Transitioning to SharePoint can be a significant move. The migration process itself can be complex, but the real challenge lies in optimising SharePoint to maximise its potential.
SharePoint is not just a document management system; it’s a robust platform that can enhance collaboration, improve productivity, and streamline business processes. To ensure that the shift delivers the most value, companies should adopt a strategic approach post-migration. This involves not only understanding the capabilities of SharePoint but also aligning its features with your business goals.
Here is a high-level checklist to guide you through maximising the benefits of your new SharePoint environment, ensuring that your investment delivers to expectations and leads to tangible improvements in efficiency and collaboration.
Sharepoint Post-Migration Checklist
1. Training
Thorough training for all users is essential. This should cover both how to use the SharePoint platform and best practices for document management and collaboration.
- User Training Programs: Develop comprehensive training programs that cover the basics of the platform’s navigation, document libraries, and lists. Consider using a mix of training methods, including drip-feeding online training and establishing user groups.
- Role-Specific Training: Tailor training sessions to the specific needs of different user groups within your organisation. For instance, provide advanced training for power users and administrators, and basic training for casual users.
- Continuous Learning: Encourage a culture of continuous learning by offering train-the-trainer courses and scheduled drip-feed refresher courses. SharePoint evolves, and so should your team’s knowledge.
Talk to us for more on SharePoint-specific user training.
2. Governance Policies
Companies should establish clear governance policies. This means setting rules for how data is stored, shared, and secured in SharePoint.
- Defining Policies: Create detailed governance policies that define who can create sites, who can access certain documents, and the length of time that documents should be retained.
- Compliance: Ensure that your policies comply with relevant regulations such as the Privacy Act.
- Communication: Clearly communicate these policies to all users and ensure they understand the importance of following them. Consider adding them to your training schedule.
Talk to us for more on how to store and organise policy documentation.
3. Audits
Regular audits of the SharePoint environment are crucial. This helps in identifying unused content, ensuring compliance with data retention policies, and optimising storage costs.
- Regular Checkups: Schedule regular audits to review content usage, permissions, and storage. Identify and clean up stale or redundant data. Review performance, load times, devices and user churn.
- Compliance Audits: Perform compliance audits to ensure your environment adheres to legal and organisational standards.
- Usage Reports: Use SharePoint’s built-in analytics and reporting tools to generate usage reports and track adoption rates.
Talk to us for more on auditing your SharePoint environment.
4. Integrating with Other Tools
Companies should encourage user adoption by integrating SharePoint with other tools and services already in use. Integration can significantly boost productivity and user satisfaction.
- Office 365 Integration: Leverage SharePoint’s integration with other Office 365 tools like Teams, Outlook, and OneDrive to create a unified digital workspace.
- Third-Party Tools: Integrate SharePoint with other third-party applications your team uses daily, such as CRM systems, project management tools, or ERP systems.
- Custom Integrations: Consider developing custom integrations using SharePoint’s REST API or Microsoft Power Automate to automate workflows and enhance productivity.
Talk to us for more on the specific integration requirements.
5. Custom Workflows, Forms, and Apps
Customising SharePoint to fit the company’s unique needs can greatly enhance its value. This could involve developing custom workflows, forms, or even apps that work within the SharePoint framework.
- Power Automate: Use Microsoft Power Automate to create custom workflows that automate repetitive tasks, such as approval processes, notifications, and data collection.
- Power Apps: Develop custom apps using Power Apps to address specific business needs. For example, create an expense reporting app or a customer feedback form.
Talk to us for more on automating workflows.
6. Mobile Access
Companies should not overlook the importance of mobile access. With a growing mobile workforce, ensuring that SharePoint is accessible and functional on mobile devices is key to staying productive.
- Mobile Apps: Encourage employees to use the SharePoint mobile app, which provides a more tailored experience for mobile users.
- Security: Implement mobile device management (MDM) solutions to ensure that mobile access to SharePoint is secure and compliant with your organisation’s policies.
- Responsive Design: Ensure that your SharePoint site is designed to be responsive and works well on various screen sizes.
Talk to us for more on automating workflows.
7. Leveraging Analytics Tools
Leveraging the analytics tools within SharePoint can provide valuable insights into how the platform is being used and where improvements can be made.
- Usage Analytics: Use SharePoint’s built-in usage analytics to monitor site traffic, user activity, and content popularity. This can help identify areas for improvement.
- Power BI: Integrate SharePoint with Power BI to create detailed, interactive reports and dashboards that provide deeper insights into user behaviour and system performance.
- Feedback Mechanisms: Implement feedback mechanisms, such as surveys or suggestion boxes, to gather user input on SharePoint’s effectiveness and identify areas for enhancement.
Talk to us for more on analytics options.
8. A Dedicated Team or Individual Responsible for the Environment
It’s important to have a dedicated team or individual responsible for the SharePoint environment. This SharePoint administrator or team can manage the day-to-day operations, support users, and ensure that the company is getting the most out of its investment.
- SharePoint Administrator: Appoint a dedicated administrator who has a deep understanding of SharePoint’s capabilities and best practices.
- Support Team: Establish a support team that users can contact for assistance with SharePoint-related issues. If your business lacks the internal resources to provide this support, Premier Tech can deliver these services.
- Regular Updates: Ensure that the SharePoint environment is regularly updated and maintained to leverage new features and improvements.
Talk to us for more on maintenance and updates.
Summary & Conclusion
By following these steps, companies can maximise the benefits of their SharePoint migration and ensure a smooth, productive transition for all users involved. It’s not just about moving to a new platform; it’s about transforming the way a company operates and collaborates. With careful planning and optimisation, SharePoint can become an invaluable asset for any organisation.
If your business has recently migrated to SharePoint and you’re looking to unlock its full potential, talk to our expert consultants today.