Like the two sides of a coin, everything in our life has pros and cons. This applies to platforms like SharePoint as well. While we have often sung praises about SharePoint and how it makes collaboration and productivity much more manageable, it’s essential to acknowledge that it can also cause severe damage if not handled properly. Today, we will delve into the SharePoint common issues and SharePoint cons in detail.
Being a powerful tool, SharePoint undoubtedly enhances productivity and collaboration within various teams in organisations. However, like any other tool, SharePoint can lead to mistakes that may result in time and data loss if incorrectly used.
The curious case of the corrupted database
A small company was using SharePoint to store and share their customer data. One day, the company’s database became corrupted. Corruption of data ensured that the company could no longer access their customer data, including contact information, purchase history, and other important information.
The company was in a panic. They knew that they would not be able to do business if they couldn’t access their customer data.
They contacted the IT department, but the IT department could not fix the problem. The company eventually had to hire a third-party company to fix this problem. Using a third party during a panic situation costs the company a lot of money, and it also takes a lot of time. The company had lost a lot of customers by the time they fixed their database. They also had to spend much time and money rebuilding their customer base.
Much like the example given above, here are some of the most common SharePoint issues and solutions for you to avoid them altogether:
SharePoint common issues caused by improper planning
If your organisation does not have a solid plan for organising content, there is a high chance of information cluttering in SharePoint. Improper planning can lead to a disorganised SharePoint environment, adversely affecting the smooth functioning of SharePoint.
Plan your information architecture diligently with a clear understanding of your varying business requirements, data types, and team’s work processes. Ideally, create a detailed and informed plan that indicates content types, metadata, sharing access hierarchy, etc. The best solution is to follow best practices and seek customised IT solution support from a leading SharePoint consultant like Neologix.
Forgetting to add metadata
Metadata is essential for categorising and filtering information. Forgetting to use metadata will make information access difficult.
Efficient use and administration of metadata can help you to categorise and filter your data. We advise using consistent metadata along with controlled vocabulary or taxonomy.
Inadequate permission settings
With the help of SharePoint, you can control the number of people who can get access to your content. However, adequate permissions can prevent data leaks and confusion. Moreover, it can even lead to security breaches.
Properly setting up and using SharePoint groups can be one of the best solutions to resolve such SharePoint common issues. You should adequately assign permissions based on the job roles and avoid providing unnecessary permissions with the help of the SharePoint group. Additionally, view and update permissions at regular intervals to prevent any mishaps.
You are not making use of the features.
SharePoint has many tools and features that can help improve productivity and collaboration between teams. Properly using these features can positively affect efficiency and contribute to missed opportunities.
It is always better to explore and use the built-in features of SharePoint efficiently and simultaneously avoid unnecessary customisation. You can always return to your SharePoint Consultant or in-house expert to better understand lesser-used, practical features.
Improper training of users
Even though SharePoint is a convenient and powerful tool, it can be quite complex for some users. Sometimes, organisations need to properly train their employees, making SharePoint complex for them to work with. Improper user training is a common SharePoint issue in most organisations.
Providing comprehensive training for SharePoint users about basic features and customisations specific to your organisation is advisable. We recommended providing ongoing support and training for SharePoint users.
Using folders unnecessarily
Too many folders in SharePoint can make navigating and finding information more accessible. Too many folders are among the most common SharePoint cons in organisations where large teams need clarification about where to look for information.
The best solution to this issue is to use metadata effectively. Metadata is data about data that you can use to categorise and organise information. Using metadata, you can create a taxonomy of terms to find information quickly and easily.
You should also limit the number of folders that you use. If you need to create more folders, keep them within 1-2 levels deep. Keeping lower folder depth and less number of folders will help to keep the navigation structure simple and easy to understand.
Negligible use of third-party apps and integrations
SharePoint has many built-in features, and SharePoint also supports integration with third-party apps. Integration with third-party apps can extend the functionality of SharePoint and improve collaboration.
If your organisation needs additional functionality, consider using third-party apps. However, it is important to choose trusted and compatible apps. You should also evaluate the app’s features and security before installing it.
Unfavourable Conditions for Performance and Scalability
SharePoint is a powerful tool that can handle large amounts of data. But without considering performance and scalability, this can lead to crashes and slow response times.
When designing a SharePoint environment, it is important to consider performance and scalability. We recommend avoiding large lists and libraries and using load-testing tools to analyse potential performance issues.
Failing to monitor the SharePoint environment
SharePoint, by design, is a stable and reliable platform, but a lack of monitoring can quickly turn this into one of the most common SharePoint cons. Monitoring the SharePoint environment is essential to ensure that it runs smoothly and that there is no data loss. Monitoring includes using tools like Microsoft 365 Security Center to analyse logs and detect anomalies.
SharePoint is a powerful tool that can enhance productivity and collaboration within organisations. However, like any other tool, being aware of the potential pitfalls is crucial. By avoiding the common mistakes outlined in this article, organisations can ensure they get the most out of SharePoint.
If your organisation is looking for assistance in avoiding these common mistakes and ensuring the success of your SharePoint project, Neologix can help. We are a leading IT solutions firm with extensive experience in SharePoint development, support, and consulting.