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.