Five Practical Tips for Strong SharePoint Governance

SharePoint is one of the most powerful collaboration platforms available, but without thoughtful governance, even the best‑designed environment can quickly become chaotic. Governance isn’t about locking things down or slowing people down - it’s about creating clarity, consistency, and confidence so your organization can collaborate effectively and securely. Whether you’re just starting your SharePoint journey or refining an existing environment, a solid governance strategy is essential.

Below are five practical tips to help you build a governance framework that actually works in the real world.

1. Define Clear Ownership and Roles

Every SharePoint environment needs accountable owners. That includes:

• Business owners who understand the purpose of each site
• IT administrators who manage technical configuration
• Content owners who ensure information stays relevant

When ownership is unclear, sites become abandoned, outdated, or misused. Establishing roles early prevents confusion and helps keep your environment healthy over time.

2. Standardize Site Creation and Naming

A consistent structure is the backbone of good governance. Standardizing how sites are created - and what they’re called - helps users find what they need without wading through a maze of inconsistently named spaces.

Consider defining:

• A site request process
• Naming conventions tied to departments, projects, or functions
• Templates that ensure new sites start with the right structure

This reduces duplication, improves searchability, and keeps your architecture clean.

3. Establish Sensible Permission Models

Permissions can make or break your SharePoint experience. Too restrictive, and people can’t get work done. Too open, and you risk data exposure.

A strong governance plan includes:

• Clear rules for who can share what
• Guidance on external sharing
• A standard approach to group ownership

Aim for a model that balances security with usability.

4. Create a Lifecycle Plan for Sites and Content

SharePoint tends to grow fast. Without lifecycle management, it becomes cluttered just as quickly.

Build policies for:

• Archiving or deleting inactive sites
• Reviewing content regularly
• Retiring outdated information

This keeps your environment lean, relevant, and easier to navigate.

5. Educate and Empower Users

Governance only works when people understand it. Training shouldn’t be a one‑time event-it should be ongoing, accessible, and practical.

Offer:

• Short, role‑based training sessions
• Quick reference guides
• Clear explanations of why governance matters

When users feel confident, they make better decisions and the governance plan becomes a living, sustainable system rather than a forgotten document.

5 Tips to Get the Most Out of SharePoint Agents: Your New Digital Teammates

SharePoint has always been a powerhouse for collaboration, but SharePoint Agents take aspects to a whole new level. Think of them as digital teammates who never get tired, never lose track of a task, and never forget where a file lives. They’re designed to help teams work smarter, not harder be it automating processes, answering questions, and surfacing information right when you need it.

But like any powerful tool, the real magic happens when one knows how to use it well. Whether you're just getting started or looking to level up your organization’s productivity, here are five practical tips to help you get the most out of SharePoint Agents.

1. Start Small and Build Momentum

It’s tempting to unleash SharePoint Agents on every workflow at once, but the best results come from starting with one or two high‑impact scenarios. Identify repetitive tasks that drain the team’s time - such as document retrieval, onboarding steps, or routine approvals. Once a team sees the value, adoption grows naturally.

2. Train Your Agents with Real‑World Context

SharePoint Agents become more effective when they understand an organization’s language, processes, and content. Feed agents examples, FAQs, and documentation that reflect how a team actually works. The more context they have, the more accurate and helpful responses will be.

3. Keep Your Content Clean and Organized

Even the smartest agent can only work with what it has. If a SharePoint environment is cluttered, outdated, or inconsistent, the agent’s performance will reflect that. Regular content audits, clear naming conventions, and well‑structured libraries make a huge difference. Think of it as setting the agent up for success.

4. Encourage Your Team to Interact with the Agent

Adoption isn’t automatic. People need to feel comfortable asking questions, testing capabilities, and exploring what the agent can do. Host a short demo, share quick‑start guides, or create a “Try It Out” channel where employees can experiment. The more a team engages, the faster the agent learns and improves.

5. Review and Refine Regularly

SharePoint Agents aren’t a “set it and forget it” tool. Check in on how they’re performing. Are they answering questions accurately? Are there new workflows they could support? Are employees using them consistently? Treat the agent similar to a living part of the digital workplace - one that grows with the organization’s needs.

SharePoint Agents have the potential to transform how teams collaborate, find information, and get work done. With thoughtful setup and ongoing engagement, they become more than a feature- they become a trusted partner in one's daily workflow.

SharePoint - Analysis services

The following is a SharePoint dictionary word of the day:

Analysis services

The abbreviated name for Microsoft® SQL Server™ Analysis Services, which is utilized to create and store multidimensional data that is sent to clients in regard to queries. Also, sometimes referred to as Online Analytical Processing (OLAP) server.

Why in the World Are There So Many SharePoint Online Changes Every Year?

If you’ve spent any time managing SharePoint Online, you’ve probably had this moment: you open the Microsoft 365 Message Center, scroll for what feels like three hours, and think to yourself, "Why are there so many changes? Who asked for this? What is relevant? How does this effect my set-up?"

Let’s break down why SharePoint Online seems to evolve so fast: 

1. SharePoint Online Lives in the Cloud—Which Means It Never Stops Growing

Cloud services evolve continuously. Microsoft ships updates weekly—sometimes daily—to improve performance, security, and user experience. That means:

• New features appear without waiting for your next "upgrade cycle"
• Old features quietly retire
• Interfaces shift just enough to confuse the entire user base
• Governance teams? They're just trying to keep the lights on.

2. Microsoft 365 Is a Giant Ecosystem—And SharePoint Is the Glue

SharePoint Online isn’t just "SharePoint" anymore. It’s:

• The backend for OneDrive
• The content engine for Teams
• The storage layer for Viva
• The home of intranets, extranets, and everything in between

When any of those services change, SharePoint changes too. It’s the domino effect, but with more acronyms.

3. Security Threats Evolve, So Governance Has to Evolve Faster

Cybersecurity is a moving target. Microsoft constantly updates:

• Sharing controls
• External access policies
• Sensitivity labels
• Conditional access integrations

Every time a new threat emerges, governance gets a new rule to manage.

4. Users Want More—And They Want It Yesterday

Microsoft listens to user feedback. A lot of it. And users are demanding:

• Simpler sharing
• Faster collaboration
• Cleaner interfaces
• More automation
• Fewer clicks (always fewer clicks)

So Microsoft ships updates to keep the experience modern and competitive. Governance teams then scramble to update documentation, training, and policies before someone breaks something.

5. Microsoft's Roadmap Is Aggressive—Because the Market Is Aggressive

To stay ahead, Microsoft pushes constant innovation. That means:

• New features
• New admin controls
• New compliance requirements
• New governance headaches

Innovation is great—until you're the one writing the governance policy for it.

6. Governance Is No Longer a One‑Time Project—It’s a Living System

Modern governance isn’t a binder on a shelf. It’s:

• A process
• A lifecycle
• A continuous improvement loop
• A never‑ending story 

Every change in SharePoint Online forces governance teams to:

• Reassess risk
• Update policies
• Communicate changes
• Train users
• Adjust automation
• Drink coffee

So… Why So Many Changes? Because the World Won’t Sit Still

SharePoint Online is evolving because:

• Work is evolving
• Security is evolving
• Collaboration is evolving
• User expectations are evolving
• Technology is evolving

And governance? Governance is the unsung hero trying to keep everything aligned, compliant, and functional while the ground shifts beneath it.

If you feel overwhelmed by the hundreds of changes yearly, you’re not alone. SharePoint Online is a moving target—but with the right governance mindset, you can stay ahead of the chaos instead of chasing it.

SharePoint - Alternate address

The following is a SharePoint dictionary word of the day:

Alternate address

While using Microsoft/Office 365, any email address associated with the account that is not one’s primary e-mail address.

SharePoint - Alternate account

The following is a SharePoint dictionary word of the day:

Alternate account

An added user account that is in a different domain, but in the same forest as the primary account.

SharePoint - Alternate access mapping

The following is a SharePoint dictionary word of the day:

Alternate access mapping

A mapping of URLs to Web applications. Incoming alternate access mappings are used to provide several URL access points for the same set of content. Outgoing alternate access mappings are utilized to confirm that content is rendered in the correct URL environment.

SharePoint at 25 - Some of My Thoughts

Recently as SharePoint turns 25, that means for me I've been using SharePoint now for 22 years.

The only version I never utilized as a manager or power user was the initial 2001 version.

Other than that version I've utilized all the on-premises versions 2019, 2016, 2013, 2010, 2007 and 2003 as a power user, architect, project manager, software engineer and manager.

Never in a million years would I have thought that I'd go from being a journalist to a computer scientist using this high-end piece of software which is now my core skillset.

However, given my background as a journalist, SharePoint lets me be a creative core content creator via many technical avenues.

Additionally, as someone who has been programming since they were 8 years old, SharePoint makes sense to me from a technical standpoint and therefore the platform is a great fit for me and my skillsets.

Here's to another 25 years of this crazy SharePoint environment.

Check out the official SharePoint at 25 for more information on this technology: https://adoption.microsoft.com/en-us/sharepoint/birthday/

SharePoint - Alert Subscription

The following is a SharePoint dictionary word of the day:

Alert subscription

A request to receive an Internet message automatically when user-defined criteria are met. Such messages are generated automatically when items such as documents, Web pages, list items, sites, or other resources on a server are changed.

SharePoint - After Event

The following is a SharePoint dictionary word of the day:

After event

An asynchronous event that runs only after the action that raised the event is finished.

SharePoint - Application Directory

The following is a SharePoint dictionary word of the day:

Application directory

The directory on an index server or a query server which stores files for the purpose of creating a full-text index catalog or running queries on a full-text index catalog.

SharePoint - Anonymous user

The following is a SharePoint dictionary word of the day:

Anonymous user

A user who doesn’t present any credentials when identifying themselves. The process for governing an anonymous user can be different based on the authentication protocol utilized.

6 Aspects for SharePoint Monitoring & Control of the Project

When in a SharePoint project, the following are six aspects to track:

1) Time - how long is the project taking (estimated vs. actual)?

2) Cost - how much is the project costing?

3) Quality - is the output being produced as expected?

4) Resources - is the project using the correct resources during creation?

5) Change - monitor and track needed changes and features appropriability.

6) Risk - account for the risk as the project evolves from idea to live.

SharePoint - Anonymous authentication

The following is a SharePoint dictionary word of the day:

Anonymous authentication

An authentication method in which neither party authenticates the identity of the other participant

SharePoint - Anchor Crawl

The following is a SharePoint dictionary word of the day:

Anchor crawl

The process of adding anchor text that is in links between items to the full-text index catalog.

SharePoint - Anchor Content Source

The following is a SharePoint dictionary word of the day:

Anchor content source

A content source that is utilized to import the anchor text from links amongst elements into a full-text index collection.

SharePoint - Analysis Services

The following is a SharePoint dictionary word of the day:

Analysis services

The abbreviated name for Microsoft SQL Server Analysis Services, which is utilized to create and store multidimensional data that is sent to clients in regard to queries. Also, sometimes referred to as Online Analytical Processing (OLAP) server.

SharePoint - Alternate Address

The following is a SharePoint dictionary word of the day:

Alternate address

While using Microsoft/Office 365, any email address associated with the account that is not one’s primary e-mail address.

SharePoint - Alternate Address

The following is a SharePoint dictionary word of the day:

Alternate address

While using Microsoft/Office 365, any email address associated with the account that is not one’s primary e-mail address.

4 Critical Design Review (CDR) Criteria for a SharePoint Project

The following are four key critical design review for a SharePoint project.

Cost Estimate - Production cost model is known and kept updated, needed aspects are allocated and tracked against targets.  

Technical Baseline Documentation + Digital Artifacts - Detailed design is modeled which includes an interface description and mockup if desired.

Risk Assessment - All risk assessments and risk mitigation plans are documented, formally addressed and implemented. 

Technical Plans - The preliminary design review (PDR) is successfully completed. This includes all needed documentation, set-up and hand-off as needed. 

SharePoint - Alternate account

The following is a SharePoint dictionary word of the day:

Alternate account

An additional user account that is in a different domain, but within the same forest as the primary account.

SharePoint - Alert subscription

The following is a SharePoint dictionary word of the day:

Alert subscription

A request to receive an Internet message automatically when user-defined criteria are met. Such messages are generated automatically when items such as documents, Web pages, list items, sites, or other resources on a server are changed.

SharePoint - After event

The following is a SharePoint dictionary word of the day:

After event

An asynchronous event that runs only after the action that raised the event is finished.

SharePoint - Application Identifier

The following is a SharePoint dictionary word of the day:

Application identifier

A unique integer which classifies a protocol client application. A string that is utilized to look up data in a single sign-on (SSO) database.

4 Document Aspects to Account for in a SharePoint Project

The following are four key documentation aspects to account for in a SharePoint project:

• Reason for the Requirement: What is the reason for the SharePoint requirement, which sometimes it not obvious and needs documented.

• Document Assumptions: If a SharePoint requirement was written assuming the completion of a technology aspect, the assumption should be documented.

• Document Relationships: The SharePoint relationships with the ecosystems expected operations should be documented.

• Document Design Constraints: SharePoint constraints imposed by the results from decisions made as the project evolves should be documented.

8 Typical SharePoint Activities that are Part of any Project

The following are the eight typical SharePoint activities part of any project: 

• Identify the program stakeholders and users

• Develop the program requirements based on user expectations and allocate them to the applicable projects

• Identify the project risk classification

• Define and approve the program project strategies

• Develop the needed interfaces to needed assets

• Develop the technologies that can cut across multiple projects within the requirements

• Derive initial cost estimates and obtain approval for the project’s life cycle costs

• Develop a clear vision of the projects benefits and usage, making sure to document it

6 System Functional Review Criteria Items for SharePoint Projects

The following are six key system functional review criteria items to be utilized in SharePoint projects:

1) Understand what is achievable within cost and schedule constraints  

2) Establish functional baseline specifications

3) Incorporate task analysis into the functional requirements 

4) Document performance requirements

5) Document design considerations

6) Document verification requirements, including testing, for any functional auditing needs