SharePoint is flexible and has a lot of customization options to offer, which makes it powerful to the extremes of being excellent to being horrible. To shake-down value from it rather than chaos, it needs maintenance, determined on the basis of your business expectation from it. But ironically, most businesses don’t know what they want from their SharePoint environment. A healthy SharePoint needs a robust implementation plan, SharePoint governance strategy, and maintenance done with proper monitoring, re-work, and support.
This elemental failure of aligning business objectives with its functions, defeats the purpose of SharePoint as a tool. And when SharePoint is cascaded on the teams for use, it leads to chaotic SharePoint situations with mismanaged users, orphaned sites, inappropriate document management, and a mismanaged amplification of content overgrowing your storage capacity.
How To Build and Maintain a SharePoint Environment that Aligns with Business Objectives?
Information is supreme today; it has companies investing in data analysis, solely to derive information from it. Then how can we ignore the information stored in our SharePoint work environment, with administrative insights into organizational work? At least 42% of businesses don’t know the value of this information, which is a barrier for most of the enterprises in churning business critical knowledge.
Site Administrator is a tool that helps you gain insight into complete SharePoint environment and track all the activities. This helps in the centralization of action management, policy enforcement for each report, and permits informed decision making. Its core purpose is to keep the entire SharePoint environment healthy, by building it to its maximum potential for: smooth communication, better collaboration, and secure information storage in a central location. Build a clean SharePoint governance environment, bring complete control in your hands, understand and secure it better.
Knowledge of your SharePoint management can build it into a healthy scenario with:
Better SharePoint Governance/Administration
If you have been using SharePoint for work, you will know that it becomes massive after a while with barely any structure left to it. There is content duplication, content getting lost when saved on ad-hoc basis. It needs a unique SharePoint governance plan, built by your organizational requirements. Create rules, set permissions, allot responsibilities, and follow up on it. SharePoint governance can be achieved by setting guidelines, observing the scenario with Site Administrator frequently, making the necessary change, and repeating the process till you have a plan working for you.
However, things can be kept under control by setting rules and allotting responsibilities. But the challenge lies in digging the current environment and spotting the challenges. Site Administrator helps in finding the realities.
Decide your SharePoint structure by specifying each detail related to the content needs and the structured that needs to be built. Such planning prevents clutter from creeping in early on as there are segregation and structure to content types for each document, site planning, and page architecture. This saves your SharePoint from expanding in every direction and become uncontrollable.
Accountabilities and Ownerships
The need to manage an ever-growing SharePoint environment is apparent, with the situation going out of control in the absence of ownerships and accountabilities. To govern a SharePoint ecosystem, it is essential to assign ownership and responsibility over its content to people responsible for the growth of this ecosystem. It is a critical part of SharePoint implementation or maintenance. Accountabilities, when made a part of the role, drive proper execution of the plan keeping the whole environment clean. As you gain insight into a SharePoint environment, you know what part needs ownership, and you are better equipped to answer them. Begin with essential roles and move ahead to refine the regime further with more demarcations of responsibilities.
Find an Owner For the Project:
While there are several working on a project, it needs a project owner to keep the acts together. While a project owner will decide the scheduling of the project tasks, he/she will remind the users that it demands patience, so don’t push it, just take time to adapt these changes. Besides, with a project owner, it is easier to take a break after the first phase of implementation and look back in retrospection. It is an effective way to pick the problems and work through a solution for the second phase.
Tap the Hidden Potentials of SharePoint
While SharePoint has immense possibilities to offer, it is true that SharePoint is complicated which leaves its potentials untapped. 40% people have already given up on it as their implementations aren’t successful. Besides, 66% agree that it is too complicated and too demanding to get through SharePoint implementations.
The result of this as a strategy is that there is proper alignment of activities to your enterprises’ corporate goals. While you have been struggling for success and couldn’t put finger on the problem area, now you can peep in, spot the problem and build strategies to map them to your objectives.
Power of SharePoint as a tool lies in its proper implementation, maintenance and a compelling governance plan, which is possible through SharePoint environment analysis and adjusting your policies and strategies to optimize the existing state.
Senior Product Development Manager and Practice Lead – SharePoint Delivery Microsoft
Amit Gupta plays a key role in incubating and establishing best SharePoint practices at AgreeYa. He is closely associated with the Product Development and Delivery team and works to find new solutions based on Microsoft technology and optimize performance and responsiveness for our clients. He can be reached at firstname.lastname@example.org