How to Implement SharePoint in Your Company: A Guide for the UK Market

Efficient collaboration and streamlined workflows are critical for organisational success. Microsoft SharePoint stands out as a robust platform for achieving these goals, offering a range of tools for content management, collaboration, and business process automation. This article serves as a comprehensive guide to implementing SharePoint in your company, tailored for the UK market.

What is SharePoint?

SharePoint is a web-based platform developed by Microsoft, designed to enhance teamwork through dynamic and productive collaboration. It offers tools for document management, intranet development, business intelligence, and process automation. SharePoint can be deployed on-premises, in the cloud via Microsoft 365, or through a hybrid model. This flexibility makes it an ideal solution for organisations of all sizes and industries in the UK.

Why Implement SharePoint?

Here are some key benefits of SharePoint for UK businesses:

1. Improved Collaboration: SharePoint’s centralised platform ensures employees can access, share, and collaborate on documents in real time.
2. Enhanced Security: Built with enterprise-grade security, SharePoint complies with UK’s GDPR and data protection regulations.
3. Scalability: Whether you’re a small business or a large enterprise, SharePoint can grow with your organisation.
4. Integration with Microsoft 365: SharePoint seamlessly integrates with tools like Teams, Outlook, and OneDrive, enhancing productivity.
5. Customisation: Tailor SharePoint to your specific needs with bespoke workflows, apps, and branding.

At NetMonkeys, we focus on leveraging these benefits to create bespoke SharePoint solutions that align with the operational goals of UK businesses.

Step-by-Step Guide to Implementing SharePoint

Step 1: Define Your Objectives

Before diving into the implementation process, it’s essential to outline clear objectives. Ask yourself:

• What business problems are you trying to solve?
• Who will be the primary users of SharePoint?
• What functionalities are most important (e.g., document management, intranet, or workflows)?

At NetMonkeys, we often start with a discovery session to understand your business’s unique needs and challenges. This helps create a roadmap for the implementation.

Step 2: Assemble a Project Team

Successful SharePoint implementation requires collaboration between IT and business stakeholders. Your project team should include:

• Project Manager: Oversees the implementation timeline and budget.
• IT Specialists: Handle technical configurations and integrations.
• End-User Representatives: Ensure the platform meets daily operational needs.
• SharePoint Experts: At NetMonkeys, our certified SharePoint consultants can guide you through every stage of the process.

Step 3: Choose the Right SharePoint Version

SharePoint offers multiple deployment options:

1. SharePoint Online: Part of Microsoft 365, ideal for businesses seeking a cloud-based solution.
2. SharePoint Server: On-premises version for organisations with stringent data residency or compliance requirements.
3. Hybrid Model: Combines the benefits of cloud and on-premises solutions.

Step 4: Plan Your SharePoint Architecture

Proper planning of SharePoint’s architecture ensures it aligns with your business structure. Consider:

• Site Hierarchies: Create a logical structure for team sites, communication sites, and hub sites.
• Permissions Management: Define access levels to maintain security.
• Metadata and Taxonomy: Standardise naming conventions and tagging to improve searchability.

We use industry best practices to design scalable and user-friendly architectures that support your organisation’s growth.

Step 5: Customise SharePoint

SharePoint’s flexibility allows for extensive customisation. Common areas include:

• Branding: Apply your company’s logo, colours, and themes to create a cohesive look.
• Workflows: Automate repetitive tasks such as document approvals and leave requests.
• Apps and Add-ins: Extend functionality with third-party or custom-built solutions.

At NetMonkeys, we specialise in developing tailored apps and workflows that optimise business processes for UK companies.

Step 6: Data Migration

Migrating existing data to SharePoint is a critical step. Follow these best practices:

• Audit Current Data: Identify what to migrate and archive outdated information.
• Cleanse Data: Remove duplicates and organise files.
• Test Migration: Perform a pilot migration to identify potential issues.

Our team employs advanced tools to ensure a smooth and secure data migration process.

Step 7: Training and Change Management

Employee adoption is crucial for SharePoint’s success. Provide comprehensive training sessions tailored to different user groups:

• Basic Users: Learn navigation, document management, and basic collaboration tools.
• Power Users: Explore advanced features like workflow automation and site administration.

NetMonkeys also offers ongoing support to help employees adapt to the new platform seamlessly.

Step 8: Monitor and Optimise

Post-implementation, continuous monitoring ensures optimal performance. Key areas to focus on include:

• User Feedback: Identify pain points and areas for improvement.
• Usage Analytics: Track adoption rates and feature utilisation.
• System Updates: Stay up to date with Microsoft’s latest features and security patches.

Challenges and How NetMonkeys Can Help

Implementing SharePoint can present challenges such as resistance to change, data migration complexities, and ensuring compliance with UK regulations. Here’s how NetMonkeys addresses these:

• Change Management: We provide tailored training and support to encourage user adoption.
• Data Security: Our expertise in GDPR compliance ensures your data remains secure and meets UK standards.
• Bespoke Solutions: From custom workflows to integrations with existing systems, we design solutions that fit your business.

Why Choose NetMonkeys?

As a trusted Microsoft Partner based in the UK, NetMonkeys combines technical expertise with a deep understanding of local business needs. Here’s what sets us apart:

• Experience: Over 15 years of experience delivering IT and software solutions.
• Local Presence: Offices in Manchester and Nottingham, ensuring personalised support.
• Custom Solutions: Tailored SharePoint implementations that align with your business goals.
• Comprehensive Services: From planning and deployment to training and ongoing support, we cover every aspect of SharePoint implementation.

Conclusion

Implementing SharePoint in your organisation can transform how your teams collaborate and manage information. With careful planning, customisation, and user training, the platform can deliver significant value. At NetMonkeys, we are dedicated to helping UK businesses unlock the full potential of SharePoint. Whether you’re just starting your digital transformation journey or looking to optimise an existing SharePoint environment, our experts are here to support you every step of the way.

Ready to get started? Contact NetMonkeys today to schedule a consultation and discover how SharePoint can revolutionise your business operations.