Governance- Seriously who is in charge?!

When first dealing with intranets years ago, one could assume that anything IT/Web related must belong to the IT department. However times have changed and other departments such as marketing and communications even HR are interested in the intranet. But as one department learns more about intranet and how this business tool can be used for their objectives, it becomes clear that no one department should have final say over the intranet. It belongs to everyone. This is the company's universal tool. So when creating structure around the intranet it is important to understand what current uses are and how the company can grow it.

I just completed an assignment for a large Pharmaceutical company where the governance of the intranet belonged to the Communications department. Part of the difficulty of managing something like the intranet many times you or your department will only focus on what the tool can do for you, and not the company as a whole. Each department has very different needs.

That is why I have suggested to several large companies that I have consulted for, to have a council system set up for the governance:

1. The Governance council should be composed of departments that use the intranet and wish to grow it. They can be IT, Communications and a third department like HR or Marketing.
2. The Governance council should consist of very high powered and influential stakeholders in the company, otherwise it will lose momentum and relevance.
3. The Governance council should be directly connected to the steering/operations committee via the program executive.
4. The Steering committee should be a direct representation of the business users. The idea being departments/regions/locations will be represented on this committee.
5. The program executive will be the "go between" the steering committee and the governance council.

The reasoning behind this structure is to make sure all voices are heard (steering), the direction of the intranet reflects the goals and values of the company(governance) and the tool is truly useful to many. When the governance structure is dominated by one group it tends to only serve those in that group. By making a more structured council system it will lead to a more balanced, marriage-like approach to running and overseeing intranets, especially global ones.