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.

Top 3 Aspects of the SharePoint Framework (SPFx)

The following are the top three aspects of the SharePoint Framework (SPFx):

1. Contextual User Experience:
• SPFx runs in the context of the current user and connection from the web browser. SPFx customizations embed JavaScript directly onto the page, rendering controls within the pages Document Object Model (DOM)
• Such controls are responsive and accessible, ensuring a seamless user experience across different devices and screen sizes.
2. Framework Agnosticism:
• SPFx is framework-agnostic, allowing developers to utilize their preferred JavaScript framework. Whether it’s React, Handlebars, Knockout, Angular, or Vue.js, SPFx accommodates them.
• The developer toolchain leverages open-source client development tools such as NPM, TypeScript, Yeoman, webpack, and gulp.
3. Versatility and Extensibility:
• SPFx isn’t limited to SharePoint Online; it can also be utilized to customize SharePoint on-premises deployments (to SharePoint Server 2016).
• Key features include tenant-wide based deployment, search extensions, Microsoft Graph API support, and the ability to extend Microsoft Teams and Microsoft Viva Connections.
• Developers can write once and surface the same code across multiple applications, thus making SPFx a customization and extensibility model for SharePoint and other related products.

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.