Keep permissions simple

One of the biggest causes of SharePoint headaches is overly complex permissions. Where possible, grant access using Microsoft 365 Groups or SharePoint groups rather than assigning permissions directly to individuals. Avoid creating lots of unique permissions on folders or documents unless absolutely necessary.

Plan before you build

It can be tempting to start creating sites and document libraries immediately, but a little planning saves a lot of rework later. Before creating anything, consider:

• →Who will use it?
• →What documents will be stored?
• →Who owns the content?
• →How long should information be kept?
• →Will metadata be required?

Good information architecture always starts with good planning.

Use hub sites to organise related content

Hub sites provide a logical way to connect related SharePoint sites without creating complicated site structures. For example, you might have a Human Resources Hub, a Finance Hub, a Projects Hub, and a Corporate Services Hub. Users can easily navigate between related sites while maintaining separate permissions.

Create metadata before adding documents

Metadata is much easier to introduce before thousands of files already exist. Think about:

• →Department
• →Project
• →Document Type
• →Status
• →Financial Year
• →Region

Adding metadata early makes searching, filtering and reporting significantly easier later.

Don’t rely on folders alone

Folders still have their place, but they shouldn’t be your only way of organising information. Instead of creating deep folder structures, combine light folder use with metadata and custom views. This gives users multiple ways to find the same document.

Use version history

Version History is one of SharePoint’s most valuable features. It allows users to restore previous versions, recover accidental changes, track document evolution, and reduce the need for duplicate copies. Unless there’s a specific reason not to, leave Version History enabled.

Keep navigation simple

If users can’t find information within a few clicks, your navigation probably needs simplifying. Focus on clear menu names, consistent terminology, logical grouping, and minimal nesting. Navigation should help users — not confuse them.

Review site ownership regularly

Every SharePoint site should have active owners responsible for maintaining content and permissions. People change roles, leave organisations, or move teams. Review ownership regularly to ensure every site still has accountable owners.

Train your site owners

Technology alone won’t make SharePoint successful. Site owners should understand permissions, document libraries, metadata, pages, news posts, basic governance, and sharing. Investing in site owner training pays dividends across your organisation.

Standardise site templates

Creating every site differently leads to confusion. Develop standard templates that include consistent navigation, default document libraries, metadata, branding, and homepage layouts. Users appreciate familiarity.

Avoid duplicate content

Duplicate documents create confusion about which version is correct. Instead of copying files between locations, use links, shortcuts, or shared libraries where appropriate. One document should have one authoritative source.

Archive instead of keeping everything active

Not every document needs to remain in active libraries forever. Completed projects, old records and historical material should move into archive locations according to your organisation’s retention requirements. Active libraries stay faster and easier to manage.

Keep page design clean

A homepage filled with dozens of web parts rarely helps anyone. Instead, highlight important news, provide quick links, showcase frequently used resources, and remove unnecessary clutter. Less is often more.

Make search work for users

Users shouldn’t need to know exactly where a document lives. Good search depends on meaningful titles, metadata, clear naming conventions, and accurate content. Search becomes much more powerful when information is organised properly.

Use naming conventions

Consistent naming makes sites easier to manage. Consider standards for site names, document libraries, columns, content types, and Microsoft 365 Groups. Consistency improves governance and administration.

Monitor storage growth

Storage rarely becomes a problem overnight. Regularly review large document libraries, duplicate files, old versions, and archived content. Cleaning up a little each month is much easier than a massive cleanup every few years.

Review external sharing

External sharing is incredibly useful — but it should be monitored. Regularly review guest users, anonymous links, expired access, and unused sharing links. Ensure external access still meets your organisation’s security requirements.

Build governance into everyday work

Governance isn’t just a document sitting on a shelf. Good governance means clear ownership, defined standards, regular reviews, consistent processes, and ongoing education. Simple governance is usually the most effective governance.

Review sites every year

Many SharePoint sites outlive their usefulness. Schedule an annual review to ask: is this site still needed? Is the information current? Are the owners still correct? Can anything be archived? Regular reviews keep your SharePoint environment healthy.

Focus on the user experience

The best SharePoint environments aren’t necessarily the most technically advanced — they’re the easiest to use. Whenever you’re making a decision, ask whether it will make life easier for the people using SharePoint every day. If the answer is yes, you’re probably making the right choice.