Is Your SharePoint Document Management A Mess? Here’s What to Do
SharePoint isn't just another document management tool. It's one of the top choices for businesses to keep their files in order because of its user-friendly features. From storing large amounts of data to making team work a breeze, SharePoint is the go-to for company file systems. However, to truly benefit from it, you need a solid game plan for how you'll use SharePoint for streamlined data management.
Setting Up for Success
When companies first shift to SharePoint, they sometimes dump all their files into one place, like moving everything from a computer to one big folder in SharePoint. This is a bit like tossing all your paper files into one big drawer without any folders.
Doing this misses out on SharePoint's power. SharePoint is designed to help you neatly organize and categorize your files, not just store them. Just as you'd sort papers in a filing cabinet using tabs, labels, and sections, you should think similarly about your digital files on SharePoint. This document management platform has nifty tools to help you find files faster and organize them in smarter ways. If you just transfer files over and call it a day, you're missing out. A bit more effort in setting things up can make everyone's life easier in the long run.
First, You Have to Know What is What
Before diving into organizing, get a clear picture of how you want things laid out. Here's a simple breakdown:
Document Center: Think of this as the main drawer or cabinet. It's the big umbrella under which everything sits. This could either stand alone or be a part of a bigger set-up.
Document Libraries: These are like individual shelves or sections within your main drawer. You can have as many as you need. For example, you might have one for each team in your company or for different clients you serve. They hold everything related to that particular group or topic.
Folders: Inside those libraries or sections, you can have folders. So, in a library for a specific team, you could have folders for each project they're working on. Or in a client library, you could sort folders by project type, invoices, orders, and so forth.
Files: These are the actual documents. They sit inside those folders. Each file in a folder should have some connection, like being of the same type or relating to the same client or project.
Common Misconceptions of SharePoint dispelled here!
7 Best Practices for Successful SharePoint Organization
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Categorize Documents
- Sort files based on type, department, or topic.
- Identify common document types and label them clearly.
- Consistency is key. Make sure everyone knows how to label files.
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Use Metadata
- Metadata helps describe your files, like the creator or relevant keywords.
- Add columns for this data, and you can quickly sort or filter files.
- It’s like adding tags to photos – it helps you find them faster.
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Create Folders
- Think of them as digital drawers.
- Make folders in a few steps: Choose location > Click “New” > Select “Folder” > Name it > Add files in.
- Keep folder names clear and to the point.
- Try not to bury folders too deep within other folders.
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Utilize Views
- Customize how you see your files in SharePoint.
- Sort by different criteria, create views for certain teams, and add features like Calendars.
- It’s like customizing your workspace view for maximum efficiency.
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Consistent Naming
- Use clear file names that reflect content.
- Maybe add details like date or project type.
- Think of it as naming photos – “BeachTrip_2023” is better than “IMG_12345”.
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Regular Maintenance
- Keep your digital space tidy.
- Remove old files, check for duplicates, and set size limits.
- It's a bit like spring cleaning but for your files.
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Train & Communicate
- Train staff on SharePoint best practices.
- Discuss how to organize and get feedback.
- Keep everyone on the same page to make file access smoother.
Don’t Want to Deal with SharePoint Document Management on Your Own?
Companies navigating the vast waters of SharePoint document management don't have to sail solo. Net-Tech offers a holistic approach to data management, designed to ensure businesses operate efficiently, compliantly, and securely. Instead of merely patching up your existing system, Net-Tech reimagines SharePoint sites, tailoring them to your unique file-sharing needs. This not only guarantees cohesiveness within your organization, but also creates the foundation of your data infrastructure.
How we transformed our clients’ data management system from a mess to a success:
“We were experiencing slow response times from our IT provider and our files were a mess! We were working with multiple people from their team, which led to a disorganized system. We were never sure where information was stored. We weren’t happy with the direction they were providing.
Three years ago we switched to Net-Tech who gave us one standardized system for organizing our files. Now, everyone across our organization understands how the system is laid out and how to use it effectively. Since partnering with Net-Tech, we not only have a better file system, but our security is stronger, our remote workforce is better equipped, and we have more confidence in our technology.”
- Brian, Village Life Homes
Lean on Net-Tech for Document Management in SharePoint
By partnering with Net-Tech, organizations can unlock a wealth of benefits: from cost-effective solutions that negate the need for an in-house IT team, to enhanced security measures that shield against data breaches, and even expedited employee onboarding processes. With Net-Tech on your side, you can transform your data from a headache and potential liability into a powerful asset, all while enjoying continuous support and room for growth.
Reach out to Net-Tech today and let’s discuss your SharePoint document management needs.
