Organizing Your SharePoint with Proper Governance

SharePoint is an integral part of many businesses, helping site administrators manage their content with ease. That said, managers who are put in charge of maintaining Microsoft SharePoint need to have governance rules in place to ensure that their information does not become disorganized and turn into a chaotic mess.

Administrators can help keep their SharePoint organized and CMS running efficiently by adhering to the following five governance tips:

  1. Establish (and Preserve) Open Communication

As a SharePoint administrator, your job isn’t only to make sure the platform works. You’re also responsible for keeping a consistent dialogue open with your co-workers regarding its usability and performance. By keeping the communication lines open, you will be able to better manage when users make changes, what changes need to be made and ensure that the entire system stays organized. Thanks to Yammer’s integration into the latest Microsoft update, this task is much easier…

  1. Automate SharePoint

One of SharePoint’s features is called Workflow, which an administrator can implement to handle all requests, from access and suggestions to issuing reports and item recovery requests.

  1. User Accountability

As administrator, you are responsible for making sure other SharePoint users are held accountable for certain aspects of their SharePoint usage. These aspects include how much storage space they use, the expiration date(s) for components and limits for uploading (to name a few). Luckily, most of this can be handled by implementing Workflow.

  1. Set Up (and Use) an Archive

Your components and content will get old as time goes by. Periodically, this content will need to be phased out. One suggestion is to establish an expiration date for when content is no longer fresh. This information should be archived to ensure that your SharePoint environment does not become too stagnant.

  1. Monitor Activity Levels

Paying attention to the activity your pages receive can be a great indication of when a certain project or subpage is no longer useful to your co-workers. If you monitor these activity levels, you can identify when it’s time to archive or delete certain information. You can also set up alerts for this in Workflow.

In addition to these steps, to achieve proper SharePoint governance there are also some definite don’ts. Here are some SharePoint management practices you should avoid:

  • DON’T Let Just Anyone Delete Data

In order to make sure there are not accidental deletions, you should have policies that specify when certain people are allowed to delete information from SharePoint and why. Ideally, this person or group of people will be an owner of the site or someone with similar permissions. Alternatively, you can also provide employees with lessons on how to recover information.

  • DON’T Fail to Tag Content

When adding content to SharePoint, make sure to include tags as it goes into the environment. This simple step will save you from having standalone or lost content.

  • DON’T Rely on InfoPath. 

Microsoft will soon be retiring InfoPath; therefore, you should avoid using it because you’ll just have to replace it down the road. Instead, you can start using Microsoft Access.

  • DON'T Customize for its own Sake

Unfortunately, Microsoft Azure is not very accepting of in-depth customization. Customized codes don’t always play well with the updates, which can lead to the site crashing.

  • DON’T Resort to Sandbox Solutions 

There may be instances where you have to customize your SharePoint. If this happens, you should always turn to the new model for the app instead of turning to a sandbox solution. Sandbox codes typically execute in isolation; however, Microsoft will not execute them because they are not real code.

For more SharePoint management best practices, visit our SharePoint resources page and blog, or contact a SharePoint consultant at Innovative Architects today.