How to Leverage SharePoint for Better Collaboration
Whether you’re a small business or a growing enterprise, Microsoft SharePoint is one of the most underutilized tools in the Microsoft 365 suite. Most teams use it as a glorified file server—but it’s capable of so much more.
Here’s how to get the most out of SharePoint in your organization.
1. Organize Your File System with Sites and Document Libraries
Instead of dumping everything into one shared drive, build department-specific sites and document libraries. This helps maintain structure, improves searchability, and enables better permission control.
How to:
- Create a SharePoint Site for each department or team (e.g., HR, Finance, Marketing, Operations).
- Use separate document libraries for types of content (e.g., Policies, Reports, Templates).
- Set permissions at the site or library level to control access.
2. Control Permissions and External Sharing
One of SharePoint’s biggest advantages is its granular permission structure. You can give someone access to just a file, folder, library, or the entire site.
How to:
- Use SharePoint groups (Visitors, Members, Owners) to define roles and access levels.
- Avoid sharing from individual files—manage access from the top down.
- Use expiration dates or view-only links for external sharing.
3. Turn Repetitive Tasks into Automated Workflows
With Power Automate, SharePoint can automatically route documents, send reminders, or create tasks—without any code.
Example Automations:
- When a document is uploaded to a library, notify your team in Teams.
- Auto-archive files after 90 days.
- Route a new hire checklist to HR once a form is completed.
4. Use Metadata and Views to Replace Folders
Too many folders = lost files. Instead, use metadata (custom tags) and filtered views.
How to:
- Tag documents with metadata like “Client Name,” “Project Status,” or “Fiscal Year.”
- Create views like “All Active Projects” or “Q1 Reports” instead of clicking through folders.
This keeps your files searchable and organized—no more endless digging.
5. Create a Hub Site for Company-Wide Communication
Need a central place for HR policies, calendars, news, and resources? Build a SharePoint Hub Site as your digital front door.
Best Practices:
- Add quick links to internal tools or forms.
- Embed Teams meetings or Power BI dashboards.
- Post company announcements, events, information, or new hire welcomes.
6. Sync Files Locally with OneDrive
SharePoint integrates directly with OneDrive so your team can work offline, at home, or on the go.
How to:
- Click “Sync” in any document library to access files on your desktop.
- Changes are saved and synced back to the cloud automatically.
7. Integrate with Microsoft Teams
Every Microsoft Team you create has a SharePoint site behind it. Use the Files tab to keep documents organized and collaborate live.
Pro Tip: Pin specific SharePoint pages or libraries directly into Teams channels for quick access.
Final Thoughts
SharePoint is more than a storage tool—it’s a foundation for secure collaboration, process automation, and central communication.
By setting it up the right way, you can:
- Eliminate silos
- Speed up workflows
- Keep your data secure and compliant
- Improve communication
If you’re not sure where to start or how to migrate from your current setup, consider reaching out to a Microsoft 365 partner or IT provider who can guide your SharePoint strategy.
For more information on the latest tech trends and cybersecurity tips follow The Next-Gen SMB: Technology newsletter on Linkedln.
For more insightful IT articles view our Blog posts.
If you are a business owner who is plagued with slow computers, viruses, or email issues, then contact us.
Article by: Steve Lettery | Cinch I.T. Managing Partner | The Next-Gen SMB: Technology | The latest tech trends and cybersecurity tips for small and medium businesses.
