Putting SharePoint to Optimum Use

SharePoint usage

SharePoint has come a long way since it was first launched. The software is now capable of handling most of the enterprise-level requirements including:

  • content management,
  • website development,
  • project workflows and monitoring,
  • gathering business intelligence data,
  • creating social networking for company staff, and
  • building portals for departmental use.

Collaboration is one of the major benefits offered by SharePoint along with a list of impressive features to cater to businesses. Companies that adopt SharePoint should invest time in configuring and deploying the software.  Otherwise, it ends up to being an expensive version of the company’s file server.

Companies MUST invest time and effort to use SharePoint to its fullest potential. Some major tasks that need to be tackled before SharePoint is deployed in your organisation are:

Plan your SharePoint governance strategy

Governance Strategy is not just about setting up users with necessary permissions and restrictions and ask them to start working on SharePoint. Governance strategy refers to a planned approach on how content is to be fed, managed and accessed within SharePoint.

As a SharePoint administrator you will need to plan on document tagging, intranets/extranet websites designing and defining guidelines on what type of data needs to be within SharePoint.

Content management

SharePoint cannot exist without any content. A good content management strategy needs to be in place. The strategy needs to designate content authors, owners and users.  All will be responsible for regularly generating, updating, reviewing and maintaining the content within SharePoint.

Enterprise-level search

You can use SharePoint to the optimal level only if you are able to find the relevant content. Enterprise-level search functions call for an investment of time and effort. SharePoint administrators can:

  • investigate common search queries,
  • map the content and sites, and
  • refine the meta-data so users can easily find information they need.

Search relevancy optimisation is an ongoing effort and this process should not be abandoned after configuring it for the first time.

End-user training and adoption

Now that you have planned your governance, defined your content strategy and configured your search function you then need to train staff. If you expect users to start using it efficiently from day one, you will be wrong. Get users familiar with the application and create a user handbook if required.

You also need to invest in end-user training and drive SharePoint adoption within the organisation. If users are not aware of how to use the software, they will either quit using it altogether or not follow the guidelines properly. Either way it affects the SharePoint usage within the enterprise.

Regular maintenance

As you start using SharePoint, you will need to invest in maintenance. On a regular basis, administrators can run reports to check:

  • which department is using the application,
  • where usage is limited, and
  • how and when content is managed within the software.

Based on these reports, SharePoint storage space can be appropriately allocated.

Following the above rules can help increase the efficiency of SharePoint adoption and enable your business to see the return on investment. If you are looking to implement SharePoint in your organisation or migrate from an older version of the software, call us immediately on 1300 797 888 and speak to one of our experienced consultants today.