5 Areas of Consideration for SharePoint Enhancements
As with any set of tools, we have often acquired them out of need, as a gift, or perhaps even just inherited them. Tools have always created a paradigm shift in our mentality that enables us to believe that with a bit of skill, ability, and vision, we can strive to make something better … even if it’s just a little bit. In a way, we think of tools as our ally, perhaps a weapon of choice to accomplish a driving objective or perhaps just to sustain what we are currently doing. However, with any tool (or technology), we have to ask—what will we gain with these enhancements?
SharePoint has become a vital tool in many organizations’ proverbial toolboxes—that concept, in fact, is the real challenge. Even as SharePoint may be the technology of choice, the decisions about when and where to use it are always situational. SharePoint as a platform, and when viewed as part of a toolbox, enables organizations to think differently. The flexibility and adaptability of the platform enables you to begin to think outside of the box; organizations begin to think in the context of the “art of the possible.” However, Summit 7 Systems’ resident MVP Ben Curry says, “When we think of where we should look to enhance SharePoint, we should instead have enhancement areas we look to first.”
When you are considering what enhancement we could make in SharePoint, we must first consider 5 areas to see if we should:
1. If Possible, Don’t! (At Least Not Yet)
SharePoint and SharePoint Online are both very broad products with a deep technology stack. There are many capabilities that are native within the platforms. Oftentimes, we see enhancements occurring or those that have occurred because there was not enough knowledge of the entire platform. Start with requirements, understand the capabilities of the tools, and ensure that you are making the best-educated decisions. The first question we need to ask when customizing or enhancing SharePoint is, “Why?” Focus on “out of the box” -> ISV tools next -> customization last. ISV toolsets often provide upgrade and migration support and pathways for future enhancements—remember, your own customizations result in your own support.
2. Process First—Support and Enable Change
When evaluating when and where to enhance SharePoint, invest the time and resources to support change leaders and their needs. Change leaders are within each organization and are known for leading by example and getting things done—identify change leaders for each milestone and project. When you support the change leaders, others will follow. Remember, change leaders set the gold standard for innovation and are often focused on driving the organization forward. Investing your time and energy with those who drive change can provide the “juice” needed to get a project done correctly and across the goal line. Lastly, resist enhancements from users that offer no real efficiency and are not supported by change leaders. When we look for enhancements, we focus on the pains and solving the right problems—forms and workflows are great starting points for putting the process first. Consider extending into digital signatures from there, and leverage technologies that integrate seamlessly—Nintex and DocuSign are two great examples of ISVs that when used together, can enhance SharePoint easily while producing massive and continual value.
3. UX—Your Audience Demographics Matter
Before you “enhance” the UX, make sure you are truly catering to your workforce demographic: new, old, and transformational. The UX enhancements should be multigenerational; a great example is the use of folders or metadata. These types of solutions will require help for one side of the spectrum or the other, and as such, your support team and implementation team should understand where these dependencies are and have a transformation plan that includes training, communication, and following good principles of change management such as ADKAR.
4. Governance and Security Tools—Mitigate Risks, Manage Perception
Another enhancement area often needed, but sometimes considered an afterthought, is the topic of Governance and Security. There are many reporting capabilities with SharePoint and SharePoint Online. Microsoft is continually working to make updates to the reporting and analytics within Office 365, so it is imperative to understand what is available and then to evaluate your Governance and Security reporting gaps. Ultimately, you want to ensure that by enhancing your Governance and Security capabilities, you are doing two primary functions: 1) mitigating risk, and 2) managing the perception for all stakeholders between perceived and actual cloud concerns.
5. Search and Machine Learning—Learning and Advancing
The power of the cloud has enabled organizations to transform information into dynamic intelligent assets. These intelligent assets, when combined with cloud platforms, provide rich integrations that will allow you to drive content from interpretive patterns that are based on real data. By tapping into search and machine learning capabilities, your organization will begin to truly integrate the Point of Need and the systems of engagement. Search and machine learning are advancing at such a rapid pace that organizations should understand the competitive advantage that can be obtained through their intelligent assets.
Enhancing SharePoint is more than just adding a feature and buying new tools—it’s about making conscious decisions in focused areas that integrate business objectives with operational and functional capabilities, without increasing systemic or organizational risks.
We are a Microsoft Gold Cloud Productivity Partner with competencies in Business Process Automation, Collaboration, and Content Management Solutions.