SharePoint is one of the most powerful tools for improving collaboration, document management, productivity, and compliance in today’s digital workplace. Yet, many organisations struggle to unlock their full potential. Whether you’re new to the platform or a seasoned user, understanding how to use SharePoint effectively can make all the difference in streamlining workflows and managing content.
Key takeaways
- Learn the fundamentals of SharePoint site creation and structure.
- Discover best practices for organising and managing content efficiently.
- Unlock the potential of SharePoint features like document libraries, SharePoint lists, and SharePoint search for better productivity.
- Ensure data security and compliance with robust site permissions and governance policies.
- Transform collaboration with modern SharePoint tools, including Microsoft Teams and Power Automate.
Understanding SharePoint
What is SharePoint?
- SharePoint is a web-based platform designed to simplify collaboration and data sharing across organisations. It offers a robust platform for managing site contents, sharing documents, and integrating seamlessly with Microsoft 365 applications like Teams and OneDrive. For site owners, it’s an essential tool to enhance content creation and improve team collaboration.
SharePoint site structure
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Creating a SharePoint site
- To get started, begin creating your SharePoint site with an Office 365 account. Whether you opt for a communication site to broadcast information or a SharePoint team site for collaborative work, ensure your SharePoint site templates align with your organisational goals.
SharePoint team site
- A SharePoint team site offers advanced features for sharing files, organising content, and enhancing productivity among team members. With customisable layouts and integrated web parts, your team site becomes a central hub for collaboration.
SharePoint content and navigation
SharePoint pages
- SharePoint pages are designed to enhance usability for site visitors. Site pages act as landing zones for important content, while navigation pages guide users across the SharePoint environment.
SharePoint lists and libraries
- The backbone of SharePoint is its document library and SharePoint lists. Use lists for organising data like spreadsheets and document libraries to store and categorise files. Implementing a naming convention for files ensures easy navigation and avoids the pitfalls of deep folder hierarchies.
SharePoint navigation best practices
- Organise your site structure by function, not departments.
- Keep key pages within two clicks to improve user adoption.
- Focus on a user-friendly homepage to maximise engagement.
Sharepoint search and discovery
SharePoint search
- SharePoint search empowers users to find files quickly. With vast data volumes created daily, search results ensure employees locate critical information efficiently, reducing stress and improving productivity.
SharePoint security and governance
Permissions and access control
- With site permissions, you control who can view, edit, and manage content. Site owners can assign roles, ensuring that group members and external collaborators have appropriate access.
Governance policies
- Strong governance ensures compliance with industry standards. Use policies to manage document lifecycles, implement workflows, and maintain content integrity.
SharePoint best practices
Personalising your SharePoint site
- Use brand colours, custom banners, and collapsible sections to make your SharePoint intranet engaging and intuitive for new hires and existing users alike.
Managing and organising content
- Organise content effectively using metadata tagging, structured folders, and file sharing tools.
Measuring user engagement
- Leverage SharePoint’s built-in reports to track adoption, improve the SharePoint environment, and adjust content strategies.
Conclusion
- Using SharePoint effectively is essential for enhancing business operations and driving productivity. A well-structured SharePoint site fosters collaboration, streamlines workflows, and ensures that teams can work efficiently. By following best practices in site navigation and content management, businesses can create an intuitive and user-friendly platform that supports both employee and organisational goals.
- Continuous monitoring and improvement are key to maintaining high levels of user adoption and engagement. By regularly assessing site performance and user needs, organisations can ensure their SharePoint platform remains a valuable tool for their teams.
- Leveraging SharePoint’s powerful features, such as search tools and governance policies, unlocks the platform’s full potential, helping businesses maintain compliance, manage data effectively, and boost overall efficiency. By investing in a tailored and strategic approach to SharePoint, your organisation can achieve long-term success and growth.
Frequently asked questions
How do I make SharePoint useful?
To use a SharePoint server effectively, create a well-structured SharePoint site, organise content with SharePoint lists and document libraries, and utilise site templates for consistency. Automating workflows with Power Automate and implementing a strong naming convention can further enhance productivity.
What is SharePoint best used for?
SharePoint is best used for content management, secure file sharing, and team collaboration, helping businesses improve productivity and streamline workflows. A SharePoint team site enables teams to work together seamlessly, store important documents, and integrate with Microsoft 365 tools like Microsoft Teams.
When not to use SharePoint?
A SharePoint site is not ideal for businesses needing highly customised content management systems, real-time co-authoring without structure, or those requiring extensive external sharing beyond their organisation. If your team prefers Windows Explorer-style file storage without metadata tagging, a simpler file storage solution may be better.
How to organise SharePoint effectively?
Organise SharePoint by structuring your SharePoint team site around functions rather many users than departments, using SharePoint lists and document libraries to categorise content. Avoid deep folder hierarchies, utilise metadata tagging, and design a clear home page layout to improve navigation and user adoption.
How to improve SharePoint skills?
Improve your SharePoint skills by exploring SharePoint features, taking advantage of Microsoft 365 training resources, and engaging with online learning platforms. Hands-on experience and participation in community forums help team members gain confidence in managing and optimising SharePoint environments.
