SharePoint Collaboration vs. Governance: Not Necessarily Mortal Enemies

– by Dany Charland

Virtual/online collaboration is an absolute necessity for many small- and mid-sized organizations today. It may be required to support ad hoc project teams; to facilitate geographically dispersed teams to work together; or, to increase the efficiency of internal communication in any organization.

Virtual collaboration environments – such as SharePoint intranets or SharePoint collaboration environments – can certainly add significant value to a business. But they can also become liabilities. Common causes of collaboration environment break-down include:

  • Rapid growth of the organization and/or the collaboration environment – unfettered growth can make collaboration environments unruly and difficult to use
  • Increasing proliferation of information shared in the environment – rapid increases in information can make the environment overwhelming and discourage use
  • Duplication of information in the environment – this can lead to version control problems (also regulatory/compliance breaches) as users unwittingly interact with multiple versions of the same document
  • Loss of relevance or timeliness of the information shared – this discourages use and can lower morale as the environment seems neglected

This is where a Collaboration Governance Strategy is invaluable. It is the tool that brings structure to the free-spirited collaboration environment, by governing growth, content management, information management and versioning/aging. When combined with a Change Management process, the governance strategy comes to drive ongoing decisions about the management and use of the system.

Rather than discouraging users with complex rules and controls, an effective collaboration Governance and Change strategy increases user satisfaction by creating alignment between the business/business goals and the various content producers; content managers; collaboration collections and properties (sites and sub-sites).

Tango Technology Group’s information management experts are seasoned in delivering governance strategies and related processes for intranets, SharePoint intranets, and SharePoint collaboration environments. We are experienced in the development and implementation of strong governance structures that encourage creative, free-spirited collaboration.

If you have an existing or planned collaboration or intranet project in the works, I hope you’ll contact me to ensure that your investment in the new environment will be a success: dcharland(at)tangotechnologygroup.com

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