A Beginner’s Guide to Running a SharePoint Site
Introduction
SharePoint is a powerful platform developed by Microsoft that allows organizations to create, manage, and share content and applications. Whether you are new to SharePoint or looking to improve your existing SharePoint site, this guide will provide you with the essential information you need to know.
Understanding SharePoint
SharePoint can be used for a variety of purposes, including building websites, creating intranets, managing documents, and collaborating on projects. It is available in two main versions: SharePoint Online and SharePoint On-Premise.
SharePoint Online
SharePoint Online is a cloud-based version of SharePoint that is part of Microsoft 365. It offers many benefits, such as automatic updates, scalability, and accessibility from anywhere with an internet connection. SharePoint Online is a popular choice for small to medium-sized businesses.
SharePoint On-Premise
SharePoint On-Premise is installed and hosted on your organization’s own servers. This version provides more control and customization options but requires more technical expertise to manage. SharePoint On-Premise is often preferred by larger organizations with specific security and compliance requirements.
Setting Up a SharePoint Site
Before you can start using SharePoint, you need to set up a SharePoint site. Here are the steps to get started:
1. Choose a SharePoint Development Agency
If you don’t have the in-house expertise to set up and manage a SharePoint site, consider outsourcing the development to a SharePoint development agency. They can help you design and customize your site according to your specific requirements.
2. Determine the Purpose of Your Site
Before creating your SharePoint site, it’s important to determine its purpose. Are you building a website, an intranet, or a document management system? Understanding the purpose will help you make the right decisions during the setup process.
3. Plan Your Site Structure
Take the time to plan the structure of your SharePoint site. Consider how you want to organize your content, what permissions and access levels you need to set up, and how you want users to navigate through the site. A well-planned site structure will make it easier for users to find what they need.
4. Customize the Look and Feel
SharePoint allows you to customize the look and feel of your site to match your organization’s branding. You can choose from pre-designed templates or create your own custom design. Consider the user experience and make sure the site is visually appealing and easy to navigate.
Managing Your SharePoint Site
Once your SharePoint site is set up, you need to manage and maintain it to ensure it continues to meet your organization’s needs. Here are some important tasks to consider:
1. Regularly Review and Update Content
Content on your SharePoint site should be regularly reviewed and updated to ensure it remains relevant and accurate. Assign content owners who are responsible for maintaining their respective areas of the site. Implement a review process to ensure content is up to date.
2. Monitor Site Usage and Performance
Monitor the usage and performance of your SharePoint site to identify any issues or areas for improvement. Use analytics tools to track user activity, such as page views and document downloads. Regularly check for any performance issues and address them promptly.
3. Train Users
Provide training and support to users to help them make the most of SharePoint. Offer tutorials, documentation, and workshops to educate users on how to navigate the site, collaborate on documents, and use SharePoint’s features effectively. Regularly communicate updates and new features to keep users informed.
4. Backup and Restore
Regularly backup your SharePoint site to protect against data loss. Implement a backup and restore strategy to ensure you can recover your site in the event of a disaster or system failure. Test the restore process periodically to ensure it is working correctly.
Outsourcing SharePoint Development
If you don’t have the resources or expertise to manage your SharePoint site in-house, outsourcing SharePoint development can be a cost-effective solution. Here are some benefits of outsourcing:
1. Access to Expertise
By outsourcing SharePoint development, you gain access to a team of experts who specialize in SharePoint. They have the knowledge and experience to design and develop a high-quality SharePoint site that meets your specific requirements.
2. Cost Savings
Outsourcing SharePoint development can be more cost-effective than hiring and training an in-house team. You can save on recruitment, salaries, benefits, and infrastructure costs. Outsourcing also allows you to scale your SharePoint development resources up or down as needed.
3. Focus on Core Business
By outsourcing SharePoint development, you can free up your internal resources to focus on your core business activities. You can rely on the expertise of the outsourcing partner to handle the technical aspects of SharePoint, while you concentrate on your organization’s strategic goals.
Conclusion
Running a SharePoint site requires careful planning, setup, and ongoing management. Whether you choose to set up and manage your site in-house or outsource SharePoint development, it’s important to understand the purpose of your site, plan its structure, and regularly review and update content. By following these best practices, you can create and maintain a successful SharePoint site that enhances collaboration and productivity within your organization.