SharePoint structure Best Practices in 2022

SharePoint Consulting

Recently, we have received several inquiries from customers who want help to “clean up” their SharePoint Development structure and Teams.
Over time, their SharePoint is buried in files, folders and accesses that no one can find anymore.

You think you just need a few folders with subfolders and that you don’t need help with that. But many find that SharePoint content structure can quickly become unmanageable and difficult to work with.

In this blog post, I’ll show you how clutter occurs in SharePoint solutions, how to avoid it, and what to do when the problem has already occurred.

Clutter in the structure of SharePoint

When a start-up company adopts Microsoft 365 , it is only natural that they want to start using SharePoint as soon as possible. You need a place to store documents, and SharePoint is already part of Microsoft 365.

The typical mistake we see our customers make is to just create a folder on the home page of SharePoint app. Afterwards, they create several folders on the home page. The company grows, you enter new areas and want to share documents with external users.

Here you can quickly lose control over which documents are located where and which documents are shared with whom. Instead, we recommend that you make a sketch of the structure you want in Excel, which consists of both pages and folders.

For example, what can you consider as sides?

It may make sense, for example, to create pages for different parts of the company – for example Start page, Administration, Sales and Projects.

On the pages you create folders. It is not certain that you will have many documents on all these pages in the beginning, but then you have created a structure with which the company can grow. In three years, you will most likely still be using the same structure.

It is entirely up to you which pages or folders you create – the important thing is that you have decided on a structure.

Clients who come to us for help with decluttering are usually given a completely new structure into which the files must be moved. Moving the documents to the new structure can be a time-consuming task. We therefore recommend that you create a sketch in Excel right from the start.

Clean up access and rights

Lately, we’ve been given several tasks that involve backing up user rights. We often see managers who share individual files with individual users. This means that you quickly lose track of what is shared with whom.

There is no quick fix to get the overview back

The only way to fix it is to clean up access on SharePoint online by going through each and every folder and file and checking who has access to it.

When we are tasked with cleaning up rights on SharePoint microsoft, we often start by deleting all access. We create the existing folder structure in Excel and specify who should have access. The Excel sheet shows all existing files and folders.

Create rights in SharePoint for groups

Once you’ve cleaned up, it’s time to get a handle SharePoint groups on who should have access to what. And here we are not talking about individuals.

‘Best practice’ when it comes to rights is to create a user SharePoint group which then gets access to folders. Individuals are then part of a user group.

Avoid giving access to individual files and folders to individual users. We often see that it works well to form rights group based on user roles. For example, management, administration, project managers, fitters, etc.

When you get a new employee, that person is added to their appropriate group and thus gets access to the necessary files and folders at once. And when the person stops again, access can be easily removed via the group.

It is much simpler to keep track of who has access to what when working with user groups. And it’s actually even better if you create groups directly in Microsoft 365.

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