Microsoft SharePoint is undoubtedly one of the most used collaboration and communication platforms around. It is designed to make it easier for workplaces to share and file policies, procedures, documents, and other vital data. Its cloud-based counterpart, SharePoint Online shares some similarities and key difference. Both are used by onsite and remote workplaces alike, and come with a range of customisable features, add-ons, and integrations. If you’re working with the latter, it’s important to understand best practices for Microsoft SharePoint Online for maximum efficiency.
SharePoint Online is available in the suite or as a standalone product from the cloud-based Office 365. It has a document management system that can be accessed by your team members wherever they are in the world. Through SharePoint Online, they can add, edit, and share files and collaborate with their teammates instantly.
Data suggests that more companies across the world are embracing cloud-based productivity tools. This is attributed to more remote workforces post-2020, however onsite teams are still enjoying the benefits of this multifaceted system. What makes SharePoint Online so attractive is the emphasis on user experience and adaptability. Compared to the original SharePoint, the Online version gives users more flexibility. It is customised to the workplace you have today and adapts to every stage of your organisation’s life going forward.
To get the most out of this platform, you need to ensure it is configured to the needs of your users. Here are first steps for guaranteeing success with SharePoint Online for maximum ROI and user experience.
This isn’t just best practice for the work you’re doing today; filing documents correctly will serve you down the line. When it comes time for your quarterly or annual content audit, you’re going to pat yourself on the back.
Browse through your current document library. There could be hundreds or tens of thousands of files, hopefully with some organisation to the system. Files could be grouped in folders or subfolders and be nested under each department’s heading (Marketing, Legal, HR, IT, etc). But is there consistency? Do files that are grouped together share a similar naming convention? If files and documents have names like ‘Pitch Deck_final_FINAL’ or ‘jabfbwie3213’, then your system needs to change right away.
Inconsistent filing makes it incredibly difficult for users to find the documents they need from the SharePoint Online search bar. It often results in users having to click through endless files to find the version they need. This is especially difficult when different users from other departments have unique naming styles.
Creating and sharing one universal file naming and tagging system cuts down on search times and makes content governance easier.
There are a couple of security best practices for Microsoft SharePoint Online that every user can implement. When sharing documents, you can choose the level of permission the recipient has; viewing, suggesting, and editing. This distinction between being able to view a file and being able to make edits is vital for policies and procedures that affect the entire organisation. If you’ve been given viewing permission but wish to make edits, you can seek authorisation from the content owner.
This is different to seeking permission for access to a restricted file, which is when you receive a document link but upon opening it asks you to request access from the owner. This means that the owner hasn’t changed the permissions of that document to allow for other viewers/editors to access it. This can be easily changed, but it does add an extra level of security should a link accidentally be sent to the wrong recipient. You can also apply this restricted access to entire libraries.
Faced with the daunting task of duplicating a library? It can be an overwhelming effort of manual labour when you don’t take advantage of the duplication features. SharePoint Online allows authorised users to copy lists and libraries from any SharePoint site, including its metadata and configuration. This eliminates potentially hours of an individual’s or team’s time when they could be focused on more important work. Another important outcome of this is that it gives users the ability to copy certain templates and structures across all of your project sites. This ensures consistency across the board and minimises human error from manual replication.
We’ve all accidentally hit delete on something important. Once you recover from the initial panic, remember that SharePoint Online is designed to save you from these situations. Simply by creating and implementing a data restoration policy, you’ll be able to access deleted versions of your content. It’s not a totally fool proof system; you won’t recover edits made to the document made after the most recent version was saved. Remember to keep hitting save or enable the AutoSave feature.
If you’re implementing SharePoint Online across your organisation, work with an IT partner who understands the system inside and out. Propelle works with organisations of all sizes to help them make the most of their SharePoint platform. Our expert consultants have many years of experience advising on best practices for success in SharePoint Online to increase productivity. If you’re ready to start or enhance your SharePoint journey, give us a call.