Managing SharePoint properly is about more than just setting up sites — it’s about keeping your environment organised, secure, and running smoothly so people can actually get work done.

Good administration and governance create the foundation for a SharePoint setup that grows with your organisation and stays under control.

This guide covers the essentials you need to know to get started.

Key Concepts in SharePoint Administration

Sites and Hub Sites

Modern SharePoint uses flat site structures connected by hub sites for better navigation, search, and flexibility. Planning your site setup well from the beginning avoids future headaches.

Admin Centre Management

The SharePoint Admin Centre gives you control over your environment.
Here, you manage sites, sharing settings, security policies, and monitor usage across SharePoint Online.

Permissions and Access

Managing access properly is critical. Use clear permission levels and make sure users only have access to what they need — nothing more, nothing less.

External Sharing

If you collaborate with external partners, SharePoint allows secure sharing with guests — but it needs to be configured properly to avoid security risks.

Security, Compliance, and Information Protection

Keeping information safe and compliant with regulations is a core part of SharePoint management.

Key focus areas:

• Setting up authentication and conditional access policies

• Applying sensitivity and retention labels to content

• Controlling external sharing with rules and reviews

• Enabling Data Loss Prevention (DLP) where needed

• Using audit logs and reporting for compliance tracking

Strong security and governance policies help protect your information while still making collaboration easy for your teams.

Supporting a Healthy SharePoint Environment

Monitoring and Reporting

Keep an eye on storage, site usage, and activity. Regular monitoring helps you spot issues early and plan for growth.

Site Management

Implement a process for creating, maintaining, and retiring sites. This avoids site sprawl, keeps content manageable, and ensures sites stay relevant to business needs.

Content Type Management

Use content types to keep document templates, metadata, and retention rules consistent across your environment.

Driving User Adoption

Even the best-managed SharePoint environment won’t succeed without users on board.

To drive adoption:

• Provide simple training materials and self-help guides

• Communicate clearly about changes and new features

• Make it easy for users to find and use information

• Encourage feedback and adjust as needed

The goal is to make SharePoint a tool that helps people work better — not something they try to avoid.

Why Good Governance Matters

Without clear rules and responsibilities, SharePoint environments quickly become messy, insecure, and inefficient.

A strong governance framework:

• Defines how SharePoint is used and managed

• Assigns clear roles and responsibilities

• Protects content and user data

• Supports long-term success and scalability

Governance isn’t about locking things down — it’s about making sure your SharePoint environment can grow with you, without growing out of control.