinkedIn, Pinterest, Twitter, etc. One of the great successes of the Internet is its ability to enable an organization to operate more closely Enabling self-service Strengthening departments through better information sharing Enabling the Knowledge worker An information hub for business Reduced training costs The Internet Represents Self Service - When was the last time you want into your bank - Where do you go for medical advice first - Where do you conduct investment research Why Governance for the Intranet - Consistency, usability - Ease of finding things - Branding - Loyalty - Lower costs - (Training, Compliance, Policies) - Alignment with organizational objectives - Performance standards (response time, meta data, searchable - Ability to keep up with evolving technology What is Governance - Strategy - Vision - Direction - Budget - Set Policies - Set Standards - Prioritize Projects - Resource Allocation - Conflict Resolution - Final Decisions Approaches to Governance - Do Nothing - Committee of Stakeholders - Centralized Single Owner - Decentralized No Owner Do Nothing - Many times we hear the excuse for not setting out standards because they would limit creativity - Assume implicit standards - Practices and Recommendations - Varying Quality - Often faded or not longer updated content Decentralized No Owner - Typically IT runs this model - Haphazard enforcement of policies - Recommendations and guidelines - Quality is limited - Not necessarily cohesive content Committee of Stakeholders - Recommended Committee Membership - Corporate Communications - Human Resources - Operations - Technology - Representation from various members of the greater organization - Intranet Strategy Group - Intranet Operations Group - Intranet Development Group Centralized Single Owner - Clearly codified standards - High quality - Solid support and infrastructure - Quality architecture - Site-wide tools When Do You Start, Usually Before - Recommend that governance start before you set up your site - However, most of the time governance is added afterward - Usually after the site has grown organically - And the user experience is decreasing and things are hard to find - Generally it is a site with loads of good information but not easy to find and the customers are complaining about it How do you Transition From Informal to Formal - Consider a staged approach - Determine stakeholders (programs, offices, IT, HR , Senior Management) - Establish a cross-functional team - Transition to centrally managed functions and resources A Basic Web Structure - Content Editor - Business Owner - Developers - Administrators - Designers Define your: - Policies - Processes - Ownerships - Enforcement Next Steps: - Monitoring performance standards - Monitoring standards and good practice - Improve usability - Marketing the Intranet - Job descriptions for Intranet related tasks, to ensure appropriate separation of duties - Create Consequences for non-conformance
