Complete Governance Guide: Your Essential Intranet Rulebook

Description

Here, Governance refers to rules, guidelines, and processes whereby a SharePoint intranet is managed. For example, it includes who can create sites and why, how lists and libraries are modified, how permissions are managed, and the rules around page layout or color schemes.

We will develop a Governance Guide. You may have seen reference to SharePoint Governance Plans. We call our version of this a guide rather than a plan: The word “guide” is a bit softer and sets the tone for something that advises and supports how the intranet is managed, as opposed to a hard set of rules in a rigid plan. This document is a starting point for all governance rules and guidelines, and its audience includes all users, but especially Content Stewards and Site Owners/managers. The purpose of this guide is to provide a flexible, living document that evolves with your organization’s needs.

 

The Importance of a Governance Guide

 

A comprehensive Governance Guide is the backbone of a well-managed intranet. Without one, a digital workplace can quickly become cluttered, disorganized, and difficult to navigate. This guide prevents chaos by providing clear principles and best practices for everyone involved, from new users to IT administrators. It ensures consistency in everything from the tone of corporate communications to the structure of shared document libraries.

This guide acts as a reference for making informed decisions. When questions arise about who has the authority to create a new site or the proper procedure for archiving old content, the Governance Guide provides immediate, clear answers. This proactive approach saves countless hours of deliberation and prevents the development of fragmented, ad-hoc processes. It empowers your Content Stewards and Site Owners to manage their areas responsibly and with confidence. This strategic oversight is what makes the difference between a functional intranet and a truly successful one.

 

Key Elements of an Effective Governance Guide

 

To be an effective resource, your Governance Guide must be structured logically and be easy to access and understand. It should be divided into sections that directly address common questions and challenges.

• Roles and Responsibilities: A key part of the guide is defining who does what. It should clearly outline the roles of the Governance Committee, Project Manager, Site Owners, and Content Stewards.
• Permissions and Security: The guide should provide a clear framework for managing permissions, ensuring that sensitive information is secure while making public-facing content easily accessible. It explains the “why” behind the security rules, not just the “how.”
• Content Management Lifecycle: This section should detail the process for creating, reviewing, publishing, and archiving content. It sets clear expectations for content quality and helps prevent “content sprawl.”
• Branding and Design Guidelines: Consistency is key to a professional-looking intranet. This part of the Governance Guide provides rules on everything from approved color schemes and fonts to page layouts and image sizes.

For more information on the broader principles of information management in a digital environment, you can consult resources from professional organizations like the Association for Information Science and Technology. Their research on information architecture and digital curation provides a solid foundation for the concepts in this guide.

The collaborative spirit of a Governance Guide encourages a sense of shared ownership among all users. It positions governance not as a restrictive set of rules, but as a supportive framework that ensures the intranet serves the entire organization effectively. It is a living document that can and should be updated as your intranet and company evolve. This is a critical step in building a long-term, sustainable intranet solution. For more on the high-level oversight of these documents, our Governance Committee Terms of Reference provides a perfect companion.

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FAQs

What is a SharePoint Governance Guide? A SharePoint Governance Guide is a living document that outlines the rules, guidelines, and processes for managing an intranet. It provides a supportive framework that advises on everything from who can create sites and how permissions are managed to the rules around page layouts and color schemes.

Why is a Governance Guide important for my intranet? A Governance Guide is the backbone of a well-managed intranet. It prevents it from becoming cluttered and disorganized by providing clear principles and best practices for all users. It ensures consistency and saves time by giving immediate, clear answers to common questions, empowering your team to manage the intranet with confidence.

Who is this guide for? This guide is for all users of the intranet, but it is especially useful for Content Stewards and Site Owners/managers. It is designed to be a starting point for all governance rules and a flexible resource that evolves with your organization’s needs.