SharePoint Online can be a powerful workspace—but only when it’s designed around how people really work.
Too often, organisations build SharePoint sites that:
- Are difficult to navigate
- Contain duplicate content
- Push users back to email or local storage
The issue isn’t SharePoint—it’s the design.
Start With Real Working Habits
Before building anything, understand:
- What each team does
- How they collaborate
- Where time is currently being wasted
Common patterns:
- Sales teams need proposals and pricing
- Operations need processes and templates
- HR needs secure, controlled content
Also separate:
- Collaboration spaces (messy but active)
- Published information (structured and reliable)
Build an Intuitive Structure
A clear structure helps users quickly know:
- Where to find information
- Where to store content
A simple model works well:
- Company-wide site – policies, announcements
- Team sites – collaboration and working files
- Project sites – time-bound or client-specific work
Avoid: Too many sites & Everything in one place
Make Navigation Simple and Consistent
- Keep top-level navigation short
- Use familiar business language
- Ensure consistency across sites
For shared resources (like templates), use one central source to avoid duplication.
Create Pages That Help People Get Work Done
Pages should act as practical dashboards, not just decoration.
Focus on:
- Frequent tasks
- Key documents
- Relevant links
Best practices:
- Put important items at the top
- Keep pages easy to scan
- Avoid long lists of links
- Clearly show ownership
Use Libraries, Lists, and Metadata Properly
Libraries
Use for structured document storage with:
- Version control
- Permissions
Avoid deep folder hierarchies.
Lists
Use for structured information like:
- Requests
- Assets
- Contacts
- Processes
Lists reduce reliance on scattered spreadsheets.
Metadata
Add simple fields like:
- Document type
- Status
- Owner
Start small—too much complexity reduces adoption.
Improve Search and Findability
Good search depends on:
- Clear naming
- Consistent metadata
- Removing duplicates
If users don’t trust search, they stop using it—and productivity drops.
Put Governance in Place
Without governance, SharePoint becomes cluttered over time.
Key elements:
- Clear site ownership
- Regular content reviews
- Lifecycle management (archive old sites)
- Consistent templates
Treat SharePoint as an Ongoing Product
Don’t treat it as a one-off project.
Instead:
- Gather feedback
- Review usage
- Make regular improvements
Even quarterly reviews can make a big difference.
How We Help
We help organisations make SharePoint:
- Easier to use
- Better structured
- More aligned to real workflows
From design to governance, we focus on practical improvements that deliver immediate value.