EFFECTIVE SHAREPOINT SOLUTIONS

When it comes to transforming how your organisation works, SharePoint is a powerhouse. But just having SharePoint isn’t enough. You need smart strategies to unlock its full potential and that’s where effective SharePoint collaboration techniques come in. They help teams communicate better, manage documents seamlessly, and keep projects on track. So, we will dive into some practical ways to make SharePoint work harder for you.

Why SharePoint Collaboration Techniques Matter

SharePoint is more than just a file storage system. It’s a platform designed to bring people together, but without the right approach it can feel like a digital filing cabinet that no one wants to open. Good collaboration techniques turn SharePoint into a vibrant workspace.

For example, using team sites tailored to specific projects or departments keeps information organised and easy to find. When everyone knows where to go for what, productivity soars. Plus, SharePoint’s integration with Microsoft 365 means you can co-author documents in real time, chat, and schedule meetings without leaving the platform.

Here’s a quick list of benefits you get with strong SharePoint collaboration:

• Centralised document management

• Real-time co-authoring and editing

• Automated workflows to reduce manual tasks

• Customisable alerts and notifications

• Secure access controls to protect sensitive data

  
  

These features help teams avoid email overload and version confusion with a focus on getting work done.

Practical SharePoint Collaboration Techniques You Can Use Today

Here are some proven techniques to boost collaboration using SharePoint:

1. Create Clear Site Structures

Start by designing your SharePoint sites with clarity: Use team sites for departments and communication sites for company-wide announcements; avoid clutter by grouping sites under navigation and attaching to process hubs, and instead of deep folder structures use metadata and views to organise content.

2. Use Document Libraries Wisely

Set up document libraries with consistent naming conventions and folder structures; Version is on by default so you can track changes and restore previous versions if needed, and you can make use of check-in/check-out features to prevent editing conflicts on high-priority or authoritative documents like Policies.

3. Leverage Metadata and Tags

Instead of relying solely on folders, use metadata columns to tag documents by project, client, or status. This makes searching and filtering much faster. For example, a marketing team might tag files by campaign and content type, or Project members identify documents by project stage.

4. Automate with Power Automate

Automate repetitive tasks like approval workflows or notifications using Power Automate. For instance, when a document is uploaded, an automatic email can notify the relevant team member for review. This saves time and reduces errors. SharePoint lists and libraries have basic one's built-in ensuring user's don't miss deadlines or updates.

5. Encourage Co-authoring and Comments

Promote real-time collaboration by encouraging team members to co-author documents in Word or Excel online. Using the comments feature to discuss changes drives efficient communication between active team members, without cluttering email inboxes.

6. Set Permissions Thoughtfully

Control who can view or edit content by setting permissions at the site, library, or document level. This keeps sensitive information secure while allowing open collaboration where appropriate; Sharing links apply temporary access to specific items, with automatic expiry you don't need to worry about removing it afterwards.

7. Use SharePoint News and Announcements

Keep everyone in the loop with SharePoint News posts. These can highlight project updates, celebrate wins, or share important policy changes. It’s a great way to foster a sense of community.

By applying these techniques, you’ll see smoother workflows and happier teams.

SharePoint document library with metadata

What does a SharePoint consultant do?

If you’re wondering how to get the most out of SharePoint, a SharePoint consultant can be a game-changer. These experts understand the platform inside and out. They help tailor SharePoint to your organisation’s unique needs.

Here’s what a SharePoint consultant typically does:

• Assessment and Planning: analyse your current processes and identify how SharePoint can improve them.

• Solution Design: defines how SharePoint, should be setup, along with supporting applications and services in the platform.

• Customisation: building custom sites, templates, workflows, and integrations to fit your business.

• Training: mentoring internal teams and specialist roles how to use SharePoint effectively, ensuring adoption avoids any speed-bumps.

• Support: They provide ongoing help to troubleshoot issues and provide guidance on optimising for performance and support.

Combing platform knowledge, architectural constraints, business analysis and solution design with information design and usability needs to enable solutions for your teams.

For example, a consultant might help a company automate their invoice approval process using SharePoint workflows, saving hours of manual work each week. Or they might design a knowledge management portal that makes it easy for staff to find policies and procedures.

This is not the same as hiring a SharePoint Developer. The key attributes and skills of a SharePoint Developer are typically:

• Proficiency in SharePoint Framework (SPFx): for developing modern SharePoint applications

• Front-End Technologies: with JavaScript, HTML, CSS, and frameworks like React or Angular for UI

• Architecture: how site collections, lists, libraries, and workflows work with content types and Graph

• Problem-Solving: with design and development of solutions to meet complex business challenges

A SharePoint developer for Microsoft 365 also needs to understand Power Platform development, Entra Application Services and Identity.

Many organisations end-up hiring a developer, when what they want is a consultant. Understanding the difference can save you a lot of time and future costs, because (re)developing something the platform already does when you could by and support a pre-built webpart or add-on is not what most organisations need. The impact of internal development and ongoing support can lead to unanticipated costs.

If you want to explore professional SharePoint consulting, Spoke can guide you through the entire journey from setup to optimisation.

Tips for Driving Adoption of SharePoint in Your Organisation

Even the best SharePoint setup won’t help if people don’t use it. Adoption is key. Here are some tips to encourage your team to embrace SharePoint:

• Start Small: Roll out features gradually. e.g. Begin with basic document management, before adding complex workflows; or Setup basic home site with tools and Office templates, before you create custom project frameworks.

• Communicate Benefits: Show how SharePoint saves time and reduces frustration. Real examples resonate best for users, but don't stop at a couple of weeks. Include Champions and build communities to keep it going

• Provide Training: Offer hands-on sessions and easy-to-follow guides; utilise the free-to-air assets from Microsoft with Learning Pathways and Microsoft Adoption; make learning SharePoint part of onboarding - not just a project deliverable.

• Get Leadership Buy-In: When your leaders use and promote SharePoint, others follow. Active participation in change and adoption tasks with management needs to be seen, and part of organisation change plan; Executive ownership of platform for business is a must - not just IT.

• Gather Feedback: Regularly ask users what’s working and what’s not; use a combination of Champions, subject experts, surveys and polls, feedback submission forms; collective proactive and reactive feedback from direct Q&A to sponsored campaigns, quiz content and regularly checking Support tickets raised. Make it a KPI with the business.

• Celebrate Wins: Highlight success stories where SharePoint made a difference; post congratulations visibly; sponsor peer-nominated ideas with gift items (coffee card, chocolate fish) and make celebrating and sharing success cultural.

  

  
  

Remember, change takes time, but patience and persistence pay off ...along with some lite bribery.

Enhancing Compliance and Security with SharePoint

Compliance and data security are non-negotiable. SharePoint with the Microsoft 365 suite and Purview, offers robust tools to help organisations meet these demands with:

• Audit Logging: track who accessed or modified documents for accountability.

• Information Rights Management (IRM): managing download, printing or copying of sensitive files.

• Retention Policies: Automatically archive or delete documents based on your compliance rules.

• Data Loss Prevention (DLP): Set policies to prevent sensitive information from being shared inappropriately.

  
  

Implementation of these capabilities to work seamlessly with SharePoint and your documents, can protect your organisation and build trust with clients and partners.

Ready to Transform Your Collaboration?

SharePoint is a powerful platform, but it shines brightest when paired with smart collaboration techniques. From clear site structures to automated workflows, these strategies help your teams work smarter, not harder.

If you’re looking to take your SharePoint experience to the next level, consider tapping into expert SharePoint consulting. With the right guidance, you can unlock new efficiencies, improve compliance, and foster a culture of collaboration that drives success.

Why settle for ordinary when you can make SharePoint extraordinary? The tools are there. The possibilities are endless. It’s time to explore what effective SharePoint collaboration techniques can do for your organisation.

Want to know what we know? Give us a call!

Looking for guidance in adopting Microsoft 365 and SharePoint for document management and collaboration? Or even just to learn some of the tricks-of-the-trade? Email us at hi@timewespoke.com 

AI Disclaimer

Generative AI was used to create the topic outline for this article and generate the images used. Prompt context, content review, business and role examples, and comparative guidance have been provided by Spoke consultants before approving release.

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