SharePoint Implementation Guide: Step-By-Step Process (2024)

Need to implement SharePoint?

In this guide, I will give you a step-by-step process to ensure a successful deployment of SharePoint Online.

Let’s get started.

Why create a strategic implementation plan?

Like anything else, having a plan gives you a higher chance of smoother operation. Image may be NSFW.
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Here are specific reasons why:

• Avoid misalignment with your business objectives
• Minimize disruptions during the transition and deployment phases
• Optimize resources (time, budget, and personnel)
• Improve user adoption and engagement
• Maintain control and integrity

From experience, having a strategic implementation plan allows you to anticipate and address challenges.

In other words, it sets clear expectations, timelines, and responsibilities so that everyone involved is on the same page.

The opposite of this, not having any plan, will have you face setbacks that could hinder the success of the deployment.

Step-By-Step SharePoint Implementation Process

Implementing SharePoint requires a structured approach so that everything is set up correctly and efficiently.

Here are my “recommended” steps:

Step 1: Assemble an implementation team

Like your organization, starting with the right team, and people, is important.

This team will be the one responsible for guiding the project from planning to launch, so choose wisely. Image may be NSFW.
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Key roles I recommend you include:

• Project manager
• SharePoint developer
• IT administrator
• Business analyst

It’s better to have a well-rounded team so that all aspects of the implementation are covered.

The project manager keeps the team on track, while the developer and IT guy focus on the technical details.

If you’re curious about the business analyst, he’s there to make sure there’s alignment between the platform and the organization.

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Clik here to view. Related: Hiring the Best SharePoint Developers: Why It Matters

Step 2: Discover, analyze, and prioritize requirements

This is more of a brainstorming work where you come up with specific workflows that support business goals.

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Here’s what you can do here:

• Conduct stakeholder interviews to get insights on their requirements
• Analyze current processes to identify pain points
• Prioritize features based on their impact

This part helps you address the most pressing needs first.

For example, the current processes allow you to see inefficiencies and prioritize features that are the most impactful.

This will help you avoid missed requirements and reduce the risk of implementing unnecessary features.

Step 3: Design and information architecture

This part helps you define how users interact with the platform.

Remember that a well-structured design will make sure that content is easy to find and manage for your users.

Here’s what you should do here:

• Plan structure for SharePoint sites
• Set up metadata
• Determine user permissions and security groups
• Design navigation

What’s important here is that you create a logical flow of information that makes sense for your organization.

For example, as you know, setting up metadata will help make content management more efficient.

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Users will have an easier time finding what they need as well as avoid some limitations in SharePoint Online.

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Clik here to view. Related: Metadata in SharePoint – How to use it? The Beginner’s Guide

Step 4: Development and deployment

If the steps above are about what’s under the hood, this part is where the SharePoint solution starts to take shape.

Key actions to take:

• Use the built-in tools to minimize custom development
• Apply custom coding only where necessary
• Create a testing environment to catch issues before full deployment
• Roll out the solution in stages

Well, it’s not that I don’t recommend third-party tools.

However, focusing on out-of-the-box features helps keep the system simple and easier to maintain. Image may be NSFW.
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If you want to put some customization in, limit it to what’s necessary to avoid complexity (higher maintenance cost).

Once everything is ready, deploy in phases so that potential issues can be managed and adjustments can be made.

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Clik here to view. Related: SharePoint Online Deployment Guide: Step-By-Step Tutorial

Step 5: User acceptance testing (UAT)

This is where the solution meets the needs of its users before the full launch.

UAT is important since this process validates that the platform functions as expected in a real-world scenario.

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Here’s what you need to do here:

• Choose a group of users who represent different departments and roles
• Create test scenarios that mimic daily tasks and workflows
• Collect feedback from the test users
• Fix any bugs or problems that were found during testing

For this to work, you need to select users who will interact with the systems regularly.

As for the test scenarios, they should reflect actual use cases to find potential problems not obvious during development.

The feedback that you receive then is important so the team can make the necessary adjustments.

Step 6: Training and adoption strategy

This will make sure that users are comfortable with the new SharePoint system and can use it to its full potential.

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Here are the key elements here:

• Create user guides, video tutorials, and FAQs
• Conduct live training sessions (in-person or virtual)
• Provide ongoing support to address user questions
• Monitor SharePoint adoption rates through analytics

After the deployment, things might look smooth on the surface, but there would always be issues.

Live training sessions will allow users to ask questions and learn in real time, with ongoing support for the resources.

When you monitor the adoption rates, you will be able to identify any challenges early on and allow for timely interventions.

Step 7: Ongoing maintenance and governance

You must have seen this a mile away. Image may be NSFW.
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However, these are important if you want to keep your SharePoint intranet secure and efficient.

Here are key actions to consider:

• Set rules for content management, user permissions, and data security
• Keep the system up-to-date with the latest features and security patches
• Track system performance and user activity
• Periodically assess and adjust governance policies

Having clear governance policies would help prevent unauthorized access and keep content organized.

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However, you have to revisit them to make sure that they’re still relevant as your organization grows and changes.

This ongoing process is key if you want to sustain a long-term, successful SharePoint implementation. Image may be NSFW.
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Clik here to view. Related: SharePoint Governance Plan: How to Create an Effective Plan

Having a Structured Implementation Approach

There’s no way of saying this — but having a structured implementation approach is important for a successful deployment.

It will help you manage each step, avoid common pitfalls, and make sure that the platform meets your needs.

Anyway, got any questions about this Microsoft SharePoint implementation guide? Let me know.

For any business-related queries or concerns, contact me through the contact form. I always reply. Image may be NSFW.
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