You have to design a SharePoint (SPS) site because your team is moving to another department. However, there are many things that need to be done besides designing a website — some might say you don’t have time for this important task but at the moment is not urgent. What to do?
If you don’t plan well, you forgo the design and just place folders, sub-folders, calendars and files everywhere. Even though it’s not just your team that needs to find things, it’s other departments who need access to certain libraries or shared documents. Each team may have some knowledge on where certain files or folders are located although coordinating that effort among all teams after the fact might be hard to do.
With a lack of planning and coordination, looking for certain things could be quite challenging. What to do? What if your original website prior to the move was poorly designed? So you have to redesign the new site and then organized the old site in a way to help determine what files need to be migrated over.
It goes without saying that if you don’t plan well in SPS, your team or colleagues will be less likely to use it. Even if designed well after some time of the department change, what are the chances the site will be regularly used?
Of course, requirements are key when doing this work. Even if you collect key requirements from key stakeholders and management, what if their requirements change during the design process? Will they realize the amount of work that will be generated by these constant changes?
Even if this process is straightforward, one may not know the work involved unless it’s done by them. Complex or changing requirements may double or triple the amount of work. If it needs to be redesigned, there’s potentially much more work that’s needed. For example, the initial design may take 40 hours. Some may forgo this exercise as 40 hours is too much time to spare. If it’s not done right the first time, the resources may need to be tripled. Moreover, with a poorly designed site, time is lost as users spend more time searching for things. If management and your team don’t have time to properly design the site the first time, how will they have time to fix it when it’s broken or ineffective?