The problem some companies experience when rolling out SharePoint is they don’t spend enough time understanding their business needs and, in turn, set up SharePoint incorrectly.
As a result, they are left with a solution that doesn’t help their team do what they need to do quickly and efficiently. At times, it can be even less productive than their old systems.
Over the last 24 months, we’ve handled our fair share of SharePoint migrations and consulted with a number of companies on ways they can better use SharePoint. Time and time again, we seem to run into the same mistakes.
Let’s look at four common SharePoint mistakes you need to avoid.
1. Using SharePoint with a traditional folder mindset instead of embracing tagging and metadata
You’re likely very familiar with using the traditional folder architecture for managing files. This is what you first used when you started with computers and it feels like the most efficient way to organise and store your data.
So when you roll out SharePoint to help with document management, you use it like you have always done in the past: with folders. But I have news for you - this is not the way you should be storing your files.
SharePoint is far more superior than your legacy systems - it has been designed to use metadata to help you search, sort, filter and categorise data.
Folders have their limitations. Think about it. For companies with lots of files, you have to dig deep -often 6-8 levels - to find the information you are looking for. This isn’t ideal.
Instead, use metadata within SharePoint to cut down on this unnecessary folder digging and find your data quicker.
Here are four benefits of using metadata:
- Metadata lets users create views and pull together a list of documents that is specific to their needs.
- Metadata enables sorting and filtering to be specific to a user's needs.
- Metadata helps improve search results for users looking for documents.
- Metadata helps users store data in the right location.
For example, picture your colleague needing to save a customer’s contract in SharePoint. With traditional folder architecture, you might have a folder for the customer and a folder for contracts. Which folder does your colleague put it in?
Instead, with metadata, your colleague simply needs to add two tags to the file: customer name and contract. Now, when contract renewal comes up next year, your team can quickly find this file by setting up a SharePoint view based on these tags. No more digging through folders trying to find the contract.
2. Trying to use SharePoint in a way that replaces your CRM/ERP
SharePoint can’t replace your CRM or ERP. It simply is not capable of handling the workload involved with finding and storing all that contact information.
Instead, you should use an external CRM or ERP tool and integrate it into SharePoint so you can see the important information that you want. This means all the contact-crunching is done externally so can you can simply pull in the information you want to show in SharePoint.
As an example, you can set up Microsoft Dynamics CRM to handle your customer relationships. Then, by integrating Dynamics, you can access, share and collaborate on client documents more effectively inside SharePoint.
To learn more about integrating Dynamics and SharePoint, read this Microsoft help article. Alternatively, contact us to learn how we can help.
3. Failing to set security permissions
Stop setting security permissions for individual users. This is a mistake we see companies making all the time. The problem with this is that it makes it very difficult to manage. Although it might seem like a quick fix, in the long run, it will be painstakingly hard to control.
Instead, use SharePoint groups to manage security settings for your site collections. Inside each SharePoint group, add Active Directory groups and then add your users inside of your Active Directory groups.
Give permissions only to SharePoint groups. There shouldn’t be any individual users inside your SharePoint groups. There should be only Active Directory groups. This is best practice to ensure SharePoint doesn’t launch a full crawl and slow down your environment each time you add a new user.
4. Ignoring a file convention by using metadata in file names
Stay away from naming your files like this: marketing_report_Q4_V3.pdf.
Inside SharePoint, this document should just be called marketing report. Add the Q4 and V3 as metadata. This improves the end-user experience. Instead of digging through various folders, you can quickly view or search for the documents using the metadata.
You should develop standards for clear, consistent document naming and maintenance of latest versions.
Read more: Simple Naming Conventions that Improve End User Experience in SharePoint Sites
SharePoint mistakes are costing you valuable productivity
SharePoint, when set up incorrectly, can be time consuming and clunky. But if you understand how to use SharePoint in its intended way, you’ll soon realise how powerful it can be at solving your business needs.
We have only scratched the surface of four common SharePoint mistakes that we run into when we consult with clients.
If you think you’re making some SharePoint mistakes yourself, contact us to learn how we can help you use SharePoint correctly.