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7 Best Practices to Optimize Your SharePoint Implementation

Darshit Gajjar

A dynamic competitive business ecosystem demands superior content management capabilities for businesses that need to stay relevant. An engaging digital experience for the stakeholders can often transform the capabilities and carve a distinguished identity for your brand.

That’s why it’s imperative to effectively organize, create and share information across the global workforce to deliver innovative solutions. Microsoft SharePoint is an excellent infrastructure that has redefined collaboration and teamwork in business operations.

SharePoint is a mission-critical technology asset powering company intranet, websites, document sharing systems, knowledge management systems, business intelligence centers, and more. It facilitates a new level of collaboration among internal and external users.

We have already understood how SharePoint helps to organize enterprise collaboration around the world. Here we go a step further and share the seven best practices that ensure seamless SharePoint implementation to positively impact your business bottom line.

  1. Custom Development

    Off-the-shelf features or customized to perfection in line with business operations, SharePoint has you covered. SharePoint is built on the .NET framework, which is convenient, easy to customize, maintain and upgrade.

    Simply using Visual Studio and SharePoint Designer, one can customize their application environment by creating and deploying custom workflows, designing page layouts and site templates, web parts and much more. Conveniently modify, augment and customize your site and allow seamless deployment of custom code to Windows Azure in the background. It’s easy as that to create a cloud-hosted app for your business operations.

    Here’s a basic SharePoint app model architecture of provider hosted application that we at Cygnet use:

    7-Best-Practices-to-Optimize

  2. Performance and Maintenance

    High availability and disaster recovery are top priorities for any enterprise working with a wide range of applications spread over multiple locations. While the importance of routine maintenance on your SharePoint implementation ensures that it will run error-free, you need to establish a resilient multi-tenant architecture that can withstand unexpected anomalies for its optimal performance.

    In addition,

    • Examine your SharePoint design and architecture
    • Identify any bottlenecks in the environment
    • Assess topology of the multi-server farm on which the application is running, including any web frontend, application and/or database servers
    • Review service application’s configuration
    • Check whether the server farm infrastructure meets SharePoint’s hardware requirements

    Finding and mitigating these issues helps enhance SharePoint’s performance.

  3. Ongoing Monitoring

    All SharePoint servers, applications and data farms need ongoing monitoring to keep SharePoint environment running smoothly to either eliminate or mitigate any hardware issues.

    SharePoint provides an arsenal of on-board tools for monitoring its environment. One of them is SharePoint Health Analyzer. It has scheduled, pre-defined rules of countering problems arising due to performance, security, availability and configuration issues. On detecting errors, it triggers its corresponding rule and steps in to resolve the issue.

  4. SharePoint Upgrades & Patches

    Regular upgrades and security patches can minimize interruptions in SharePoint Servers. Moreover, it is important to fix the known issues through Cumulative and Security Updates, Service Packs or Hotfixes.

    Microsoft releases updates regularly to address issues such as bugs and security vulnerabilities. If you fail to upgrade your SharePoint version, it can lock you out of new updates and security patches and can leave you exposed to high risk of cyber-attacks.

    By applying regular patches and using an updated version, your environment can run with the latest codebase, making it the most compatible environment with any future upgrades.

  5. Enterprise Search

    SharePoint’s enterprise search feature is an amazing new tool that allows users to locate and retrieve information from within the distributed enterprise content. It operates in private networks, such as intranet and document libraries shared with authorized users based on their roles and permissions.

    It also arms end users to query all the organization’s relevant data. Doing so eliminates the need of manually filtering data through vast repositories.

    You can also configure authoritative pages, and Best Bets to govern search and retrieve custom search or scope-based information.

  6. Administration Services

    Administration services is a crucial aspect of SharePoint Implementation to ensure smooth functioning of your SharePoint business platform. Administration services includes installing, configuring and upgrading your SharePoint implementation, managing system operations and services, effectively governing metadata and retention policies.

    This will help you to proactively comply with industry regulations and Microsoft best practices reducing the risk in the event of a security breach while effectively sharing knowledge and being even more agile.

  7. Migrating SharePoint Versions

    SharePoint migration is crucial as it enables access to new features and functionality.

    Before migrating your data, you need to use proven, time-tested SharePoint migration tools that support your existing IT environment, followed by the documentation of your existing SharePoint configuration.

    Analyze your SharePoint environment and check where your data is located and where you want those files after migration. Select from two sources to migrate your data: from an on-premises SharePoint Server site or a local file share or network path.

Take advantage and maximize the return on investment of your SharePoint Implementation by adopting these effective practices.

Cygnet's SharePoint Implementation Capabilities

A Cygnet client, leading supply chain management solutions provider, faced challenges in managing industry-specific documents across different departments. They wanted a productivity tool to manage and archive all the documents of their organization.

Additionally, they wanted to eliminate paperwork, enhance operational effectiveness and secure ownership of the documents.

Cygnet delivered a highly customized document management solution capable of managing different documents through SharePoint. Some of the solutions features are:

  • Scanning and parsing document (manual/automated)
  • Document archiving
  • Managing document templates and workflows
  • Providing administrative rights to authorized users
  • Seamless integration with external systems such as Emails, Fax, SMS, Web services, Windows office, scanners and laser disks
  • Intuitive dashboard to manage document and generate reports

Being a Microsoft Gold Certified Partner, we provide a suite of SharePoint services that empowers you to perform business operations with speed and 100% agility.

If you are looking for SharePoint integration and implementation strategies that help you successfully collaborate and innovate, get in touch with us today at Cygnet on +1-609-245-0971 or inquiry@cygnetinfotech.com.

Darshit Gajjar

Darshit serves as the Technical Lead for SharePoint Technology. In his eight year long stint at Cygnet, he has worked on a variety of SharePoint based deployments. When he's not working, you will catch him playing volleyball or chess or maybe engrossed in reading the latest tech advancements.

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