Best Practices for Organising Company Information in SharePoint: Tips for IT Managers
Introduction
A well-organised SharePoint site is key to efficient information management. As an IT manager, you play a crucial role in setting up and maintaining a SharePoint environment that meets your organisation’s needs. From organising document libraries and metadata to managing permissions and versioning, this post provides best practices to help you optimise your SharePoint site structure. Follow these tips to improve collaboration and information retrieval in your company.
1. Structure Document Libraries and Metadata for Quick Access
The foundation of an efficient SharePoint site is well-organised document libraries and metadata. Creating libraries based on departments, projects, or document types ensures that employees can find the information they need quickly. Adding metadata tags such as document type, project name, or date helps streamline searches using SharePoint’s powerful search feature.
Example:
A marketing team can create libraries for campaign materials, client proposals, and reports. Each document is tagged with metadata like campaign name, date, and document type, making it easy to locate specific files.
2. Design Site Architecture for Seamless Navigation
A clear site structure makes SharePoint easier to navigate. Begin by categorising your site by department or function and use subsites and folders sparingly to avoid complicating the structure. An intuitive layout helps employees find what they need without unnecessary clicks.
Example:
An IT department can organise the SharePoint site with main sections like “Network Security,” “Software Management,” and “Tech Support.” Within each section, document libraries or lists can be used to store relevant files and updates.
3. Control Permissions and Access Rights Effectively
Effective permission management ensures that the right people have access to the right information. SharePoint offers flexible permission settings that allow you to control access at the document library or folder level. Assign roles such as “Viewer” or “Editor” based on users’ responsibilities.
Example:
For HR documents, such as employee records and contracts, use permission settings to restrict access to authorised personnel. Ensure that sensitive documents are secure while making general HR policies accessible to all employees.
4. Enable Version Control for Document Management
SharePoint’s version control feature allows users to track changes to documents and restore previous versions if needed. This is especially helpful when multiple team members are working on the same document, as it prevents confusion and keeps track of all revisions.
Example:
A project management team can enable version control for project plans and timelines. If changes are made by mistake, team members can easily revert to earlier versions, maintaining document accuracy.
5. Utilise SharePoint’s Search Functions for Efficient Retrieval
SharePoint’s powerful search capabilities allow users to quickly locate documents using metadata, keywords, or filters. By tagging documents with appropriate metadata, you improve the searchability of your content. Encourage employees to use search filters to speed up document retrieval.
Example:
A finance department can add metadata such as invoice number, client name, and fiscal year to each document. Employees can then filter search results by client or year, easily finding the files they need.
Real-World Example: Optimising SharePoint for Company-Wide Use
A global consulting firm optimised its SharePoint site by restructuring its document libraries and implementing metadata tagging and permission management. After implementing these changes, the company saw a 40% reduction in time spent searching for documents. Employees also reported improved collaboration due to effective access controls and document management.
Conclusion: SharePoint Best Practices for IT Managers
Organising your company’s information in SharePoint goes beyond simple document storage. By creating well-organised document libraries, applying metadata, managing permissions, and enabling version control, you can significantly improve your team’s ability to manage and retrieve information. Following these best practices ensures that your SharePoint site remains efficient and supports better collaboration across your organisation.
Start applying these tips today to optimise your SharePoint environment and improve your company’s productivity.
