Common Mistakes To Avoid When Working With SharePoint

SharePoint is a powerful platform for collaboration, document management, and business automation. However, like any complex system, it can be easy to make mistakes when working with SharePoint. In this blog post, we’ll take a look at some common mistakes to avoid when working with SharePoint, and provide tips for how to avoid them.

Mistake #1: Failing to Plan

When it comes to working with SharePoint, failing to plan can lead to a lot of problems down the line. Without a clear plan, it can be difficult to ensure that everyone is on the same page and working towards the same goals. Before implementing SharePoint, take the time to define your objectives and goals, as well as the key stakeholders and users. This will help you to determine the best approach to take when it comes to configuring SharePoint to meet your needs.

Additionally, it’s important to consider your SharePoint implementation’s long-term goals and scalability. While it’s easy to get caught up in the organization’s immediate needs, it’s important to keep the big picture in mind and plan for future growth and expansion.

Mistake #2: Overcomplicating Permissions

While SharePoint’s permissions system can be incredibly powerful, it’s also easy to overcomplicate it. This can lead to confusion, mistakes, and ultimately, a lot of frustration. To avoid this mistake, it’s important to keep permissions as simple as possible. Create SharePoint groups to manage permissions, and avoid assigning individual permissions to users whenever possible. This not only makes it easier to manage permissions but also ensures that permissions are consistent across the board.

It’s also important to regularly review and update permissions as necessary. Over time, the needs of the organization may change, and it’s important to adjust permissions accordingly to ensure that everyone has the access they need to do their jobs effectively.

Mistake #3: Neglecting Content Management

Neglecting content management is a common mistake that can lead to a lot of problems when working with SharePoint. Without proper management, content can quickly become disorganized and difficult to find. To avoid this mistake, it’s important to establish clear guidelines for how content should be named, stored, and organized. This includes creating a clear taxonomy that makes it easy to find content quickly.

It’s also important to ensure that users are trained on how to properly manage and organize content. This can include training on how to use SharePoint’s features, as well as best practices for naming conventions and organization. Additionally, it’s important to regularly review and clean up content as necessary to ensure that it stays organized over time.

Mistake #4: Failing to Train Users

Training users is critical to ensuring that they can use SharePoint effectively. Without proper training, users may struggle to understand how to use the platform, leading to confusion, mistakes, and poor adoption rates. Providing training for all users can help to prevent these issues and ensure that users can take advantage of all the features that SharePoint has to offer.

Training should be tailored to the needs of each user group, with different training modules for beginners, intermediate users, and advanced users. Providing ongoing training and support is important as new features and updates are released. This can include online training resources, user guides, and support forums.

Mistake #5: Ignoring Customization Best Practices

Customization can be a great way to improve the user experience and add new functionality to SharePoint. However, following best practices when making customizations is important to avoid introducing new problems. This includes using supported tools and technologies, avoiding unnecessary customizations, and testing customizations thoroughly before deployment.

Another important consideration is ensuring that customizations are compatible with future updates and upgrades to SharePoint. This requires staying up-to-date with the latest developments in SharePoint and ensuring that customizations are implemented in a way that will not cause issues when updates are released.

Mistake #6: Failing to Backup and Restore

Backup and restore are critical tasks that can help you recover from data loss or corruption. SharePoint includes built-in tools for backup and restore, but it’s important to establish a regular schedule and ensure that backups are stored in a secure location.

When developing a backup and restore strategy, it’s important to consider factors such as backup frequency, backup retention policies, and restore procedures. Backups should be tested regularly to ensure that they are working correctly and that data can be restored quickly in the event of a disaster. Additionally, it’s important to ensure that backups are stored in a location that is secure and protected from unauthorized access.

Mistake #7: Not Monitoring Performance

SharePoint can be a resource-intensive platform, and monitoring performance is important to ensure it is running smoothly. This includes monitoring server resources, such as CPU and memory usage, as well as SharePoint-specific performance metrics, such as search response times and page load times. By monitoring performance regularly, you can identify and address performance issues before they become major problems.

Monitoring the performance of SharePoint is critical to ensuring that the platform is running optimally. There are various tools and methods available to monitor SharePoint performance. For example, you can use the SharePoint Health Analyzer to check for potential issues with the platform, such as missing patches or configuration errors. You can also use third-party monitoring tools to monitor performance metrics such as CPU usage, memory usage, and disk I/O.

Regular monitoring of performance metrics can help you identify and address performance issues before they become major problems. For example, if you notice that page load times are increasing, you can investigate the cause and take steps to optimize performance, such as optimizing code or upgrading hardware.

It’s also important to establish a baseline for SharePoint performance and regularly compares performance metrics against this baseline. This can help you identify trends and detect performance issues early on. By monitoring performance regularly and proactively addressing issues, you can ensure that SharePoint is running smoothly and providing the best possible experience for users.

Conclusion

Working with SharePoint can be complex, but avoiding these common mistakes ensures that your SharePoint environment is well-organized, easy to use, and reliable. Remember to plan carefully, keep permissions simple, manage content effectively, train users thoroughly, follow customization best practices, backup and restore regularly, and monitor performance consistently. By doing so, you’ll be able to get the most out of SharePoint and ensure that it meets your business needs. Code Creators Inc. provides SharePoint development services that can help to improve collaboration and productivity within your organization.

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