3 SharePoint Outputs from Requirements Management Activities

The following are three key SharePoint outputs from requirements management activities: 

Requirements Documents:  requirements documents are essential for planning and implementing successful SharePoint projects. In this way, they are linked to the requirements with all of its traceable relationships. 

Approved Changes to the Requirements: when it comes to managing changes and approvals in SharePoint, there are a few ways to ensure that only authorized content becomes visible to specific users. Some of these ways involve simple approval using out of the box workflows or more complex content/file approval workflow using Power Automate.

Requirements Management Work Products: when managing SharePoint requirements, it's crucial to create well-defined work products. Some of the key components of this are to understand how people collaborate, store files, and share information in the organization. As part of this process analyzing and validating requirements to ensure a successful SharePoint implementation. 

 

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.

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 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 

Getting to Know a Business Process Need for SharePoint

When working on getting requirements for a business process to be completed in SharePoint, the following are aspects to realize:

• Know what sets the pace of the business process for SharePoint usage

• Know what the business outputs of the process are for SharePoint usage 

• Know how often the certain process steps take place for SharePoint usage

• Know how people are involved in the business process for SharePoint usage

• Know what the key business roles of those involved are for SharePoint usage

• Know what kind of information is utilized during the process for SharePoint usage

• Know what information systems are involved in the business process for SharePoint usage

• Know the critical business success factors for SharePoint usage

• Know the typical sources of errors or delays in the business process for SharePoint usage

• Know that the goal is to understand how a specific business process works, what it produces, and what is critical in the process for SharePoint usage