Building a SharePoint operational hub
A growing contractor (name withheld) used Microsoft 365 but relied on unstructured folders and email to coordinate recurring work.
- Sector
- Construction SMEs
- Services
- Digital systems
- Technical documentation
- Training and capability
The situation
- 01 Nobody was sure what belonged in OneDrive and what belonged in Teams or SharePoint.
- 02 Recurring actions were coordinated by email, with no shared status.
- 03 Folder names reflected history rather than current roles.
- 04 Nobody was responsible for the site structure, permissions or publishing.
- 05 New starters needed about a week of ad hoc explanation to find their way around.
We mapped what each role needs to find and maintain
We ran workshops that followed real tasks across commercial, delivery and quality roles. They settled which information belongs in personal space, in team collaboration or in a controlled library, and gave important records one home without copying every inherited folder.
- 01 Entry points by role and task
- 02 Controlled and collaborative libraries
- 03 Recurring actions and who handles them
- 04 Permissions, administration and support
We released a usable core and taught the team how it works
The first release covered the tasks people do most, with templates and simple workflows only where they made responsibility clearer or cut repeated chasing.
Administrators, content owners and everyday users learned on real tasks, and we handed over the guidance for permissions and future changes with the release.
What the work achieved
- Finding the current document
- 20 min → <2 min
- Time spent finding the current version of a document dropped from around 20 minutes to under two.
- Weekly coordination email
- Halved
- Weekly email traffic for recurring coordination roughly halved once status moved into the hub.
- New starter time-to-productive
- Week → 1 day
- New starters productive in the shared workspace within a day instead of a week of ad hoc explanation.
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