Here are some essential checklists and templates to help you set up, manage, and optimize SharePoint efficiently!
Before rolling out SharePoint, ensure everything is well planned and structured:
Define Purpose & Use Cases (Intranet, Document Management, Workflow Automation)
Choose Deployment Type (SharePoint Online vs. On-Premises)
Set Up Site Hierarchy (Hub Sites, Team Sites, Communication Sites)
Establish Naming Conventions for Sites, Libraries, and Lists
Create User Groups & Permissions (Owners, Members, Visitors)
Enable Versioning & Document Retention Policies
Define Metadata & Taxonomy for Easy Searchability
Set Up Workflows & Automations (Power Automate for Approvals & Notifications)
Test User Experience & Mobile Compatibility
Develop Governance Plan (Who Manages What?)
Template: SharePoint Governance Document (Roles, Policies, and Naming Conventions)
Before launching a new SharePoint site, ensure these elements are in place:
Choose Site Type (Team Site, Communication Site, Hub Site)
Set Site Permissions (Who Can Access, Edit, or View?)
Define Site Navigation (Menus, Quick Links, Web Parts)
Create Required Libraries & Lists (Documents, Tasks, Issues)
Enable Content Approval & Workflows (If Needed)
Configure Alerts & Notifications for Important Changes
Set Up Site Branding (Company Logo, Theme, Colors)
Test Site Performance & Searchability
Publish a User Guide for New Site Visitors
Template: SharePoint Site Request Form (For New Sites with Required Details)
Make sure your SharePoint document libraries are well-organized and easy to use:
Use Folders & Metadata Tags for Structured Organization
Enable Version History to Track Changes
Set Up Custom Views (Sort by Date, Author, Category)
Restrict Editing & Access Where Needed (Read-Only, Specific Permissions)
Enable Co-Authoring & Check-Out Features for Collaboration
Set Expiry Dates for Compliance & Clean-Up
Use Power Automate for Notifications & Approval Workflows
Template: SharePoint Document Naming & Metadata Guide
Use SharePoint lists for tracking data efficiently! Here are some useful templates:
Task Tracker List – Assign & track tasks with deadlines and owners
Employee Leave Request Form – Automate leave approvals with Power Automate
IT Helpdesk Ticketing System – Log and track IT support requests
Project Management List – Organize project tasks, milestones, and status updates
Asset Tracking List – Keep a record of company devices, software, and warranties
Event Registration Form – Collect sign-ups for meetings and events
Template: Pre-Built SharePoint Lists for Project Management, HR, and IT Helpdesk
To protect sensitive information and ensure the right people have access:
Use SharePoint Groups for Access Management
Limit Permissions to the Necessary Users (Avoid "Everyone" Access)
Regularly Audit Permissions & Remove Inactive Users
Restrict External Sharing Where Needed
Enable Multi-Factor Authentication (MFA) for Added Security
Use Sensitivity Labels & Data Loss Prevention (DLP) for Confidential Data
Monitor Activity Logs & Set Up Security Alerts
Template: SharePoint Access & Permissions Audit Log
Boost productivity by automating common tasks in SharePoint:
Automated Document Approval Workflow – Notify approvers & update status
New Hire Onboarding Process – Auto-assign training & send welcome emails
Expiration Date Alerts – Remind users before document or contract expiry
Survey & Feedback Collection – Gather responses and store in SharePoint
Email Notifications for New List Entries – Alert teams about new submissions
Template: Pre-Built Power Automate Workflows for SharePoint Automation
If you're moving from an old system to SharePoint, follow these steps:
Analyze Current Data & Identify What Needs Migration
Map Folder Structures to SharePoint Libraries & Metadata
Clean Up Old, Redundant, or Duplicate Files
Choose a Migration Tool (ShareGate, Microsoft Migration Tool, etc.)
Migrate in Phases to Reduce Downtime
Test Permissions & Security Settings After Migration
Train Users on the New SharePoint Setup
Template: SharePoint Migration Plan & Tracking Spreadsheet
These checklists and templates help you set up, manage, and optimize SharePoint efficiently. Whether you're creating a new site, organizing document libraries, automating workflows, or migrating data, having structured guides makes everything smoother.