ISW SharePoint Guide
Microsoft SharePoint is widely known as a web-based collaboration and document management platform that enables organisations to store, organise, share, and collaborate on files and documents. It provides a central repository for all kinds of digital content, including documents, images, and videos, which can be accessed from anywhere and on any device.
But how do we make sense of the vast amount of capability in SharePoint?
What strategies can be implemented help my organisation make sense of information overload and effectively manage data?
What are the key considerations for establishing effective governance policies for SharePoint usage?
How can SharePoint be leveraged to ensure the relevance of information and data within my organisation?
SharePoint Overload!
ISW’s Patrick Ige explains complexity & information management challenges in SharePoint today.
Information Management
With increasing business reliance on effective information management, maintaining the accuracy and quality of content within SharePoint can be difficult, particularly as more users are contributing and editing content in SharePoint than ever before.
Managing access to sensitive information and ensuring data security can be a major challenge, especially as organisations grow and become more complex. Overcoming these challenges requires a combination of clear information management & governance policies, effective change management, and robust security measures.
SharePoint Information Management Challenges
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Information Overload
SharePoint often stores large amounts of information, making it difficult to organise and find specific data. This can lead to information overload, where employees struggle to find relevant information quickly and efficiently.
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User Adoption
SharePoint requires users to follow specific guidelines and procedures for document management, which can be challenging to learn and implement. This can lead to low user adoption rates and resistance to using the system.
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Governance
Without proper governance, SharePoint sites can become disorganised and inconsistent, making it difficult to manage and control access to information. Establishing clear governance policies and procedures is crucial for effective information management.
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Integration
SharePoint often needs to be integrated with other systems, such as CRM or ERP systems, which can be a challenge due to differences in data structures and integration protocols.
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Security
With the increasing amount of sensitive information being stored in SharePoint, security is a top concern. Proper access control, data classification, and encryption measures must be in place to protect against data breaches and cyber attacks.
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Scalability
As an organisation grows, increasing amounts of data and user activity can lead to a slow-down in important business processes. Ensuring that SharePoint is architected and configured to scale efficiently from a usability & searcability perspective is critical for maintaining productivity.
Employee Engagement
Employee engagement is critical for the success of any business, and SharePoint can play an essential role in fostering employee engagement. SharePoint enables organisations to centralise and manage digital content, providing employees with access to the information they need to do their jobs effectively.
A disorganised SharePoint environment can lead to content overwhelm, incorrect processes & shortcuts, and overall disengagement from your employees.
SharePoint Employee Engagement Challenges
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User Experience
Poorly planned and/or designed SharePoint systems can be complex and difficult to navigate, leading to a poor user experience. Organisations must invest in planning best-practice SharePoint architecture and designing intuitive user experiences to encourage employee engagement.
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Content Relevance
Irrelevant content can result in a disengaged workforce. Organisations must ensure that content is current, accurate, and relevant to employees' needs and job roles.
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Communication
SharePoint can be used for internal communication, but organisations must ensure that communication is clear, timely, and consistent. Too much information can lead to information overload, while too little can lead to disengagement.
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Training
Without training, employees may not understand how to use SharePoint effectively. Organisations should consider training programs to educate employees on the platform's features and how to use them to achieve their goals in alignment with the business.
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Integration
SharePoint should be be properly integrated with other systems such as email, HR, and other business applications to provide a seamless employee experience. Poor integration can lead to frustration and disengagement.
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Mobile Access
With the increase of remote work and mobile devices, employees expect access to SharePoint from anywhere, anytime. Organisations must ensure that SharePoint is optimised for mobile devices and that employees can access content on the go.
HOW ISW CAN HELP YOU With SHAREPOINT
ISW offers expert SharePoint services for all industries, providing customised solutions that streamline workflows, improve communication, and increase productivity. Whether you’re starting new, migrating to SharePoint, or looking for expertise to drive improvements, ISW can help you ignite, propel or accelerate your SharePoint journey.
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TALK TO THE EXPERTS
Patrick Ige
Senior M365 Consultant
SharePoint Specialist
Patrick has spent the past decade helping companies of all sizes leverage SharePoint, Microsoft 365, custom intranet and external portals and Digital Process Automation (DPA) investments to increase productivity and value. He specialises in showing his clients how to use these platforms’ capabilities to solve real problems and help their businesses run smoothly.
