Do you need a SharePoint analysis to improve your implementation?

Digital collaboration and document management are powerful business practices. In this article we will see how to perform a sharePoint analysis to get the most out of it.

Why SharePoint analytics is essential

Microsoft’s SharePoint solution has become very popular for enterprise document management and collaboration work. However, to get the most out of this platform, an in-depth analysis is essential.

Before going into detail, it is important to understand why a prior SharePoint consulting is critical in any organisation. With this preliminary examination we will achieve:

1. Identify inefficiencies: We will know which areas of our current implementation may not be working efficiently and need improvement.
2. Optimize user experience: By understanding user needs and challenges, we can customize SharePoint to make it easier and more effective to use.
3. Securing security: It may seem redundant, but it is something very necessary when we are working with data. Assessing the security of our information and documents in the solution ensures that they are adequately protected; It should not be forgotten that, beyond the economic losses, this aspect is highly regulated by national and international standards.
4. Improve collaboration: Identify obstacles in this aspect and create solutions that allow our team to work more effectively.

How to perform an effective SharePoint analysis

Implementation improvement will only be achieved if these processes are carried out properly. There is no point in spending time and money on an analysis that is not carried out by professionals. Below we offer some key steps to carry out rigorous work.

1. We need to define clear objectives. Before starting, the team members involved need to set clear goals and objectives for the analysis; In order to do this, it is a good idea to answer the following question: what do we hope to achieve with this evaluation? The answer may include improved collaboration, increased productivity or the implementation of specific features.
2. Review current configurations and customisations. If you have been working with this tool for some time, you probably already have existing configurations and customisations in your implementation. It is good to pay attention to certain basic elements. These include site structure, permissions, workflows and any custom code. Once checked, identify what works well and what needs improvement. The idea is not to start from scratch, but to increase efficiency.
3. Collect user feedback. No analysis can beat the direct knowledge and experience of users. Don’t forget to conduct surveys, interviews or workshops to gather feedback from people about their experience with the tool. This will reveal real challenges and opportunities for improvement.
4. Evaluating performance. Check the performance of the system already installed. It includes aspects such as page loading speed and platform availability. Performance problems can affect efficiency and user satisfaction.
5. Assessing safety and compliance. All digitally shared data and documents must be adequately protected. This platform is no exception and its content must comply with current security and privacy regulations. Permissions and security policies should be evaluated.

Improving implementation, step by step

In addition to the above, the content of our solution needs to be revised for the implementation to improve. To do this, it is necessary to analyse the data we have and to know how it is stored, shared and managed with this tool. The data structure and information flows may need to be optimised for better organisation.

It is also necessary a review of the integrations and plug-ins that have been used in the implementation. They all need to be up-to-date and relevant to business needs. It is also possible to do without them and leave this space free for things that are necessary and up to date.

In addition to this we must not forget:

• Identify specific challenges that may be negatively affecting productivity and collaboration. This could include lack of preparedness, user adoption problems or technical limitations.
• Designing customised solutions. Once we have identified what the challenges and opportunities are, we need to work on designing solutions just for the business. This could include reconfiguring workflows, creating additional sites or implementing new features.
• Finally, let’s not forget to implement changes gradually, but without making massive changes immediately. It is better to do it little by little, along with constant monitoring of its impact. This allows for adjustments and adaptations as required.

SharePoint analysis tools

To carry out a cash analysis of SharePoint, we can use tools such as:

• Performance analysis: These solutions allow us to evaluate the performance of this application and identify bottlenecks.
• Online surveys and forms: Using tools such as Microsoft Forms or SurveyMonkey will allow us to collect user feedback efficiently.
• Audit: The internal control that the solution has will provide us with information about the access and use of documents.
• Security tools: Assessing security with tools like Azure Security Center ensures we are compliant with security regulations.
• Data analysis tools: These types of solutions allow us to know the efficiency of our workflows and the data structure in the system.

A SharePoint analytics is an essential practice for any organisation looking to improve its efficiency, collaboration and data management. Through in-depth analysis, we can identify inefficiencies, optimise the user experience, ensure data security and ultimately take the implementation to the next level. In this article we have shared the key steps to carry out effective analysis and the tools that can help in this process. Continuous improvement is essential, and such an analysis should be a regular practice in any organisation to keep abreast of changing business and user needs.