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5 Costly SharePoint Mistakes to Avoid

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Microsoft SharePoint is a powerful tool for business collaboration and document sharing, but like any powerful tool, it can become overwhelming for those who are not prepared to take on the challenge of managing it. Once users know the pitfalls to avoid, they can plan accordingly and make sure their SharePoint experience remains a pleasant one.

According to Information Week the following are five pitfalls SharePoint users should avoid:

  1. Failure to plan. Development is a stage-by-stage process, and any multi-stage process can go awry if even one stage is not planned well. Businesses are complex, and SharePoint has been designed to deal with a wide variety of complexity. Just as you would not start a new company without a business plan, you should also not start using SharePoint without a development plan in place.
  2. A backlog of “site collections”. What you will soon realize is that company employees collaborate often. There are tons of projects going on all the time, and they can start to pile up if you do not set a quota on the number of active sites. It is safe to move a four-year-old project to the archives.
  3. Underestimating Storage Needs. Just like a drinking glass, disk storage is finite, even on a dedicated server. With SharePoint, you have to account for your all of your storage needs and make sure you have enough capcity to handle it. Content will account for most of your storage space, possibly 120 GB, but you should also allow at least 4 GB for external application storage for every 1 GB of content.
  4. Unmanaged recycling bin. On your desktop or laptop, the recycling bin is probably the last folder you would consider organizing or managing, but it is still very important, especially on a collaborative business platform. You should carefully consider how long you want to keep deleted content and how much storage space that content will consume. Remember, if the files are actually data you might need later, they should not be in the recycling bin. On the other hand, if you know they should be deleted, there is likely no reason to keep them beyond 30 days.
  5. Unstructured site collections. Site collections are very important in SharePoint. Sites within a site collection have shared permissions, content types, and Web Parts. They function as part of a larger whole. Subsites are organized in a hierarchy. Therefore, it is crucial to make sure that hierarchy fits your business model. Organize site collections based on teams, projects, and departments to ensure that the right people are communicating with one another.

With the right amount of preparation and foresight into the pitfalls that can plague a business when using it, SharePoint can revolutionize the way your company does business. All of these issues can be easily avoided once you know about them. If you are ever in doubt or need extra help, contact your Microsoft partner. They have probably encountered whatever problem you have and may have a quick and easy solution.

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