5 Common Mistakes to Avoid as a SharePoint Administrator

As a SharePoint Administrator, your role is pivotal in the seamless functionality and security of an organization's SharePoint environment. However, even the most seasoned professionals can make mistakes that lead to inefficiencies or security vulnerabilities. This post identifies five common mistakes SharePoint Administrators should avoid and offers practical solutions to enhance your effectiveness in this critical role.

1. Insufficient Planning and Governance

One of the most significant and frequently overlooked aspects of SharePoint administration is proper planning and governance. Without a solid governance plan, you may encounter unstructured data growth, security issues, and compliance problems.

Develop Clear Objectives

Start with setting clear objectives for your SharePoint deployment. Understand who your users are, what they require, and how SharePoint can meet those needs. Having a robust governance plan that outlines roles, responsibilities, policies, and procedures ensures compliance and clarity as the platform evolves.

Regular Reviews

Conduct regular reviews and audits of your SharePoint environment. This helps in maintaining adherence to policies and allows you to adjust to the growing needs of your organization. Governance should be a living document, adaptable to changes within your organization.

2. Neglecting User Training

SharePoint is a powerful tool, but its effectiveness is only as strong as its least knowledgeable user. Neglecting user training can lead to reduced productivity, poor user adoption, and data misuse.

Continuous Training Programs

Establish continuous training programs for users. Providing initial training is crucial, but follow-up sessions to address any changes or introduced functionalities are equally important. Customized training modules according to different user levels can be highly effective.

Feedback Mechanism

Implement a feedback mechanism to continuously improve your training programs. User feedback can uncover areas where users struggle and where further training might be necessary.

3. Ignoring Search Function Optimization

SharePoint's search functionality is a core component, allowing users to find documents and data quickly. Ignoring optimization could slow down processes and frustrate users.

Metadata and Content Types

Invest time in developing a comprehensive metadata strategy. Properly tagged content aids in refined search results, making it easier for users to find the documents they need.

Monitor Search Analytics

Regularly monitor search analytics to understand how users are interacting with the search feature. Modify configurations to optimize the search experience according to these insights.

4. Underestimating Security Requirements

Security should be a top priority, yet many administrators underestimate SharePoint's security requirements, resulting in potential data breaches and compliance violations.

Adopt a Multi-Layer Security Approach

Implement a multi-layer security approach covering data encryption, authentication methods, and access control. Regularly update security measures according to the latest standards and compliance requirements.

User Permissions Management

Regularly review and audit user permissions. Implement the principle of least privilege to ensure users have only the access they need to perform their responsibilities, minimizing risk.

5. Ineffective Backup and Disaster Recovery Planning

Whether due to oversight or other responsibilities, improper backup and disaster recovery planning is a grave mistake in SharePoint administration.

Regular Backups

Set up automated, regular backups of your SharePoint environment. Ensure that the backups are complete and restorable within necessary timeframes.

Test Disaster Recovery Plans

Testing disaster recovery plans is as important as having them. Regularly test these plans to ensure that data recovery is prompt and the impact on business operations is minimized.

Conclusion

Mastering the role of a SharePoint Administrator involves a blend of proactive planning, continuous education, security diligence, and effective communication. By avoiding these common pitfalls and applying the recommended strategies, you'll enhance the value and security of your organization's SharePoint environment. Remember, consistent review and adaptation are the cornerstones of a successful SharePoint administration strategy.