Top Benefits of Having Clear and Effective SharePoint Requirements

The following are the benefits of having clear and effective requirements:

1. Effective Collaboration and Real-Time Updates:
• SharePoint allows for company-wide collaboration in real-time. Multiple users can simultaneously work on the same document from anywhere provided they have the needed Internet access.
2. Compliance and Regulatory Support:
• SharePoint offers out of the box compliance features to meet regulatory requirements.
3. Streamlined Document Management:
• SharePoint provides a centralized platform for document storage, version control, and retrieval. Well-defined requirements make sure that document management processes align with the organizational needs.
4. Increased Productivity:
• By defining clear requirements, one can leverage SharePoint’s features to enhance productivity. Features such as workflow automation, task management, and collaboration improve efficiency.
5. Integration with Microsoft 365:
• SharePoint integrates with other Microsoft 365 tools, such as MS Teams, Outlook, OneDrive and Power Platform creating a cohesive digital workplace.
6. Customization and Scalability:
• Well-written requirements allow for customization based on business needs. SharePoint’s scalability ensures it can scale with the organization.

Top 3 Advantages of a SharePoint Home Site

The following are the top three advantages of a SharePoint home site:

• Dynamic Content Aggregation: Ability to showcase targeted news and content.
• Powerful Search Functionality: Ability to connect people with an Intranet-wide search experience.
• People Engagement Tool: Ability to utilize Viva Connections, which enhances employee experiences.

Top 3 SharePoint Online Boundaries

The following are the top three SharePoint Online boundaries to be aware of:

1. Total Storage per Organization:
• For most Microsoft 365 plans,the total storage per organization is 1 TB plus 10 GB per license purchased.
2. Max Storage per Site (Site Collection):
• The maximum storage limit for a single site or site collection is 25 TB.
• Such a limit applies to all types of sites, including Microsoft 365 group-connected team sites, Communication sites, and OneDrive.
• When a site collection reaches 25 TB, it goes into Read-Only mode until items are deleted from the site, including the site’s Recycle Bins.
3. Sites (Site Collections) per Organization:
• An organization can have up to 2 million sites or site collections in SharePoint Online.

Top 3 Perspectives on SharePoint Online Mission Statements

The following are the top three perspectives on SharePoint Online mission statements:

1. Empowering Collaboration and Communication:
• Mission Statement: “Our mission is to create a connected workplace where users—both internal and external—stay informed, and collaborate effectively by leveraging the technology.“
2. Delivering Pragmatic Solutions:
• Mission Statement: “Our mission is committed to delivering, leading-edge SharePoint solutions that solve real business problems in a cost-effective manner.“
3. Unified Governance and Prioritization:
• Mission Statement: “Our SharePoint steering committee provides a unified, centrally governed approach to the SharePoint environment.“

4 Key Leadership Aspects Key to SharePoint Success

The following are four aspects key to leadership for SharePoint success:

1) Dedication to the mission - devote the needed time for your mission.

2) Delegate when needed - SharePoint has many aspects so delegating applicable work when needed is key.

3) Be decisive - make those key SharePoint decision when needed and applicable. The SharePoint world moves fast.

4) Communication is critical - use the proper methods of communication be it email, text message, virtual meeting, in-person meeting, social media, etc.

Top 3 Advantages of SharePoint Documentation

The following are the top three advantages of SharePoint Online documentation:

1. Efficient Onboarding and Training

• Smooth Transition for New Employees: Well-documented SharePoint sites, libraries, and lists ensure that new team members can understand the structure, purpose, and content.
• Training Resources: Documenting best practices, guidelines, and usage instructions within SharePoint helps users navigate the platform.

2. Enhanced Governance and Compliance

• Documenting Policies and Procedures: SharePoint documentation plays a key role in governance. Clearly defined policies - such as retention schedules, access controls, and versioning, help to maintain data integrity and security.
• Auditing and Compliance: Detailed documentation assists in compliance audits. Organizations can track changes, monitor user activity, and demonstrate adherence to regulatory requirements. Additionally from a permissions standpoint documentation helps with company access policies and best practices.

3. Effective Communication and Collaboration

• Content Types and Metadata: Documenting content types and metadata structures allows users to classify and organize information consistently.
• Document IDs: Enabling and documenting unique Document IDs ensures files can be tracked even when moved across sites or libraries.
• Custom Workflows and Automation: Documenting custom workflows, approval processes, and automation scripts ensures continuity.

Top 3 SharePoint Uses

The following are the top three SharePoint uses:

1. Intranet and Collaboration:
• SharePoint serves as an excellent solution for organizations. It allows one to create team sites for collaborate,
• One can customize a SharePoint site to reflect a brand, add company news, and create a central hub for communication.
• Document management is another crucial aspect. One can store files, manage versions, and collaborate on documents.
2. Content Management:
• SharePoint enables content management. One can organize and categorize documents, images, and other content.
• Workflow automation helps to streamline processes, such as document approval, feedback collection, and task tracking.
3. Business Intelligence (BI):
• SharePoint integrates with other Microsoft tools such as Power BI and Excel to provide robust business intelligence capabilities.
• One can create dashboards, reports, and visualizations to analyze data for informed decision making.
• SharePoint lists allow one to manage structured data, track issues, and monitor project progress.

4 Resources for SharePoint Documentation

The following are four resources for SharePoint documentation:

1) Microsoft Learn: This site offers comprehensive SharePoint documentation for IT professionals and administrators.

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

2) Guidelines for Site Usage: Utilizing consistent practices and effective communication is essential for successful SharePoint adoption.

https://learn.microsoft.com/en-us/sharepoint/sites-usage-guidelines

3) SharePoint Development How-Tos: For developers, Microsoft Learn has articles and related code examples for basic development tasks in SharePoint.

https://learn.microsoft.com/en-us/sharepoint/dev/general-development/how-tos-for-sharepoint

4) Plan SharePoint Project: One can create, sites, use, search, and track project documents efficiently using SharePoint or integrated solutions such as Power Apps with SharePoint Online.

https://support.microsoft.com/en-us/office/plan-the-content-for-your-sharepoint-site-6cfc059e-2c45-46d5-8d7d-507d3dace301

Top 7 Benefits of Having Clear and Effective SharePoint Requirements

The following are seven top benefit’s in regard to clear and effective SharePoint requirements: 

1. Enhanced Collaboration and Communication:
• Effective collaboration and communication are essential in regard to success.
• SharePoint provides a robust platform which fosters collaboration among team members and facilitates seamless communication.
2. Streamlined Document Management:
• SharePoint simplifies document management via offering features such as centralized storage, version history, and metadata.
3. Increased Productivity and Efficiency:
• Clear requirements guide the development of customized workflows, automation, and task management.
4. Improved Access and Mobility:
• SharePoint’s cloud-based nature allows end users to access documents and collaborate from anywhere via any device.
5. Enhanced Security and Compliance:
• Properly defined requirements account for security aspects, including permissions, authentication, and data encryption.
6. Customization and Extensibility:
• Well-written requirements allow for customization of SharePoint sites, lists, integrations and forms to meet specific business needs.
7. Integration with Microsoft 365:
• SharePoint seamlessly integrates with other Microsoft tools such as Teams, OneDrive, Outlook and the Power Platform.

Top Benefits of Well Written SharePoint Requirements

The following are some of the top benefits of having well written SharePoint requirements:

1) Establish the basis for agreement between the stakeholders and the developers on what the product is to do

2) Reduce the development effort because less rework is required to address poorly written, missing, and misunderstood requirements

3) Provide a basis for estimating costs and schedules

4) Provide a baseline for verification and validation

5) Facilitate transfer between applicable teams whom will be completing work segments

6) Serve as a basis for future enhancements 

5 Aspects to Know about SharePoint Online

The following are five aspects about SharePoint Online to know about:

• Convenience and Affordability: SharePoint Online is accessible via  desktop, phone and within other M365 based applications. It also offers a fair cost based on its technology base.
• Add ons: SharePoint Online has several items one can utilize: https://appsource.microsoft.com/en-us/marketplace/apps?product=office%3bsharepoint&page=1&src=office&corrid=337f9e8f-054b-fb8f-9b50-84e43a74445a&omexanonuid=&referralurl= Additionally, one can build there own add ons if applicable.
• SharePoint Online Help:A lot of people don’t realize that in SharePoint Online the ? in the upper right hand corner of any page provides an extensive help. Also this help and learning site goes un-noticed and is very useful: https://support.microsoft.com/en-us/sharepoint
• Features: SharePoint Online has so many features that are available - especially many webparts and templates: https://support.microsoft.com/en-us/office/using-web-parts-on-sharepoint-pages-336e8e92-3e2d-4298-ae01-d404bbe751e0 and https://support.microsoft.com/en-us/office/apply-and-customize-sharepoint-site-templates-39382463-0e45-4d1b-be27-0e96aeec8398#bkmk_apply-a-sharepoint-site-template. Also several list templates are available as well: https://support.microsoft.com/en-us/office/list-templates-in-microsoft-365-62f0e4cf-d55d-4f89-906f-4a34e036ded1
• Community and Learning: SharePoint Online has a large community to utilize if needed as well as a lot of good starting documentation: https://techcommunity.microsoft.com/t5/microsoft-sharepoint-blog/bg-p/SPBlog and https://support.microsoft.com/en-us/office/get-started-with-sharepoint-909ec2f0-05c8-4e92-8ad3-3f8b0b6cf261

7 Aspects Part of Closing Out a SharePoint Project

The following are seven aspects in regard to closing out a SharePoint project:

1) The system per the project specifications is functioning as desired

2) Document lessons learned

3) Create if applicable a final report of the project

4) Archive any data if applicable

5) Capture and discuss lessons learned

6) Perform technical review for those whom will be maintaining project outputs   

7) Formally close out project by satisfying success criteria

Top 4 Cost-Effectiveness of SharePoint as a Solution

The following are the top four aspects that are why SharePoint is cost effective:

1) Reduce the cost of constant risk via performance reduction. 

2) Reduce the risk of constant cost via performance reduction. 

3) Reduce the cost of constant performance via higher risks that must be accepted. 

4) Reduce the risk of constant performance via higher costs must be accepted.

Top 3 Key Features of SharePoint Online

The following are the top three key features of SharePoint Online:

1. Create a SharePoint Team Site in Seconds: One can swiftly create group-connected SharePoint team sites. When you create a group, Microsoft 365 provides the group with a shared inbox, a calendar, a OneNote notebook, a default place for files (the team site document library), and Planner for task management.
2. Customize Your Site’s Look and Brand: SharePoint enables one to tailor the appearance of a site to reflect there professional style and brand.
3. Document Management and Sharing: SharePoint serves as a central hub for storing, organizing, and sharing documents. It provides robust collaboration tools, including version control.

7 Key Project Phase Steps for a SharePoint Site

The following are the seven key project phases for a SharePoint site:

Concept Studies - in this stage one brainstorms ideas and wireframes them.

Concept & Development - in this stage one takes the brainstormed concept and starts to develop the needed content pieces. 

Preliminary Design & Completion - in this stage one starts to build the site from a content and design standpoint. 

Final Design - in this stage one finalizes the design aspects for the site.

Test Launch - in this stage one publishes the site for a core set of users to test.

Go-Live Launch - in this stage after aspects found in testing are completed, the final site is published and permissioned.

Closeout - in this stage, the project is closed as all documentation, budgets and other resource and project related items are fully completed.

Top 3 Keyboard Aspects Related to SharePoint

The following are three keyboard aspects related to SharePoint:

1. Keyboard Shortcuts in SharePoint Online:
• Keyboard shortcuts can significantly enhance the efficiency when working with SharePoint in Microsoft 365. Frequently used shortcuts include:
• Navigate the screen: Use the Tab key.
• Display context menu for selected item: Press Shift+F10 or the Windows Menu key.
• Copy text: Press Ctrl+C.
• Undo the latest action: Use Ctrl+Z.
• For more shortcuts, see the complete list.
2. External Sharing:
• SharePoint allows one to collaborate with external users by turning on external sharing. This feature enables one to share documents, sites, and content securely with people outside the organization.
3. Enterprise Keywords:
• Enterprise keywords are a useful feature in SharePoint. They allow users to tag content with relevant keywords, making it easier to search and categorize information. These keywords can be suggested from a taxonomy or manually entered.

Top 3 Features in a SharePoint Online List

The following are three hidden gems for making the most of a SharePoint Online list:

1. Favoriting a List for Easy Access: Quickly access the most important or active information by favoriting a list. Simply use the star icon next to the list’s title and click it. The favorited list will appear at the top of the Lists home page, both on the web and in the mobile app.
2. Create a List from a Template: When starting a new project, one can utilize one of the ready-made templates available in Microsoft Lists. These templates cover common scenarios such as work progress tracking, asset management, and employee onboarding.
3. Replicate an Existing List: If one already has a perfectly formatted and configured list, easily replicate it for similar efforts. Create a new list using the format and structure of an existing list that was made.