Collaboration with SharePoint Intranet: Best Practices and Tools

In modern work environments, effective collaboration is essential for organizational success. Microsoft SharePoint intranets serve as powerful platforms to facilitate seamless communication, document management, and teamwork. This blog post explores best practices and tools to enhance collaboration using SharePoint intranets.

Benefits of SharePoint Intranet

Implementing a SharePoint intranet offers numerous advantages that can significantly enhance an organization’s internal operations and collaboration. Key benefits include:

• Centralized Information Hub: A SharePoint intranet serves as a unified platform where employees can store, manage, and access business documents and information. This centralization reduces time spent searching for files and ensures that everyone has access to the latest versions of documents.
• Enhanced Collaboration: SharePoint facilitates real-time collaboration through tools like Microsoft Teams and OneDrive, allowing employees to work together seamlessly from any location.
• Seamless Integration with Microsoft 365: SharePoint integrates effortlessly with Microsoft 365 applications, including Outlook, Teams, and Planner, creating a cohesive digital workspace.
• Customizable and Flexible Design: Organizations can tailor their SharePoint intranet to meet specific business needs using various templates, web parts, and third-party apps. 
• Mobile Accessibility: With responsive design and mobile apps, SharePoint intranets ensure that employees can access information and collaborate on-the-go. 
• Robust Security and Compliance: SharePoint offers advanced security features and compliance tools to protect sensitive data and meet regulatory requirements. 
• Improved Document Management: SharePoint provides robust document management capabilities, including version control, metadata tagging, and advanced search functionality. Workflow Automation: By automating repetitive tasks and approval processes, SharePoint streamlines workflows and reduces manual effort.

Best Practices for SharePoint Intranet

Develop an Information Management and Governance Strategy

A well-defined information management and governance strategy ensures that information is relevant, organized, and easily accessible:

• Identify Target Audience: Understand the needs of different user groups to tailor content accordingly.
• Define Content Types: Establish categories such as news, policies, and training materials to streamline information management.
• Implement Governance Models: Set clear guidelines for content creation, approval, and maintenance to maintain consistency and accuracy.

Design an Intuitive User Experience

An intuitive design is crucial for a SharePoint intranet, as it significantly enhances user engagement and simplifies navigation. By focusing on a user-friendly interface and incorporating visual elements, organizations can create an intranet that is both functional and appealing.Key considerations include:

• Clear Language and Logical Site Structures: Utilize straightforward language and organize content into logical categories. This approach helps users navigate the intranet efficiently without confusion.
• Consistent Navigation: Implement a uniform navigation system across all pages. Consistent menus and links reduce the learning curve and make it easier for users to find resources. 
• Responsive Design: Ensure the intranet is accessible on various devices, including desktops, tablets, and smartphones. A responsive design adapts to different screen sizes, providing a seamless experience for all users.

• Brand Consistency: Apply the organization’s color schemes, logos, and fonts consistently throughout the intranet. This reinforces brand identity and creates a cohesive look and feel. 
• Use of Images and Icons: Integrate relevant images and icons to break up text, illustrate concepts, and guide users. However, it’s important to use them sparingly to avoid overwhelming users.
• Visual Hierarchy: Employ design principles that highlight important content through size, color, and placement. This guides users’ attention to key information and actions.

Implement Robust Search Functionality

Efficient search capabilities are essential for enhancing user experience and productivity within a SharePoint intranet. By optimizing the search engine and implementing filters and facets, organizations can ensure that users quickly find relevant information. Some best practices for optimizing SharePoint’s search settings include:

• Index Relevant Content: Ensure that all pertinent content is indexed to appear in search results. Exclude obsolete or irrelevant data to maintain result quality. Regularly updating the search index reflects the most current information.
• Customize Search Schema: Tailor the search schema by mapping crawled properties to managed properties, making specific metadata searchable. This customization allows users to search using metadata fields like “Project Name” or “Department,” enhancing result relevance. 
• Implement Query Rules: Set up query rules to promote or demote results based on specific conditions. For instance, frequently accessed documents can be prioritized, ensuring they appear at the top of search results.

• Add Refiners to Search Results: Incorporate refiners such as document type, author, or modification date to help users narrow down results. Configuring the Refinement Web Part allows for the display of custom refiners tailored to organizational needs.
• Utilize Managed Metadata: Implement a centralized Term Store with predefined tags and keywords. Consistent metadata usage across libraries and lists enhances search accuracy and enables effective filtering.
• Create Custom Search Verticals: Develop search verticals for specific content categories like people, documents, or news. This approach allows users to focus their searches within particular areas, improving efficiency.

Leverage Integration with Microsoft Products

Integrating SharePoint with other Microsoft tools and third-party applications significantly enhances collaboration, streamlines workflows, and centralizes information management. Several key integrations can further optimize your SharePoint intranet:

• Microsoft OneDrive: OneDrive for Business integrates seamlessly with SharePoint, allowing users to store, sync, and share documents across devices. This integration ensures that files are accessible both online and offline, promoting flexibility and continuous productivity.

• Microsoft Power Apps: Power Apps enables the creation of custom applications that connect to SharePoint data. Users can develop tailored solutions, such as forms or task management apps, that interact directly with SharePoint lists and libraries, enhancing data collection and process automation.

• Microsoft Power BI: Integrating Power BI with SharePoint allows for the visualization of data through interactive reports and dashboards embedded directly into SharePoint pages. This integration provides real-time insights and supports informed decision-making by displaying key metrics within the intranet environment.

• Microsoft Outlook: SharePoint’s integration with Outlook streamlines email communication by enabling users to attach SharePoint files to emails and access documents directly from their email client. This connection facilitates efficient document sharing and collaboration without leaving the Outlook interface. 

• Third-Party CRM Systems (e.g., Salesforce): Integrating SharePoint with CRM systems like Salesforce allows for the synchronization of customer data and documents. Sales teams can access client information and related documents stored in SharePoint directly from the CRM interface, improving efficiency and data consistency.

• Project Management Tools (e.g., Trello, Asana): Connecting project management tools with SharePoint centralizes communication and document collaboration. Teams can link tasks and projects to relevant SharePoint documents, ensuring that all project-related information is easily accessible.

• Accounting and Finance Software (e.g., QuickBooks, Xero): Integrating accounting software with SharePoint enhances financial data management by automating workflows and reducing manual data entry. Nexinite’s Automated Accounts Payable (AP) solution exemplifies this integration by leveraging Microsoft 365 tools to streamline invoice processing and approval workflows. This approach not only improves efficiency but also ensures data accuracy and compliance within the SharePoint environment.

Establish a Governance Model

Establishing a clear governance model is essential for maintaining an organized and secure SharePoint intranet. This model should encompass well-defined roles, responsibilities, policies, and guidelines to ensure effective management and compliance.

Clearly delineating roles and responsibilities ensures accountability and efficient management of the intranet:

• Governance Committee: A cross-functional team comprising representatives from IT, Communications, HR, and other key departments. This committee is responsible for establishing and enforcing governance policies, approving site architecture, and reviewing SharePoint usage, security, and compliance.
• SharePoint Administrator: Manages technical aspects, including permissions, site settings, and overall system health.
• Content Owners: Individuals assigned to specific sections or pages, responsible for content accuracy, relevance, and timeliness.
• Site Owners: Oversee the management of individual sites, ensuring adherence to governance policies and facilitating user support.
• Compliance Officer: Ensures that the intranet complies with organizational policies and external regulations, conducting regular audits and assessments.

Establishing comprehensive policies and guidelines is crucial for maintaining order and security within the intranet:

• User Permissions and Access Control: Implement a permissions framework that adheres to the principle of least privilege, granting users the minimum access necessary for their roles. Regularly review and adjust permissions to align with organizational changes.
• Security and Compliance Measures: Develop policies to protect sensitive information, including data classification, retention schedules, and compliance with regulations such as GDPR or HIPAA. Regular security audits and monitoring help identify and mitigate potential risks.
• Site Creation and Usage Guidelines: Establish criteria for creating new sites, including approval processes and naming conventions. Provide clear guidelines on site usage to prevent sprawl and ensure alignment with business objectives.

Provide Training and Support

Educating users is essential to maximize the potential of your SharePoint intranet. A structured approach to training and ongoing support ensures users can effectively navigate and utilize the platform. Begin with tailored training sessions that address various user needs. Utilize a mix of training methods, such as interactive workshops, video tutorials, and hands-on exercises, to cater to different learning preferences. Providing clear, step-by-step guides can also help users understand and retain information. 

Additionally, continuous support is vital for maintaining user engagement and addressing challenges:

• Resource Development: Create easily accessible resources like FAQs, user manuals, and quick-reference guides to assist users in resolving common issues independently.
• Helpdesk and Support Channels: Establish dedicated support channels, such as a helpdesk or support team, to provide prompt assistance for more complex queries or technical problems.
• Feedback Mechanisms: Encourage users to provide feedback on their experiences and challenges with the intranet. Regularly reviewing this feedback allows for continuous improvement and adaptation to user needs.

Monitor Performance and Usage

Regular monitoring of your SharePoint intranet is essential for identifying areas of improvement and ensuring it meets user needs. By analyzing usage metrics—such as page views, unique visitors, and time spent on pages—you can gauge user engagement and content effectiveness. For instance, tracking the number of views and visitors helps determine which content resonates with employees, while monitoring average time spent on the intranet indicates overall engagement levels. 

Additionally, implementing feedback mechanisms like surveys, polls, and suggestion boxes allows users to provide insights into their experiences, highlighting potential enhancements. Regularly collecting and analyzing this feedback fosters a culture of continuous improvement, ensuring the intranet remains a valuable and user-friendly resource. 

Conclusion

By implementing these best practices and leveraging SharePoint’s robust tools, organizations can develop an intranet that fosters effective collaboration, enhances productivity, and supports business objectives. Nexinite specializes in creating customized, SharePoint-powered digital workplaces tailored to your organization’s unique needs. Our Modern Intranet solutions are designed to improve internal communications, streamline business processes, and enhance collaboration across your organization. Contact us today to learn how Nexinite can help you build a modern intranet experience with the Microsoft tools you already own.