10 Ways to Optimize Your SharePoint Intranet for Maximum Productivity

A SharePoint Intranet is a powerful tool for businesses that want to improve communication, collaboration, and productivity across their organization. With its numerous features and functionalities, SharePoint can help your team work more efficiently and effectively. In this blog post, we’ll discuss ten ways to optimize your SharePoint Intranet for maximum productivity.

  1. Customize Your SharePoint Intranet Homepage
    The homepage is the first thing your employees see when they log in to SharePoint Intranet. Customize it to include the most relevant and useful information for your team. Consider including links to important documents, upcoming events, news and other useful resources. There are built in templates you can use to fast-track this if you don’t have much experience.
  2. Use Your SharePoint Intranet to Streamline Workflows
    Your intranet can be used to automate repetitive tasks, such as approvals and notifications, and streamline workflows. Set up workflows using Power Automate that are specific to your business processes and that can be easily managed by your teams.
  3. Create a Clear Navigation Structure
    Organize your SharePoint Intranet site in a way that is easy to navigate. Create a clear and intuitive navigation structure (called a Mega Menu), that will help your employees find the information they need quickly and easily.
  4. Encourage Collaboration
    SharePoint enables collaboration by allowing team members to work together on the same document in real-time. Make sure your team is aware of this functionality and encourage them to collaborate on projects as much as possible. This will reduce duplication of documents.
  5. Integrate SharePoint with Other Tools
    Integrating SharePoint Intranet with other tools, such as Microsoft Teams, can help your team work more efficiently. Encourage your team to use these integrations and ensure they are aware of the benefits they provide. Use Viva Connections to integrate your intranet home site into Teams so users can work from SharePoint or Teams as is their preference.
  6. Use SharePoint Intranet to Centralize Information
    Centralize important information, such as policies, procedures, and other resources, on SharePoint Intranet. This will ensure that all team members have access to the same information, reducing confusion and mistakes.
  7. Train Your Team on SharePoint Intranet Best Practices
    Ensure your team is trained on SharePoint Intranet best practices so they can use the tool to its full potential. This will help your team work more efficiently and effectively and ensure that everyone is on the same page. It is a complex tool that needs to be taught,
  8. Regularly Review and Update Your SharePoint Intranet Site
    Regularly review your SharePoint Intranet site to ensure it is up-to-date and relevant. Remove any outdated or irrelevant information and make sure that new information is added promptly and users are told about it.
  9. Ensure Your Intranet Sites are Secured Where Applicable
    Make sure your sites are architected to protect sensitive and proprietary information. That way the business is protected, and the right people are seeing and working on that content. Learn the permissions model as it has many loopholes to address.
  10. Leverage SharePoint Analytics
    Use the built in Usage Stats to understand how your team is using the tool and identify areas for improvement. Use this information to make changes to your SharePoint Intranet site and workflows to increase productivity.

In conclusion, optimizing your SharePoint Intranet site can have a significant impact on your company’s productivity.

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