SharePoint is a comprehensive platform created by Microsoft that is widely used for collaboration, document management, and information sharing. It helps teams work more efficiently and share resources seamlessly across different platforms, regardless of where team members are located. Microsoft SharePoint is a leader in the market with a global market share of 64.73%. Since its inception in 2001, it has evolved significantly, offering powerful tools for managing content, automating workflows, and enhancing collaboration across teams. One of the significant advancements in SharePoint’s development has been the introduction of two distinct deployment models: SharePoint On-Premises and SharePoint Online. Both solutions offer powerful features to businesses but differ in terms of deployment, security, scalability, pricing, and more. Understanding these differences will help you determine which option is the best for your business needs. This guide will explore the key differences between SharePoint On-Premises and SharePoint Online, focusing on various aspects like deployment, security, scalability, updates, pricing, and collaboration. By the end of this guide, you should have a clear understanding of which version of SharePoint best fits your organizational goals and infrastructure.
What is SharePoint On-Premises?
SharePoint On-Premises refers to the traditional model of hosting SharePoint within a company’s own data center. In this model, the company owns and controls all the hardware and software used to run SharePoint. This includes the servers, storage devices, and the IT team responsible for managing and maintaining the infrastructure. The On-Premises version of SharePoint, such as SharePoint 2019, provides an organization with full control over its environment. It allows for a high degree of customization, security, and integration with other on-site systems. However, this control comes with a significant investment in infrastructure and personnel. The organization must ensure that it has enough technical expertise to install, configure, and maintain SharePoint over time. One important thing to note is that SharePoint On-Premises is gradually being phased out by Microsoft. The latest version, SharePoint 2019, marks the end of the traditional On-Premises deployment. Microsoft has officially stopped mainstream support for SharePoint 2019 as of January 2024. Extended support will continue until July 2026, but after that, SharePoint On-Premises will no longer receive regular updates and patches from Microsoft. Despite this, SharePoint On-Premises is still widely used by organizations that have invested heavily in local infrastructure or need to meet specific compliance and data control requirements. This version may be the right choice for companies with legacy systems or those that require complete control over their data.
What is SharePoint Online?
SharePoint Online, on the other hand, is the cloud-based version of the platform. Launched as a part of Microsoft’s Office 365 (now part of Microsoft 365) suite, SharePoint Online allows businesses to store, manage, and collaborate on content without the need for local infrastructure. All the data is hosted on Microsoft’s cloud servers, and users can access SharePoint Online through an internet connection from any location. SharePoint Online offers the same core functionalities as SharePoint On-Premises, including document management, workflow automation, and team collaboration. However, being cloud-based, SharePoint Online offers several advantages over the On-Premises version. Since it is hosted on Microsoft’s cloud servers, businesses do not need to worry about managing hardware, software, or updates. All maintenance, updates, and patches are handled automatically by Microsoft, ensuring that organizations always have access to the latest features and security enhancements. The cloud-based nature of SharePoint Online also allows for greater flexibility and scalability. Businesses can easily scale up or down based on their needs, without worrying about the limitations of on-site infrastructure. This makes SharePoint Online an excellent option for businesses that have dynamic needs, such as those with remote or distributed teams. Additionally, SharePoint Online offers tight integration with other Microsoft 365 applications, including Microsoft Teams, OneDrive, and Power Automate, enabling a seamless experience for employees who rely on multiple tools to collaborate and get work done. However, it’s worth noting that while SharePoint Online offers a host of benefits, it requires a stable internet connection for access, which can be a drawback for some businesses, especially in areas with unreliable internet connectivity.
The Key Differences Between SharePoint On-Premises and SharePoint Online
While both SharePoint On-Premises and SharePoint Online offer similar core features, there are several differences between the two that businesses should consider when choosing the right solution. Let’s look at some of the most important factors to consider:
Deployment and Control
The most significant difference between SharePoint On-Premises and SharePoint Online is how the solution is deployed and managed. With SharePoint On-Premises, the business is responsible for all aspects of deployment, including the servers, storage devices, and the physical security of the infrastructure. This gives the organization complete control over how SharePoint is implemented, but it also means that the organization must invest in the necessary hardware and technical expertise to manage the system. In contrast, SharePoint Online is hosted by Microsoft in the cloud. The company does not need to worry about hardware or server management. Microsoft handles everything, from security to system updates. This significantly reduces the overhead associated with managing an on-premises deployment. However, it also means that the organization has less control over the physical infrastructure, as it is entirely managed by Microsoft.
Security
Security is another critical factor to consider when comparing SharePoint On-Premises and SharePoint Online. With SharePoint On-Premises, the organization is responsible for implementing and managing security measures, such as firewalls, access control, and data encryption. This provides a high level of control over how security is configured, but it also places the burden of ensuring that security practices are up to date on the organization. With SharePoint Online, Microsoft provides robust cloud security measures, including threat detection, data encryption, and compliance certifications. Microsoft’s cloud infrastructure is designed to meet stringent security standards, and the company invests heavily in ensuring that data hosted on SharePoint Online is secure. However, organizations may feel that they have less control over security with SharePoint Online, as they are relying on Microsoft to implement and manage these measures.
Cost and Pricing
The cost structure of SharePoint On-Premises and SharePoint Online is another key difference. SharePoint On-Premises requires a significant upfront investment in hardware, software, and licenses. Additionally, businesses must budget for ongoing maintenance costs, including hardware upgrades, IT staff salaries, and software updates. The total cost of ownership for SharePoint On-Premises can be high, especially for businesses that lack the necessary infrastructure and resources to manage the system. In contrast, SharePoint Online operates on a subscription-based model. Businesses pay a recurring fee based on the number of users and the amount of storage required. This makes SharePoint Online more cost-effective for businesses that prefer a predictable, pay-as-you-go model. There are also no upfront costs for hardware or infrastructure, as everything is hosted in the cloud. However, the subscription fees can add up over time, especially for larger organizations with many users.
Scalability
Scalability is another important consideration when choosing between SharePoint On-Premises and SharePoint Online. With SharePoint On-Premises, scalability is limited by the organization’s infrastructure. Expanding the system to accommodate more users or data requires significant investments in hardware and storage. As the organization grows, it may need to upgrade its infrastructure to keep up with demand. On the other hand, SharePoint Online offers virtually unlimited scalability. Since it is hosted in the cloud, businesses can easily scale up or down based on their needs. This is particularly beneficial for businesses with fluctuating needs or those that experience rapid growth. Additionally, because SharePoint Online is hosted on Microsoft’s cloud infrastructure, there is no need to worry about the limitations of local hardware.
Updates and Maintenance
One of the key advantages of SharePoint Online is that it is automatically updated by Microsoft. The company handles all updates and patches, ensuring that businesses always have access to the latest features and security enhancements. This reduces the burden on IT teams, as they do not need to manage updates or worry about downtime. With SharePoint On-Premises, the organization is responsible for managing updates and maintenance. This includes installing software updates, applying patches, and ensuring that the system remains secure and functional. While this provides more control over when and how updates are applied, it also requires a dedicated IT team to manage the process.
Collaboration and Integration
Collaboration is another area where SharePoint Online has a significant advantage. Since SharePoint Online is part of the Microsoft 365 suite, it integrates seamlessly with other tools like Microsoft Teams, OneDrive, and Power Automate. This makes it easy for teams to collaborate in real-time and access shared resources from anywhere. SharePoint Online also supports advanced features like document co-authoring, real-time editing, and version control. SharePoint On-Premises, while still offering collaboration tools, does not integrate as seamlessly with other applications. Organizations may need to rely on third-party tools or custom development to enable some of the same collaboration features available in SharePoint Online.
SharePoint On-Premises and SharePoint Online each offer distinct advantages and are suited to different types of businesses. SharePoint On-Premises provides full control over the environment but requires significant upfront investment and ongoing maintenance. It is ideal for businesses with specific security needs or those that require tight integration with legacy systems. SharePoint Online, on the other hand, offers a modern, scalable solution with less management overhead. It is well-suited for businesses that need flexibility, ease of access, and seamless integration with other Microsoft 365 tools. The choice between SharePoint On-Premises and SharePoint Online ultimately depends on your organization’s needs, budget, and long-term goals. In the next part of this guide, we will explore the differences in pricing, security, scalability, and deployment in more detail.
In-Depth Comparison of SharePoint On-Premises and SharePoint Online
Pricing Breakdown
One of the most significant factors for businesses when choosing between SharePoint On-Premises and SharePoint Online is the cost. Here’s a more detailed look at the pricing structures of both options:
SharePoint On-Premises Costs
With SharePoint On-Premises, the initial costs can be substantial. These costs typically include:
- Hardware and Infrastructure: Since SharePoint On-Premises requires a dedicated infrastructure (servers, storage, networking), organizations must invest in physical equipment. This can include purchasing servers, storage systems, and backup solutions.
- Licensing: SharePoint On-Premises requires a one-time licensing cost for each server and user. The licensing model for SharePoint 2019, for example, typically includes costs for SQL Server licenses and client access licenses (CALs) for each user.
- Maintenance and Upgrades: Ongoing maintenance, software updates, and hardware upgrades can add significant costs. IT teams must regularly update the software and hardware to ensure the system remains functional and secure.
- IT Personnel: Maintaining SharePoint On-Premises requires skilled IT professionals who can handle installation, configuration, troubleshooting, and overall system management. This adds to the total cost of ownership.
- Data Center Costs: If businesses choose to host SharePoint On-Premises in a dedicated data center, they must account for the physical space, energy costs, and other overheads related to maintaining the data center.
In total, SharePoint On-Premises can represent a significant upfront cost, particularly for smaller businesses that do not already have the necessary infrastructure.
SharePoint Online Costs
SharePoint Online, as part of the Microsoft 365 suite, operates on a subscription model. The costs are predictable, which is beneficial for budgeting purposes. Key cost components include:
- Subscription Fees: SharePoint Online operates on a per-user, monthly or yearly subscription model. This price depends on the number of users and the plan chosen, which can vary based on storage requirements and additional features. Microsoft offers several plans that combine SharePoint Online with other Microsoft 365 services, such as Exchange Online, Microsoft Teams, and OneDrive.
- No Infrastructure or Hardware Costs: Since SharePoint Online is cloud-hosted by Microsoft, businesses do not need to purchase, maintain, or upgrade any hardware or infrastructure.
- Automatic Updates and Maintenance: One of the key benefits of SharePoint Online is that all software updates, patches, and new features are handled by Microsoft. This reduces ongoing costs related to system upgrades and maintenance.
- No IT Personnel Costs: With SharePoint Online, businesses do not need to employ or contract a dedicated IT team to manage the system. Microsoft takes care of all backend maintenance and support.
While SharePoint Online may have lower upfront costs, the subscription fees can add up over time, especially for larger organizations with many users.
Security: SharePoint On-Premises vs. SharePoint Online
Security is a critical consideration when deciding between SharePoint On-Premises and SharePoint Online. Both options provide strong security features, but there are some key differences between the two.
SharePoint On-Premises Security
With SharePoint On-Premises, security is entirely under the control of the organization. This includes configuring firewalls, access control, data encryption, and physical security for the data center. The business has full control over how to secure its SharePoint environment, but it also assumes responsibility for maintaining security practices and responding to threats.
- Data Encryption: Organizations are responsible for implementing data encryption both at rest and in transit.
- Access Control: IT teams must define who has access to which data and systems. This involves configuring role-based access control (RBAC) and other user management features.
- Physical Security: With SharePoint On-Premises, physical security of the servers and data storage is a major concern, especially for sensitive or regulated industries.
The downside is that managing security on your own can be resource-intensive. Organizations must have a dedicated IT team with the expertise to monitor security threats, perform regular audits, and stay updated on the latest security protocols.
SharePoint Online Security
SharePoint Online benefits from Microsoft’s robust cloud security infrastructure. Microsoft employs industry-standard security measures to ensure that data hosted in SharePoint Online is protected.
- Data Encryption: Microsoft encrypts data both at rest and in transit using advanced encryption methods like TLS/SSL for data in transit and BitLocker for data at rest.
- Compliance and Certifications: SharePoint Online adheres to numerous industry standards and certifications, including GDPR, HIPAA, ISO 27001, and SOC 2, making it a strong choice for businesses that need to meet compliance requirements.
- Advanced Threat Protection: Microsoft offers advanced security features like threat detection, data loss prevention (DLP), and Multi-Factor Authentication (MFA) to protect against unauthorized access and data breaches.
- 24/7 Monitoring and Updates: Since SharePoint Online is managed by Microsoft, security updates and patches are handled automatically. Microsoft provides regular audits and has a dedicated security team monitoring potential threats.
While SharePoint Online provides robust security, some organizations may feel uneasy about not having full control over the physical infrastructure. However, Microsoft’s investment in security infrastructure and compliance makes it a highly secure option for most businesses.
Scalability: SharePoint On-Premises vs. SharePoint Online
Scalability is another important factor when considering SharePoint On-Premises versus SharePoint Online. As your organization grows, so do its demands for storage, performance, and user access.
SharePoint On-Premises Scalability
With SharePoint On-Premises, scalability is limited by the hardware and infrastructure that the organization has in place. If more users, storage, or performance capacity is needed, the company must invest in additional hardware, including servers and storage systems. This can be a significant challenge for businesses that experience rapid growth or have fluctuating demands.
- Infrastructure Upgrades: As the need for resources grows, organizations will need to scale up their data center infrastructure, which can be costly and time-consuming.
- Limited Flexibility: Scaling SharePoint On-Premises requires careful planning and coordination between the IT department and other stakeholders to ensure there are no performance issues or data access problems.
SharePoint Online Scalability
SharePoint Online, being cloud-based, offers virtually unlimited scalability. Since it’s hosted on Microsoft’s cloud infrastructure, businesses can scale their environment up or down as needed without worrying about hardware limitations.
- Flexible Storage: SharePoint Online provides flexible storage options that automatically scale based on your needs. Businesses can increase storage or adjust user plans at any time.
- No Infrastructure Costs: There’s no need to invest in additional hardware for scalability. Microsoft’s cloud platform automatically adjusts to the growing demands of businesses.
- Global Access: SharePoint Online is accessible from anywhere with an internet connection, making it ideal for distributed or remote teams. Scalability is also enhanced by the ability to use Microsoft’s global data centers.
For businesses experiencing rapid growth or those with dynamic needs, SharePoint Online is often the better choice due to its flexibility and ease of scaling.
Integration with Microsoft 365: SharePoint Online Advantage
Another major consideration when comparing SharePoint On-Premises and SharePoint Online is integration with other Microsoft tools.
SharePoint On-Premises Integration
While SharePoint On-Premises can integrate with other Microsoft products, such as Microsoft Office and Exchange, these integrations often require custom configurations or third-party solutions. This means that organizations may need to invest additional time and resources to ensure smooth integration with the rest of their systems.
SharePoint Online Integration
SharePoint Online benefits from seamless integration with the entire Microsoft 365 suite, including:
- Microsoft Teams: SharePoint Online integrates seamlessly with Microsoft Teams, allowing teams to collaborate on documents and projects in real time.
- OneDrive: SharePoint Online and OneDrive work together to ensure users have secure, cloud-based storage with easy access to their files.
- Power Automate: SharePoint Online integrates with Power Automate, enabling businesses to automate workflows and processes across Microsoft 365 apps.
- Power BI: SharePoint Online allows easy integration with Power BI for data analysis, making it easier for businesses to leverage insights from their SharePoint data.
The deep integration with Microsoft 365 makes SharePoint Online the more attractive option for organizations already using other Microsoft tools. This integration allows for streamlined workflows and increased productivity across the enterprise.
When deciding between SharePoint On-Premises and SharePoint Online, there are many factors to consider. SharePoint On-Premises may be the right choice for organizations that require complete control over their infrastructure, have specific security needs, or work in regulated industries. However, SharePoint Online offers a more scalable, cost-effective, and seamless solution for businesses that rely on Microsoft 365 and need flexibility, ease of access, and automatic updates.
Ultimately, the choice between SharePoint On-Premises and SharePoint Online will depend on your organization’s needs, budget, and future growth plans. By carefully evaluating the factors discussed in this guide—pricing, security, scalability, and integration—you can make an informed decision about which solution best aligns with your business goals.
Choosing the Right SharePoint Solution for Your Business
Evaluating Your Business Needs
Choosing the right SharePoint deployment depends heavily on the specific needs and goals of your business. To make an informed decision, it’s important to evaluate the following factors:
1. Your Organization’s Size and Growth Potential
For smaller businesses or startups, SharePoint Online is often the best choice. Its subscription-based pricing model makes it more affordable and scalable for companies that may not yet have the resources for extensive on-premises infrastructure. As the business grows, SharePoint Online can easily scale to accommodate more users and greater data storage needs.
On the other hand, SharePoint On-Premises might be more suitable for large organizations or those with specific requirements for on-site control, customizations, or compliance regulations. While SharePoint Online offers scalability, businesses that experience complex, large-scale operations may need to rely on the robust infrastructure and control of SharePoint On-Premises.
2. Remote Work and Accessibility Needs
In today’s increasingly remote world, businesses with remote, hybrid, or distributed teams may lean toward SharePoint Online. Its cloud-based nature allows for easy access from anywhere, whether employees are working from home, on the road, or in different offices around the world. SharePoint Online integrates with Microsoft Teams, making collaboration seamless and real-time updates possible across teams.
However, SharePoint On-Premises can work for businesses that have a well-established local infrastructure and don’t require widespread remote access. It’s also a good option for businesses that are located in areas where internet connectivity may be unreliable or where data security demands more control over access.
3. Customization and Legacy Systems
If your organization requires extensive customization or has legacy systems that need to be tightly integrated with SharePoint, SharePoint On-Premises may be the better option. This version allows businesses to implement custom workflows, integrate with internal systems, and fully control the environment to meet specific needs. The ability to tailor SharePoint to your business’s exact requirements is a significant advantage.
However, if you’re looking to minimize customization work and don’t rely heavily on legacy systems, SharePoint Online may be a simpler and more cost-effective solution. SharePoint Online offers many out-of-the-box features, and its integration with Microsoft 365 apps provides a wide array of tools that may not require heavy customization.
4. Compliance and Data Control
For organizations in regulated industries (such as healthcare, finance, or government), SharePoint On-Premises may be more appropriate due to the need for tight data control. On-Premises allows organizations to meet specific compliance requirements, store data within their own data centers, and manage access policies as they see fit. If your business requires complete control over where data is stored and how it’s accessed, On-Premises provides that flexibility.
On the other hand, SharePoint Online is a secure option as well, with Microsoft adhering to rigorous security standards and compliance certifications such as ISO 27001, SOC 1, 2, 3, and GDPR. For many businesses, SharePoint Online offers sufficient security and compliance features, but if your business requires the highest level of data control, On-Premises may still be preferable.
Migration Considerations: Moving from On-Premises to Online
If your organization is currently using SharePoint On-Premises and is considering a move to SharePoint Online, there are several key factors to keep in mind:
1. Migration Complexity
Moving from SharePoint On-Premises to SharePoint Online can be a complex process, especially for large enterprises with substantial amounts of data, customizations, and legacy systems. The migration process may involve:
- Data migration: Migrating large volumes of documents, libraries, and lists to the cloud can take time and careful planning. Microsoft offers tools like the SharePoint Migration Tool and PowerShell scripts to assist with this, but it’s crucial to plan for potential data loss, migration errors, and testing.
- Customization migration: Custom workflows, custom web parts, and on-premises features like InfoPath forms may need to be redesigned or re-engineered for SharePoint Online. While SharePoint Online supports most of the same features, some customizations may need to be adapted to work in the cloud environment.
- User training: Employees accustomed to the On-Premises version of SharePoint will need to be trained on the Online version, as the interface and workflow may be different.
2. Timeline and Resources
The time and resources needed for migration can vary widely depending on the complexity of the current system. For many businesses, migrating to SharePoint Online offers long-term benefits like cost savings, automatic updates, and cloud security, but it requires careful planning and execution. You’ll need to allocate resources for data preparation, testing, training, and implementation.
3. Hybrid Deployment Model
Some organizations choose a hybrid model, where they use a combination of SharePoint On-Premises and SharePoint Online. This can be useful for businesses that have specific legacy applications or compliance requirements that must be supported on-premises, while also taking advantage of the flexibility, scalability, and collaboration features of SharePoint Online. A hybrid approach allows businesses to gradually transition to the cloud without disrupting their entire workflow.
Microsoft offers hybrid configurations with SharePoint Server 2019 and SharePoint Online, which allows content to be stored both on-premises and in the cloud, with seamless user access across environments.
Long-Term Strategy: The Future of SharePoint
As Microsoft continues to invest heavily in its cloud infrastructure and Microsoft 365 suite, SharePoint Online is the clear future direction for SharePoint development. Over time, Microsoft will likely phase out more On-Premises features and focus on delivering new capabilities to SharePoint Online, making the cloud version more appealing for long-term use.
SharePoint On-Premises is still supported through SharePoint 2019 with extended support until 2026, but businesses planning for the long haul should consider SharePoint Online for its modern features, integrations, and scalability. Additionally, Microsoft’s future plans, including greater integration with tools like Microsoft Teams, Power BI, and Power Automate, show a clear commitment to the cloud-based version of SharePoint.
If your organization is not currently using SharePoint, or if you are planning a new deployment, SharePoint Online is the more future-proof solution. It integrates seamlessly with the broader Microsoft 365 ecosystem and offers continuous updates, advanced features, and cloud scalability.
Ultimately, the decision between SharePoint On-Premises and SharePoint Online comes down to the unique needs and goals of your business. SharePoint On-Premises gives businesses more control over infrastructure, security, and customizations, making it ideal for organizations with specific compliance or integration needs. However, SharePoint Online offers flexibility, scalability, lower upfront costs, and seamless integration with other Microsoft 365 applications, making it a great choice for businesses focused on collaboration, mobility, and modern cloud technologies.
In the end, evaluating factors such as size, budget, security needs, compliance requirements, and long-term growth potential will guide your decision. As businesses continue to embrace cloud solutions, SharePoint Online offers a promising future, with continuous updates and innovation on the horizon.
Best Practices for Implementing SharePoint
Planning for SharePoint Deployment
Whether you’re using SharePoint On-Premises or SharePoint Online, planning is a critical step in ensuring a successful deployment. A strategic implementation plan will help ensure that your organization gets the most out of SharePoint while minimizing potential challenges.
Assess Business Requirements
The first step in any SharePoint deployment is to clearly define the business needs. This includes understanding how SharePoint will be used across the organization, identifying key stakeholders, and determining which features are essential. It’s important to ask questions such as how SharePoint will be used for collaboration, document management, and workflow automation. What specific features or customizations are needed to meet business requirements? Are there compliance or security requirements that need to be considered? What are the expectations for scalability and flexibility as the business grows?
Involve Key Stakeholders Early
SharePoint can be a complex system, so it’s crucial to involve key stakeholders, including IT teams, business leaders, and end-users, from the beginning. Input from these groups will help ensure that the system is implemented effectively and that users have the training and support they need. IT teams should be involved in decisions about infrastructure, security, and deployment models. Business leaders can provide insights into departmental needs, and end-users will offer feedback on how SharePoint fits into daily workflows.
Define Clear Governance Policies
Before rolling out SharePoint, establish governance policies that define who has access to what, how documents and data should be organized, and who is responsible for managing content and security. This can prevent issues later on, such as inconsistent document organization, security breaches, or data compliance problems. Governance policies should cover content management, user access, permissions, and data security.
Designing SharePoint Architecture
The architecture of SharePoint, whether on-premises or online, will have a significant impact on the system’s performance and usability. Proper design and configuration are crucial to ensuring a smooth experience for end-users.
Site Collection Design
A well-structured site collection design will help keep SharePoint organized, scalable, and easy to manage. Key decisions for site collection design include how to organize site collections (for example, based on departments, regions, or business functions), naming conventions, and site hierarchy. A flat structure may be simpler for smaller businesses, while a hierarchical approach might be more suited to larger organizations with multiple teams and departments.
Choosing the Right Features and Templates
SharePoint offers a variety of templates for different use cases, including document libraries, project sites, team collaboration sites, and more. Depending on your business needs, you should select the most appropriate templates that align with the workflows you want to support. For SharePoint Online, templates like Team Sites and Communication Sites are popular choices for creating collaborative environments. When using SharePoint On-Premises, consider additional customization or custom-developed templates that match your business processes.
Consider Performance and Scalability
For SharePoint On-Premises, you must consider the hardware and infrastructure requirements, such as server specifications, storage, and network capacity. For SharePoint Online, you’ll need to think about bandwidth requirements and how your organization’s usage will scale as more users access the platform. Caching and load balancing can optimize performance and reduce server strain for On-Premises setups, while SharePoint Online offers automatic scaling managed by Microsoft.
Data Migration and Integration
Migrating data from legacy systems or SharePoint On-Premises to SharePoint Online can be a complex task, but with careful planning, it can be done successfully.
Plan Your Data Migration
The data migration process involves moving documents, lists, and other content from the old system to the new SharePoint environment. Before migration, audit your existing data to remove unnecessary or outdated files. This will save storage space and ensure that only relevant data is moved. Once data is cleaned, prioritize according to business needs and start with less critical data. You can use Microsoft’s SharePoint Migration Tool or third-party tools for large or complex migrations.
Integrate with Other Systems
If your organization uses other enterprise systems, such as Customer Relationship Management (CRM) or Enterprise Resource Planning (ERP), you’ll need to integrate them with SharePoint to ensure seamless data flow. This is particularly relevant for SharePoint On-Premises, where custom integrations may be necessary. Microsoft Flow and Power Automate can be used to automate workflows and integrate SharePoint with other Microsoft 365 services. Custom development might be required for complex integrations.
User Training and Adoption
The success of SharePoint largely depends on how well it’s adopted by employees. Training and support are critical components of a successful deployment.
User Training
Invest in comprehensive training for end-users. Focus on the features that employees will use the most, such as document management, collaboration tools, and task automation. SharePoint Online offers a modern interface, but there can still be a learning curve. Provide hands-on sessions where users can explore the platform and ask questions in real time. Offer self-guided learning materials, such as videos, documentation, and user guides, for employees to learn at their own pace. Tailor training sessions based on user roles, as document managers will need training on version control and workflows, while regular users will focus on document collaboration.
Fostering SharePoint Adoption
The key to driving adoption is ensuring that SharePoint enhances users’ workflows rather than disrupting them. SharePoint needs to be seen as a valuable tool for daily tasks, not just another system to learn. Make sure users understand the benefits of using SharePoint, such as real-time collaboration, document versioning, and seamless integration with other Microsoft 365 tools. Introduce SharePoint gradually, starting with one department or team, and expand from there. This will allow you to iron out any issues before scaling. Identifying and training SharePoint champions in different departments who can provide peer support and advocate for best practices can also drive adoption.
Monitoring, Support, and Continuous Improvement
Once SharePoint is live, it’s important to keep monitoring its performance, resolve issues promptly, and make adjustments to improve the system over time.
Monitoring Performance and Usage
Use monitoring tools to track SharePoint’s performance and usage patterns. This helps identify potential issues before they become critical and allows for informed decision-making when it comes to scaling or optimizing the system. For SharePoint Online, the Microsoft 365 admin center can be used to monitor usage, security, and performance. For SharePoint On-Premises, Central Administration tools allow you to monitor the health of your SharePoint environment.
User Feedback
Collect regular feedback from users to understand what’s working well and where improvements can be made. This can be done through surveys, user interviews, or feedback sessions.
Continuous Improvement
As your organization’s needs evolve, SharePoint should evolve with it. Regularly review your implementation, update workflows, and introduce new features as needed to ensure that SharePoint remains a valuable asset to the business. Periodically review and update custom workflows, features, and integrations to ensure they align with current business practices. Take advantage of new features that Microsoft releases for SharePoint Online to stay up to date with the latest technology and capabilities.
Conclusion
Implementing SharePoint, whether on-premises or online, requires careful planning, governance, and ongoing support. By focusing on strategic deployment, effective training, and continuous improvement, your business can maximize the value of SharePoint as a collaboration, document management, and workflow automation platform. Following these best practices will not only ensure a smooth deployment but also foster user adoption, improve productivity, and future-proof your SharePoint environment.