SharePoint is a powerful platform that enhances team collaboration, document management, and workflow efficiency. Setting it up for your team might seem daunting, but with these straightforward steps, you’ll have your SharePoint environment up and running smoothly in no time.
Setting up a SharePoint site is straightforward with Microsoft’s platform. To start, you will need a Microsoft 365 account to set up SharePoint because you will need your Microsoft 365 credentials to sign in.
1. How to Plan Your Sharepoint Dashboard
Before diving into SharePoint setup:
Identify your team’s needs: Understand what your team needs from SharePoint, such as document sharing, project management, or team communication.
Plan your structure: Decide on the site structure, libraries, lists, and permissions. Consider creating a site hierarchy that mirrors your team’s workflow.
2. How to create a SharePoint Site
To set up a new site:
Step 1. Log in to SharePoint:
Open your web browser and log in to Microsoft365 with your Microsoft 365 credentials.
From the home page, in the top right hand corner, select the Microsoft 365 App Launcher and then select SharePoint.
You can see it at Point A Below. Note if you can’t find Sharepoint, then search for it in the search bar shown at point B.
Step 2. Create a New Site:
Once you are in Sharepoint click on the "Create New Site" button.
Choose the type of site that best fits your needs: Team site (for collaboration) or Communication site (for broadcasting information)
Enter a site name, description, and privacy settings. Select "Next".
Step 3. Configure Site Settings:
Choose the site’s classification and permissions.
Add owners and members who will have access to the site.
Click "Finish" to create the site.
3. How to Set Up Document Libraries in Sharepoint
To create and manage document libraries:
Step 1. Navigate to Your Site:
Go to the site you created.
Step 2. Create a Document Library:
Click on "Site contents" in the left-hand menu.
Select "New" and then "Document library".
Select what type of library you are creating.
Enter a name and description for it, then click "Create".
Step 3. Configure Library Settings:
Go to the document library you created.
Click on "Library settings" (usually found in the settings gear icon).
Set up permissions, versioning, and other preferences as needed.
4. How to organise Your Site with Lists and Pages in Sharepoint
To create lists and pages:
Step 1. Create Lists:
Navigate to "Site contents".
Click "New" and then "List".
Decide on what type of list you want.
Then enter a name and description, then click "Create".
Customise the list by adding columns and defining data types.
Step 2. To Add Pages, the process will be exactly the same as the process above, except you will select “Page”
Go to your site’s home page.
Click on "New" and then "Page".
Choose a template or start with a blank page.
Add web parts to the page, such as text, images, or document links, and click "Publish" when finished.
5. How To Set Sharepoint Permissions and Access Controls
To manage who can access your site and content:
Step 1. Go to Site Permissions:
Click on the "Settings" gear icon and select "Site permissions".
Step 2. Adjust Permissions:
Click "Invite people" to add new users.
Assign appropriate permission levels (e.g., Read, Edit, Full Control) based on their roles.
Step 3. Configure Advanced Settings:
For more granular control, click on "Advanced permissions settings" to manage permissions for specific lists, libraries, or folders.
6. Customise and Optimise Your SharePoint Site
To tailor SharePoint to your team’s needs:
Step 1. Add Web Parts:
Use web parts to add functionalities like calendars, task lists, and news feeds to your pages.
Click "Edit" on a page, then use the "Add a Web Part" option.
Step 2. Set Up Alerts and Notifications:
Go to the document library or list where you want to set up alerts.
Click on "Alert Me" and configure the alert settings to receive notifications about changes.
Step 3. Integrate with Other Tools:
Connect SharePoint with other Microsoft 365 tools like Teams, OneDrive, and Outlook for seamless workflow integration.
What Are The Next Steps Once You've Setup SharePoint?
7. Train Your Team
Effective training is crucial for ensuring that your team can use SharePoint efficiently and take full advantage of its features. Here’s how to get started:
Provide Comprehensive Training:
Live Sessions: Host interactive training sessions that cover the basics such as navigation, document management, and collaboration features. Include Q&A segments to address specific team queries.
Self-Paced Learning Resources: Create or share video tutorials, infographics, and step-by-step guides that team members can refer to at their own pace.
Hands-on Workshops: Organise workshops where team members can practice using SharePoint features, such as creating and managing document libraries, setting permissions, and using version history.
Develop Clear Documentation:
Create a User Manual: Develop a detailed user manual that outlines the key functions of SharePoint. Include screenshots and use simple language to explain each process.
FAQs and Troubleshooting Guides: Address common issues and questions that may arise, helping users to resolve problems independently.
Highlight Core Features:
Document Management: Teach team members how to upload, organise, and manage documents, as well as the benefits of using metadata for efficient searching.
Collaboration Tools: Show how to use features like co-authoring, version history, and commenting to streamline teamwork and document reviews.
Integration with Microsoft Teams: Demonstrate how to integrate SharePoint with Microsoft Teams for seamless collaboration and communication.
Encourage Best Practices:
Document Naming Conventions: Establish and enforce standardised naming conventions to make documents easy to locate and understand.
Version Control: Educate your team on the importance of version control to prevent data loss and confusion over document edits.
Folder and Metadata Usage: Guide users on when to use folders versus metadata for organising files to maintain a clean and efficient structure.
Create a Support System:
Designate Power Users: Identify a few team members as SharePoint “champions” who can provide on-the-spot support and escalate issues as needed.
Feedback Loop: Establish a channel for team members to provide feedback on the SharePoint setup and suggest improvements.
8. How to Monitor and Maintain Your SharePoint Site
Ongoing maintenance is key to ensuring that your SharePoint site remains functional, secure, and useful for your team. Here’s what to focus on:
Regularly Review Permissions:
Audit User Access: Schedule regular reviews (e.g., quarterly) to audit user permissions and ensure that only authorised personnel have access to sensitive data and areas of the site.
Use Permission Levels Wisely: Implement different permission levels (e.g., read-only, contribute, full control) to manage access appropriately based on user roles.
Update Content and Site Structure:
Content Refresh: Periodically review the content stored on SharePoint to remove outdated documents, update important files, and archive information that is no longer relevant.
Reorganise Based on Feedback: Use team feedback to reorganise site structure, libraries, and navigation menus. Make it intuitive for users to find what they need.
Utilise Hub Sites and Site Collections: If your organisation grows, consider using Hub Sites to connect related sites, making it easier to navigate between different areas.
Monitor Usage and Performance:
Track Site Usage: Use SharePoint’s built-in analytics tools, such as the Site Usage page and Microsoft 365 Admin Center, to monitor user activity, popular content, and engagement levels.
Identify Improvement Areas: Look for underused features or content and identify reasons for low engagement. Adjust training or site structure as needed to improve usability.
Set Up Alerts and Notifications: Use SharePoint alerts to stay informed about changes in site structure, new uploads, or modifications to critical documents.
Optimise for Performance:
Manage Site Storage: Regularly check storage usage and clear out unnecessary files. Use external sharing options wisely to avoid storage limits.
Optimise Search Functionality: Configure search settings to ensure users can find documents easily. Use managed properties and search scopes to fine-tune results.
Check for Site Errors: Regularly review site health using the SharePoint Health Analyser or similar tools to catch and fix issues before they impact users.
Ensure Security and Compliance:
Data Loss Prevention (DLP) Policies: Implement DLP policies to protect sensitive information and ensure compliance with organisational standards.
Backup and Restore: Regularly back up your SharePoint data and test restore procedures to ensure data can be recovered in case of accidental loss or corruption.
Stay Updated: Keep track of updates and new features in SharePoint. Apply updates as needed to ensure your site is secure and running optimally.
By following these steps, you can effectively set up SharePoint for your team, enhance collaboration, and streamline your workflows. Read about how we implemented Sharepoint for our client, Kuiper, here. It helped them close security gaps and improve team productivity.
Transform Your Document Management with SharePoint
Ready to streamline collaboration, enhance document management, and boost productivity with SharePoint? Whether you're looking to simplify workflows or ensure compliance, we’ve got the solutions for you.
Contact Superior IT today to learn how our SharePoint implementation services can optimise your business operations.
Call us at 1300 93 77 49 or email info@superiorit.com.au to schedule a free discovery call with our SharePoint experts.
