The Dos and Don'ts of SharePoint Intranet Apps and Web Parts

SharePoint is a powerful platform that offers a wide array of functionalities for creating and managing intranet sites. One of its key features is the ability to enhance these sites with custom apps and web parts. These tools can significantly boost productivity and collaboration if used correctly. However, there are best practices and common pitfalls to be aware of. This article will guide you through the dos and don'ts of using SharePoint intranet apps and web parts.

Understanding SharePoint Intranet Apps and Web Parts

Before diving into the dos and don'ts, it's important to understand what SharePoint intranet apps and web parts are:

1. Intranet Apps: These are custom or third-party applications that can be integrated into SharePoint to provide additional functionality. Examples include project management tools, social media connectors, and workflow automation apps.

2. Web Parts: Web parts are modular components that can be added to SharePoint pages to display content or provide interactive features. Examples include calendars, document libraries, image galleries, and news feeds.

Do: Plan and Strategize

Effective use of SharePoint apps and web parts begins with careful planning and strategy:

1. Identify Business Needs: Start by identifying the specific business needs and objectives that the apps and web parts will address. This ensures that the tools you choose align with your organizational goals.

2. Evaluate Options: There are numerous apps and web parts available. Evaluate them based on functionality, user reviews, and compatibility with your existing SharePoint environment.

3. Create a Roadmap: Develop a roadmap for implementation. This should include timelines, key milestones, and responsibilities to ensure a structured and efficient rollout.

Don’t: Overcomplicate the User Experience

While it's tempting to add numerous apps and web parts to enhance functionality, this can lead to a cluttered and confusing user experience:

1. Keep It Simple: Prioritize simplicity and ease of use. Only add apps and web parts that provide clear value to users.

2. Avoid Redundancy: Ensure that there is no overlap in the functionality of the apps and web parts you use. Redundant tools can confuse users and complicate maintenance.

3. User-Centric Design: Design your SharePoint pages with the end user in mind. Organize content logically and make navigation intuitive.

Do: Test Thoroughly

Testing is a critical step in ensuring that your apps and web parts function correctly and meet user expectations:

1. Conduct User Testing: Involve a group of users in testing the apps and web parts before full deployment. This helps identify any usability issues and gather feedback.

2. Performance Testing: Ensure that the apps and web parts perform well under various conditions. Check for load times, responsiveness, and compatibility with different devices and browsers.

3. Security Testing: Verify that the apps and web parts comply with your organization’s security policies and do not introduce vulnerabilities.

Don’t: Ignore Maintenance and Updates

Maintenance and regular updates are essential to keep your SharePoint intranet running smoothly and securely:

1. Regular Updates: Keep all apps and web parts up-to-date with the latest versions. This ensures you benefit from new features, bug fixes, and security patches.

2. Monitor Performance: Continuously monitor the performance of your apps and web parts. Use analytics and feedback to identify any issues and address them promptly.

3. Backup and Recovery: Implement a robust backup and recovery plan. Regular backups ensure that you can quickly restore your SharePoint environment in case of data loss or corruption.

Do: Provide Training and Support

For your SharePoint intranet to be effective, users need to be comfortable and proficient in using the apps and web parts:

1. Comprehensive Training: Offer comprehensive training sessions for users. Cover the basics as well as advanced features to ensure everyone can make the most of the tools.

2. Create Documentation: Provide clear and accessible documentation. This should include user guides, FAQs, and troubleshooting tips.

3. Ongoing Support: Establish a support system to assist users with any issues or questions they may have. This could include a helpdesk, user forums, or dedicated support staff.

Don’t: Neglect Governance and Compliance

Ensuring that your SharePoint environment adheres to governance and compliance standards is crucial:

1. Governance Policies: Develop and enforce governance policies for the use of apps and web parts. This includes guidelines on installation, usage, and management.

2. Compliance Requirements: Ensure that all apps and web parts comply with relevant regulatory requirements and standards, such as GDPR or HIPAA.

3. Audit Trails: Maintain audit trails to monitor changes and access to critical data. This is important for security and compliance auditing.

Summary

SharePoint intranet apps and web parts offer powerful ways to enhance your intranet’s functionality and user experience. By following these dos and don'ts, you can effectively leverage these tools while avoiding common pitfalls. Proper planning, testing, maintenance, and user support are key to maximizing the benefits of SharePoint apps and web parts, ensuring a productive and efficient intranet environment for your organization.