SharePoint not doubt is a great tool for workplace collaboration. It comes up with rich set of features that has everything for organizations to deliver better results and improve the overall productivity. That is the good part of the story, but these wide range of features could be confusing for end users, if not configured optimally.With good experience implementing SharePoint for various clients, we thought we could share the Top 7 SharePoint mistakes that could happen and how to avoid them.
SharePoint Mistake #1 – Structuring the Content
As you might be already aware, SharePoint is initially developed as a tool for Content Management. Though over time, it evolved as a full-blown Intranet, Content Management is still the key area. Organizations might have terabytes of data and structuring them in a meaningful way is often overlooked. (and implemented gravely). Fetching your files becomes hard when there is lack of search management and when content and page layout not structured properly.
Here are some tips to effectively organize your content.
- Structuring the content by author
- Having a SEARCH Box in all main pages
- Whenever a document changes, notify the audience
- Use Metadata effectively, define synonyms
- Promote library-level searches
SharePoint Mistake #2 – Not considering your entire workforce
Most organizations don’t consider their entire workforce while implementing SharePoint. Let us consider for example, a manufacturing company. SharePoint implementation should take into count the factory people, mobile workers too. Also, most companies restrict partners and contractors from using their Intranet. If you appreciate the extent of flexibility that SharePoint offers, you will definitely not let this mistake happen. Instead of restricting a group of employees altogether, you could use the permission levels by roles and give them only the access they need.
SharePoint Mistake #3 – Habits that are hard to change!
An interesting 2010 Usamp survey found that 80% of organizations that have SharePoint still continue emailing documents back and forth. This only shows that the collaboration power of SharePoint is not utilized yet. With a lot of effective tools for better collaboration, that comes with SharePoint this should not be the case. Don’t let this mistake happen in your organization. Educate your workforce, have knowledge sharing sessions and help your workforce transform themselves to the new way of Digital life. Any change might be hard at the beginning, but once you are used to it, you will only wonder how much of productivity you have leveraged.
SharePoint Mistake #4 – Planning ‘only’ the Launch
Once you have decided to implement SharePoint Intranet in your premises, you plan for the launch. That’s pretty good, but planning ‘only’ for the launch would not suffice. Because as far as a product like SharePoint Intranet is concerned, it is equally important to focus on the phases post launch. This is one of the major mistakes we saw with our experience. So, have a solid plan not only for the pre-launch, but for the post-launch too.
SharePoint Mistake #5 – No Post Launch Planning
Consider SharePoint as a kind of magazine release (that needs constant attention) rather than a book release, where you print once and forget until it is time for the next reprint. To make the point clear, we request you to think in terms of ‘service’ and not in terms of ‘project’. You should have a Center of Excellence (CoE) for internal consultancy, implementation and support. Also, you should have a solid budget plan for any future customization and add-ons.
SharePoint Mistake #6 – Having No Strategy for Channel
SharePoint with its powerful collaborative tools that include News, Yammer, Teams, Skype etc. often gets the employees overloaded. Often SharePoint is treated as a single channel. Not to mention that is a deprived implementation idea. For ex, instead of overloading the employees with News Announcements, only relevant news can be cascaded via mangers. The same applies for Yammer posts, Team groups etc.
SharePoint Mistake #7 – Unclear Communication & Collaboration
Though SharePoint is great for better communication & effective workplace collaboration, if a pyramid kind of changes are not followed. Here is an illustration that would better help you understand what we mean. The collaboration & communication should happen in layers so while the implementation happens we should have clear levels of grouping.
Image Courtesy: www.clearbox.co.uk
Hope you got some insights from this article. If this has opened up new doors with respect to your SharePoint deployment, we would be as much happy as you. We have some interesting updates on SharePoint 2019, if you are interested. You could also have a look at other interesting posts in our blog. See you in the comments.