Respondents to the Intranet 2.0 Global Survey provide (530+ organizations ranging from small to huge, in all corners of the globe: 36% come from the U.S.; 24% from Europe; 60% have more than 1,000 employees; 32% have 6,000 or more employees) some very good insight into the use content management systems (CMSs), as well as portals and Intranet 2.0 tools.

Key findings:

• Less than 2/3s of organizations use a CMS for their intranet (62%)

• 24% use a custom built CMS (home grown CMS)

• 25% use an off-the-shelf solution

• 11% use a portal solution

• There is no dominant CMS solution – no one vendor has more than 20% market share

  • Microsoft SharePoint is used by 20% of those that use a CMS

  • Interwoven, Documentum and Vignette each have 4% market share

  • No other solution was cited by more than 8 organizations (2.5% share)

Clearly SharePoint's dominance in the market is showing here. Though only 20% of the respondents are using it as a CMS. For those that have implemented Intranet 2.0 tools, SharePoint (MOSS 2007) is present in 46% of the organizations (though some organizations are using multiple tools including SocialText, Confluence and MediaWiki). In other words, SharePoint is being used as a CMS, but its not its strength which is collaboration sites, document sharing, and portal functionality / features. SharePoint is more often being used for collaboration and portal functionality.

My full presentation on the Intranet 2.0 Global Survey findings is next week at J. Boye – Philadelphia 2009. There are still spots left if you want to register now (and some great case study presentations as well). The full study findings will be sent to survey participants only in mid-May (TBA) followed by a participant only webinar (yes you have to take the survey to get the results).

Speaking of intranets and measurement this is a great free webinar with a terrific case study from PNC Bank: Measuring Intranet Success in the Real World (Case study with PNC Financial Services group) Date: Thursday, 12pm EST – Register Online.

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Moderated by Keith Burton, President, InsidEdge, presenters include Robert French, Instructor, PR & Digital Media, Auburn University; Jeff Beringer, SVP, Dialogue/GolinHarris, and Toby Ward, Founder and CEO of Prescient Digital Media.

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While generic in nature, there are some components of SharePoint that require specific consideration, and are discussed and addressed by the interviewed subject matter experts and the included case studies (see Planning for SharePoint Success).

“Without proper architecture and governance, I can guarantee you that SharePoint will fail,” says Bob Mixon, President of Mixon Consulting, addressing the annual Enterprise 3 conference in San Diego.

In particular, the powerful Team Site features and easy deployment features (Site Collections) of SharePoint make it even more demanding of a rigorous plan and detailed governance model. While intranet governance provides clarity and rules: namely the titles, roles and responsibilities of its owners, managers, stakeholders and contributors.

Sadly, very few organizations actually have a well-defined governance model, and many of those have spent hundreds-of-thousands to millions of dollars on their website or intranet – amounting to extraordinary investments left to chance and execution on a whim.

According to the Intranet 2.0 Global Survey:

• only 47% of organizations have a defined governance model (32% have 6,000 employees or more; 11% have 30,000 employees or more);

• of the tools and platforms being used by survey participants, a whopping 47% are using SharePoint (MOSS 2007) in some shape or form.

Intranet Sprawl

As IP technology has advanced corporate intranets have become more complex and interactive including human resource and purchasing applications, collaboration tools, business intelligence and real-time reporting tools. Some organizations without intranet governance and enterprise standards (for web page and content creation) have seen the birth of individual intranets for every department and work team. “Do-what-you-like” was the only rule and the corporate network became the wild west or ‘intranet sprawl’.

'Intranet sprawl' can be a poisonous side-effect of SharePoint Team Site and site collection use without the proper “rules” for deploying and managing sites. However, its not merely a SharePoint problem. At one point at the turn of the millennium, IBM's network was choked with approximately 10,000 intranet sites before they undertook a governance process and federation (consolidation campaign) that saved the company untold millions (IBM claims its saved more than a $1 billion).

Perhaps more so than most, SharePoint (MOSS 2007 or WSS) requires a governance model. I categorize intranet governance by four broad approaches or models:

• Decentralized (no single owner; do-what-you-like)

• Centralized a single owner or department controls it all; highly bureaucratic; common in small organizations)

• Collaborative (shared ownership via committee)

• Hybrid, centralized (single owner, with collaborative accountability, decentralized content ownership)

Learn more about planning and governance for the corporate intranet, with a specific focus on MOSS 2007, during our free webinar Planning for SharePoint Success (April 13).

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