How to Build the Perfect SharePoint for Your Team

A SharePoint is a collection of resources where your team can upload documents, workflows, processes, definitions, and much more.

It is an important tool for communication and collaboration, yet many companies, corporations, and even solopreneurs fail to build one.

If you’re planning to add at least one new team member, you need a SharePoint.

Without it, you’re setting yourself up for miscommunications and inefficiencies.

And if you’re in hyper-growth mode, creating a SharePoint should be a top priority.

Build one now…ask questions later.

In this guide, I’ll provide practical steps to create an effective SharePoint that will enhance team productivity and streamline communication.

Step 1: Define What Your Team Does

One of the most important aspects of a SharePoint is defining your team’s purpose.

When a new member joins, they often do a general training on company culture, ethics, and cybersecurity…. blah blah blah.

Important stuff, but nothing that deals with their day-to-day tasks.

Once they complete these trainings, they will look for a SharePoint.

If none exists, they’ll waste time trying to figure out what to do.

Your SharePoint’s homepage should clearly state your team’s mission.

A concise and well-written statement, such as “Our team manages the financial technology for Fortune 500 companies,” immediately provides clarity.

This helps new employees and reminds existing employees of their role within the organization.

Once you set the tone with a clear purpose, all other documentation and procedures will make sense.

Step 2: Create Standardized Procedures

Procedures are the backbone of an effective SharePoint.

They should be structured in a standardized manner to prevent inconsistencies.

The two key elements of great procedures are standardization and steps.

Standardization

A well-designed template ensures uniformity.

Without a template, teams will define processes in different ways, creating confusion and inefficiency.

To maintain consistency, require that ALL new procedures follow a structured format.

A simple template could include:

• Purpose of Procedure: A brief description of why the procedure exists.
• Steps: A sequential breakdown of how to complete the task.
• Additional Resources: Links or attachments that provide further context.

If a procedure does not follow this template, it should be rejected.

While enforcing a template may seem like a waste of time initially, over time, this standardization will enhance clarity and efficiency.

Steps

The step-by-step breakdown of each procedure should be:

• Simple and clear: Use easy-to-understand language. Avoid jargon and complex definitions.
• Illustrated: Include screenshots or visual aids whenever possible. Many computers allow users to record their screen using built-in tools like PSR (Problem Steps Recorder), which captures each step in a process.
• Tested: Ensure that the instructions are so clear that even someone outside the team can follow them without help.

Step 3: Consistently Update Content

A SharePoint should be a living document…continuously evolving as processes, technologies, and team structures change.

Outdated content leads to errors and inefficiencies.

Best Practices for Updates:

• Review procedures regularly. If new software or tools are introduced, update the relevant documentation immediately.
• Test before publishing. Have someone unfamiliar with the process follow the procedure without guidance. If they struggle, simplify it further.
• Eliminate outdated content. Remove or archive irrelevant information to keep the SharePoint clean and effective.

More Than Just Documents…

A SharePoint is more than just a repository of documents.

It is the glue that holds a team together.

In today’s fast-paced work environment, communication is key.

Without clear documentation, teams struggle with miscommunication, inefficiencies, and frustration.

As a manager, your role is to facilitate seamless communication.

Think of your team as a network of neurons.

Your goal is to make these neurons chatty, engaged, and well-connected.

A SharePoint achieves this by:

• Centralizing critical information.
• Providing clear guidance on daily tasks.
• Ensuring that everyone understands the team’s mission.

If you don’t have a SharePoint yet, build one.

If you refuse to build one, you are setting your team up for failure.

For more insights into communication skills and content creation, check out our free monitored newsletter!

– ArmaniTalks