Deploying SharePoint requires careful planning and alignment with business needs. Organizations must choose the right deployment model, consider governance policies, and ensure scalability. Below are key SharePoint deployment strategies to help businesses implement SharePoint efficiently.
1. Choosing the Right Deployment Model
Before deploying SharePoint, organizations must decide between different deployment models based on their requirements.
● SharePoint Online (Cloud-Based Deployment)
- Hosted by Microsoft as part of Microsoft 365.
- No need for on-premises infrastructure or maintenance.
- Automatic updates and security patches.
- Scalable and accessible from anywhere.
- Best suited for businesses looking for cost-effective, cloud-first solutions.
● SharePoint On-Premises
- Hosted on an organization’s internal servers.
- Full control over infrastructure, security, and compliance.
- Requires dedicated IT resources for maintenance and upgrades.
- Suitable for organizations with strict data governance policies or compliance needs.
● Hybrid SharePoint Deployment
- Combines both cloud and on-premises environments.
- Allows organizations to store sensitive data on-premises while using cloud features for collaboration.
- Requires proper integration and synchronization between both environments.
- Ideal for organizations with gradual cloud adoption plans.
2. Planning a Governance Strategy
A well-defined governance plan ensures smooth SharePoint deployment and long-term usability.
● Site and Content Management
- Establish guidelines for creating sites, libraries, and pages.
- Define who can create and manage SharePoint sites.
- Use site templates to maintain consistency across the organization.
● User Roles and Permissions
- Implement role-based access control to manage user permissions.
- Follow the principle of least privilege to restrict unnecessary access.
- Regularly review user access logs and audit permissions.
● Data Compliance and Retention Policies
- Define document retention and archival policies.
- Enable version control to track document changes.
- Ensure compliance with industry regulations (GDPR, HIPAA, ISO 27001, etc.).
3. Structuring SharePoint Sites for Efficiency
Proper site architecture is essential for scalability and ease of use.
● Hub Sites for Organized Navigation
- Use hub sites to connect multiple related SharePoint sites.
- Improve navigation and searchability across teams.
- Allow departments to manage their own content while maintaining a central structure.
● Team Sites vs. Communication Sites
- Team Sites → Used for collaboration among teams and departments.
- Communication Sites → Used for company-wide announcements and information sharing.
● Metadata and Taxonomy Management
- Implement metadata tagging for better document categorization.
- Use managed term sets for consistent data classification.
- Improve searchability and content discoverability.
4. Ensuring Security and Compliance
A secure SharePoint deployment protects sensitive business data and prevents unauthorized access.
● Implement Multi-Factor Authentication (MFA)
- Enforce MFA for added security.
- Prevent unauthorized access to sensitive files.
● Data Encryption and Protection
- Use Azure Information Protection (AIP) to classify and protect documents.
- Enable BitLocker encryption for on-premises SharePoint deployments.
● External Sharing and Guest Access
- Define external sharing policies to prevent data leaks.
- Use guest access restrictions for external collaboration.
- Set link expiration policies for shared documents.
5. Automating Workflows and Business Processes
Automating repetitive tasks improves efficiency and reduces manual errors.
● Power Automate for Workflow Automation
- Automate approval processes, document reviews, and notifications.
- Integrate with Microsoft Teams, Outlook, and third-party applications.
● Power Apps for Custom Applications
- Build custom business applications without extensive coding.
- Improve employee productivity with tailored forms and automation.
● AI and Machine Learning in SharePoint
- Use Microsoft Syntex for intelligent content processing.
- Enable automated tagging and metadata extraction.
6. Performance Optimization and Scalability
Optimizing SharePoint ensures fast response times and scalability for growing organizations.
● Caching and Content Delivery Optimization
- Use Content Delivery Networks (CDN) for faster page loads.
- Enable output caching for frequently accessed content.
● Database Performance Optimization
- Regularly clean up unused data and old versions.
- Optimize SQL Server indexing for on-premises SharePoint.
● Load Balancing for High Availability
- Implement load balancing to distribute traffic evenly.
- Use redundant SharePoint farms for improved uptime.
7. Training and Change Management
User adoption is critical for a successful SharePoint deployment.
● End-User Training
- Provide role-based training for different user groups.
- Offer self-service tutorials, workshops, and helpdesk support.
● Adoption Champions Program
- Identify power users to train and support others.
- Encourage employees to provide feedback for continuous improvements.
● Continuous Improvement and Updates
- Regularly review user engagement and site performance metrics.
- Adapt SharePoint features based on user feedback and business needs.