5 Key SharePoint System Design Aspects

The following are five key SharePoint Systems Design Aspects:

1) Successfully understand and define the SharePoint project objectives as these are keys to capturing stakeholder expectations, that will translate into quality requirements and efficiencies over the life cycle of the project.

2) Complete thorough SharePoint requirements as a critical factor in successful validation of requirements.

3) Have clear and unambiguous SharePoint requirements as these will help avoid misunderstanding when developing and making major or minor changes. 

4) Document all SharePoint based decisions made during the development of the original design concept, as this will help with future proposed changes and modifications.

5) Validate the SharePoint design solution via an iterative process and evaluate it against the stakeholder expectations.

4 Aspects a SharePoint Engineer Needs to Reduce

The following are four cost aspects, a SharePoint Engineer needs to account for in their work:

• Reduce costs as applicable be it code or architecture based. 

• Reduce risk as applicable be it process, feature or functionality based.

• When reducing cost, higher risks must be accepted.

• When reducing risks, higher costs must be accepted.

3 Top SharePoint On-Premise Best Practices to Realize

Here are the top three best practices for SharePoint On-Premise:

• Governance and Access Management:
• Implement Strong Access Controls: Make sure only authorized users have access to SharePoint content. Use permissions and groups effectively.
• Develop Clear Policies: Communicate and post guidelines for SharePoint usage, content management, and sharing. Review and update the policies often.
• Align with Business Goals: Make sure that governance aligns with the organizational objectives and supports the business operations.
• Information Architecture:
• Site Structure: Have a logical site hierarchy. Utilize sites to organize content, tasks, calendars, and resources.
• Lists and Libraries: Utilize SharePoint lists for useful data organization. Modern lists have responsive design, integration with Microsoft 365 services, and customizable views.
• Metadata and Libraries: Use metadata tagging for proper and useful document management within libraries.
• Backup and Recovery:
• Regular Backups: Schedule backups of the SharePoint environment. Use this to ensure data protection and disaster recovery.
• Test Restoration: Periodically test the restoration process to verify backups work as needed.
• Document Backup Procedures: Create and update documentation on backup procedures and revise it as applicable.

3 Key Points About SharePoint Online Web Parts

The following are three key points about SharePoint Online web parts:

• Building Blocks of Pages:
• Web parts are the fundamental building blocks for creating pages on SharePoint sites.
• Web parts are segmental components that allow one to display various types of content, such as text, images, files, videos, and dynamic elements.
• Customization and Placement:
• When one adds a modern page to a site, they can easily add and customize web parts.
• To add a web part:
• Go to the page where one wants to add it.
• Click the Edit button (if the page is not already in edit mode).
• Hover over or below the existing web part and click the circled “+” icon.
• Choose from the available web parts.
• One can also move or remove web parts as needed.
• Client-Side Web Parts:
• SharePoint client-side web parts run in the browser and appear within SharePoint pages.
• Developers build client-side web parts using modern client-side development tools and the SharePoint workbench.
• Web parts enhance the user experience by providing dynamic and interactive content.

SharePoint Online Best Practices for 2024

The following are some key SharePoint Online best practices for 2024: 

• New Section Backgrounds in Pages and News:
• Authors can add images or gradient color backgrounds to page sections.
• One can customize SharePoint pages and news by configuring section layouts with custom images or gradient colors.
• One can use accessibility aspects by adjusting focal points, fill mode, overlay, and opacity settings.
• Answers in Viva within Microsoft Search:
• Answers content appears in Viva Engage search and Microsoft Search results.
• If one doesn’t find the information needed, they can post the question into Answers.
• One can obtain an interactive email digest with relevant questions.
• SharePoint Security Best Practices:
• One can create and maintain security best practices as needed in SharePoint Online.
• Protect data, manage permissions, and follow security guidelines.

SharePoint Online Features that Harness the Power of AI

The following are SharePoint Online features that harness the power of AI:

1. Copilot in SharePoint: This feature combines the Large Language Models (LLMs) with data from the Microsoft Graph. Copilot in SharePoint allows one to create SharePoint sites and pages using natural language and AI.
2. Enhanced Visuals: SharePoint has many new aesthetic updates. For example one of the cooler updates is the advanced editing in the image web part.
3. Deeper Engagement: SharePoint integrates with email, Teams, and Microsoft Viva. This means one can display content to where users work, ensuring broader outreach.
4. Flexible Platform: SharePoint continues to maintain in templates, the SharePoint Framework, and Microsoft Graph.

Exciting Features That Combine SharePoint Online With the Power of AI

The following are exciting features that combine SharePoint Online with the power of AI:

• Natural Language and AI Authoring: With Copilot, one can create SharePoint pages faster and easier using natural language and AI.
• Real-Time Coauthoring: Work seamlessly on SharePoint documents, editing and collaborating in real time.
• Integrations with Email, Teams, and Microsoft Viva: SharePoint can display content where they work, ensuring content reaches the right audience.
• Templates, SharePoint Framework, and Microsoft Graph: Populate SharePoint sites with specific workflows and integrate them with custom applications.
• Content Experiences and Solutions: SharePoint can elevate employee productivity and refine business processes.
• Content Processing with AI: SharePoint allows one classify and systematically organize data.

Top 3 SharePoint Gotchas

The following are the top three gotchas of SharePoint Online:

1) Modern List Attachments:

List attachments do not have robust management controls and collaborative features such as versioning and co-authoring.

List attachments don’t have a drag and drop aspect.

2) Customization Challenges:

SharePoint has extensive customization options, but what is available via best practices is ever changing and not always documented.

Be aware of customizations that might impact performance, security, or scalability. 

3) Anchors in Modern SharePoint Pages:

Anchors allow one to link directly to specific sections within a page. However, when working with anchors in the SharePoint Framework code, this can be difficult.

5 Top SharePoint Related Help & Learning Sites

The following are the top five SharePoint related help and learning official sites:

SharePoint Help & Learning

https://support.microsoft.com/en-us/sharepoint

OneDrive Help & Learning

https://support.microsoft.com/en-us/onedrive

MS Teams Help & Learning

https://support.microsoft.com/en-us/teams

M365 Help & Learning

https://support.microsoft.com/en-us/microsoft-365

Microsoft Stream Help & Learning

https://support.microsoft.com/en-us/microsoft-stream

Key Requirements and Essential Points of SharePoint Online

The following are some key requirements and essential points of SharePoint Online:

1. Licensing and Access:
• Users in the organization need to be assigned a license that includes SharePoint.
• Microsoft 365 has various plans, including Microsoft 365 Business and Microsoft 365 Enterprise, which provide access to SharePoint features.
2. Features Available Across Plans:
• SharePoint offers a range of features across different plans, including developer and IT admin based capabilities.
• Some notable features include:
• Add-in hosting: Partner-hosted and SharePoint-hosted apps.
• Business Connectivity Services (BCS): Utilized with specific plans.
• Client object models: Utilized with managed code.
• OAuth: Allows users to share resources stored on one site with another site. Note: some providers block in certain regions.
• REST service and OData queries: Allows for queries to specify which fields to return for a given list, list item, or other SharePoint object.
• SharePoint Framework (SPFx): The recommended customization and extensibility development model for SharePoint Online.
• Site designs, site scripts, and site theming: Utilize site templates and site scripts to automate the provisioning of new or existing modern SharePoint sites that use a custom configuration.
3. Hardware and Software Requirements:
• For accessing SharePoint Online, the recommended hardware specifications are:
• Processor: 1.6 GHz or faster, 2-core (2.0 GHz or greater recommended).
• RAM: At least 4 GB.
• Free disk space: 4 GB.
• Screen resolution: 1280 x 7682.
4. Security Measures:
• SharePoint Online uses the Microsoft Azure’s Key Vault service to encrypt data at rest for Exchange Online and SharePoint Online.
5. What Is SharePoint?:
• Organizations utilize Microsoft SharePoint to create websites.
• It serves as a secure collaboration tool to store, organize, share, and access information from any device using a web browser.
6. Business Requirements:
• Consider the organization’s specific needs and explore SharePoint capabilities to plan an effective rollout as needed.

SharePoint Online Best Practices and Considerations

The following are some key SharePoint Online best practices and considerations: 

1. Requirements Gathering:
• User Journeys and Use Cases: Document how the organization currently collaborates. Understand where people store files, how they share information, and existing collaboration processes. Map these tasks to SharePoint and OneDrive capabilities.
• Migration Needs: Account for content migration while keeping productivity working. Plan how to move existing files and content to Microsoft 365.
• Legal and Compliance Involvement: Engage legal and compliance groups to ensure compliance during the transition.
• Stakeholder Agreement: Secure buy-in from proper stakeholders, including business-focused leaders and IT leadership.
2. Core SharePoint and OneDrive Use Cases:
• Content Management: Utilize SharePoint to store, organize, share, and access information securely.
• Document Libraries: Create document libraries to manage files, with version control and metadata.
• Lists: Utilize lists for tracking data, such as tasks, issues, or inventory.
• Communication Sites: Build intranet portals, news sites, and team sites as needed for the intended collaboration.
• Search and Discovery: Utilize search capabilities to find information quickly.
• Security and Permissions: Account for and plan access controls and permissions for users and groups.
• Integration with Microsoft 365 Apps: Leverage integration with other Microsoft 365 services such as Teams, Outlook, and Power Platform.
3. Hardware and Software Requirements:
• SharePoint Online users,should have the recommended hardware specifications which include:
• Processor: 1.6 GHz or faster, 2-core (2.0 GHz or greater recommended).
• RAM: At least 4 GB.
• Disk Space: 4 GB free.
• Screen Resolution: 1280 x 768

10 Top Benefits of Having Well-crafted SharePoint Requirements

The following are the top ten benefits of well-crafted SharePoint requirements:

1. Enhanced Collaboration and Communication:
• SharePoint provides a robust platform which fosters collaboration between team members.
• Features such as document sharing, co-authoring, and version control promote collaboration.
• Real-time collaboration ensures everyone is on the same page, eliminating the need for multiple file versions.
2. Streamlined Document Management:
• SharePoint simplifies document management by offering features such as centralized storage, version history, and metadata.
• Well-defined requirements ensure that documents are organized rationally and continually.
3. Increased Productivity and Efficiency:
• SharePoint streamlines processes, automates workflows, and reduces manual tasks.
• Well-written requirements guide the implementation of efficient workflows, leading to improved output.
• Users can access pertinent information quickly, collaborate seamlessly and use value-added tasks.
4. Improved Access and Mobility:
• SharePoint’s cloud-based aspect allows users to access documents and collaborate from anywhere.
• Mobile-friendly user interfaces enable productivity on the go, enhancing workability and responsiveness.
5. Enhanced Security and Compliance:
• Clear requirements make sure that security measures are implemented effectively.
• Role-based access controls, encryption, and compliance features safeguard sensitive information.
6. Customization and Extensibility:
• Well-defined requirements allow for customization per an organizations needs.
• SharePoint’s extensibility via apps, web parts, and custom solutions enriches its functionality.
7. Integration with Microsoft 365:
• SharePoint integrates with other Microsoft tools, creating a connected ecosystem.
• Users can collaborate across platforms, share data, and utilize familiar interfaces.
8. Scalability and Enterprise-Grade Capabilities:
• Requirements set the blueprint design of scalable SharePoint solutions.
• Be it for a small team or a large enterprise, SharePoint adapts to organizational needs.
9. Business Intelligence (BI) and Reporting:
• SharePoint provides BI capabilities, which allow organizations to analyze data in order to make informed decisions.
• The ability to create custom reports, dashboards, and data visualizations enhances business insights.
10. Cost Savings and ROI:
• Well-structured requirements lead to productive implementations, reducing costs.
• SharePoint’s impact on productivity and collaboration leads to a solid return on investment.

3 Benefits of Having Clear and Effective SharePoint Requirements

The following are three benefits of having clear and effective SharePoint requirements:

1. Robust Compliance and Security:
• Regulatory Needs: Well-defined requirements ensure that SharePoint meets regulatory compliance. This includes authentication, security guidelines, and control over sites, subsites, folders, lists, documents, and apps.
• Audit and Approval: Detailed requirements allow for audit trails and approvals, even down to individual files.
2. Effective Collaboration and Real-Time Updates:
• Company-Wide Collaboration: SharePoint has seamless collaboration across teams and departments. Multiple users can work on the same document simultaneously.
3. Clear Business Focus:
• Define Business Value: Before deploying SharePoint, it’s essential to understand the specific business value it brings to the organization.
• Focus on Business First: While technical requirements are important, they should not be the core initial focus.