Dos and Don'ts for SharePoint Intranets

SharePoint intranets are powerful tools for fostering collaboration and improving communication within an organization. However, to fully leverage the capabilities of SharePoint, it's crucial to understand the best practices and common pitfalls. Here’s a guide to the dos and don’ts of setting up and maintaining a SharePoint intranet.

1. Dos: Plan and Strategize

- Define Clear Objectives: Before deploying SharePoint, define what you aim to achieve with your intranet. Whether it's improving internal communications, managing documents, or streamlining processes, having clear goals will guide your implementation strategy.

- Engage Stakeholders: Involve users from various departments in the planning process. Their insights will ensure the intranet meets the diverse needs of the entire organization.

- Invest in Training: Provide comprehensive training to all users. An informed user base is crucial for successful adoption and utilization of the intranet.

2. Don'ts: Avoid Common Pitfalls

- Overcomplicating the Structure: Avoid creating an overly complex site structure which can confuse users and lead to poor adoption. Keep navigation intuitive and user-friendly.

- Ignoring User Feedback: Do not overlook the importance of feedback. Regularly solicit user input to refine and improve the intranet’s functionality and usability.

- Neglecting Governance: Without proper governance, your SharePoint intranet can become disorganized and ineffective. Establish clear rules regarding usage, content management, and responsibilities.

3. Dos: Emphasize User Experience

- Responsive Design: Ensure your SharePoint intranet is responsive and accessible on various devices, including smartphones and tablets. This increases accessibility for users on-the-go.

- Regular Updates: Keep the content fresh and relevant. Regular updates encourage users to return, enhancing the value of the intranet.

- Customization and Personalization: Tailor the SharePoint environment to meet the specific needs of your organization. Personalization can improve engagement and satisfaction among users.

4. Don'ts: Technical Oversight

- Underestimating Scalability: Do not underestimate the future growth of your organization. Ensure your SharePoint intranet is scalable and can adapt to increasing numbers of users and data volume.

- Skipping Regular Audits: Avoid the pitfall of "set it and forget it." Regular audits help identify and correct issues like outdated content, security vulnerabilities, and inefficiencies.

- Poor Integration: Do not isolate your SharePoint intranet from other tools and systems. Effective integration with other business applications enhances functionality and user experience.

Conclusion

Implementing a SharePoint intranet involves careful planning and ongoing management to avoid common pitfalls and maximize its benefits. By following these dos and don’ts, organizations can create a dynamic, efficient, and user-friendly intranet that supports their business objectives and enhances productivity.

This guide outlines foundational practices that should be considered when deploying and maintaining a SharePoint intranet to ensure it becomes a vital resource for your organization.