Streamline Your Small Business with Better SharePoint Document Management

A well-organised document management system is essential for small businesses to stay efficient, collaborative, and compliant. Microsoft SharePoint offers a powerful solution, but without the right strategy, it can quickly become cluttered and hard to navigate.

Here’s how small businesses can optimise their SharePoint environment for maximum productivity:

1. Keep Folder Structures Simple and Logical

Instead of dumping all files into one library, create a structured hierarchy based on:

• Departments (e.g., Sales, Finance, HR)
• Projects (e.g., Website Redesign, Q2 Marketing Campaign)
• Document Types (e.g., Contracts, Reports, Policies)
• Clients or Vendors (for customer- or supplier-related documents)

A well-planned structure reduces search time and keeps documents easily accessible.

2. Use Metadata for Smarter Organisation

Folders alone can be limiting. SharePoint’s metadata tagging allows dynamic categorisation, making search and retrieval faster.

Benefits of metadata: ✔ Quick filtering and search ✔ Custom tagging options (e.g., author, document type, project) ✔ Less reliance on deep folder structures

Example: Instead of navigating through multiple folders to find an invoice from a specific client, users can apply metadata tags such as “Invoice,” “Client Name,” and “Date” to quickly filter and locate the document in seconds.

With metadata, employees can find documents easily without navigating through endless folders.

3. Enable Version Control to Avoid Duplication

SharePoint’s version control keeps a full history of edits without creating multiple copies of the same file.

Why version control matters: ✔ Tracks changes and allows users to restore previous versions ✔ Reduces confusion and prevents duplicate files ✔ Ensures everyone works on the latest version

This feature is essential for maintaining accuracy and preventing document sprawl.

4. Create Dedicated SharePoint Libraries

Segmenting documents into multiple libraries improves access control and usability. Examples:

• Finance Library: Invoices, budgets, tax documents
• HR Library: Employee records, policies, contracts
• Project Library: Plans, milestones, deliverables

Each library can have custom permissions, ensuring sensitive information stays secure.

5. Control Access with Proper Permissions

Not all employees need access to every document. Use SharePoint’s permissions feature to define access levels:

• Site Level: Restrict access to confidential sections
• Library Level: Ensure only relevant teams can view/edit files
• Folder & File Level: Assign individual permissions as needed

Granular permissions protect sensitive information while enabling collaboration.

6. Optimise Search for Faster Document Retrieval

SharePoint’s search function helps users find files quickly. Improve search efficiency by:

✔ Using clear, consistent file names ✔ Applying relevant metadata tags ✔ Enabling managed properties for advanced filtering

These steps significantly reduce time spent searching and improve workflow efficiency.

7. Automate Repetitive Tasks with Workflows

Automating tasks with Microsoft Power Automate saves time and reduces manual work. Examples include:

✔ Notifications: Alert users when documents are updated ✔ Approval Processes: Ensure files go through review before publishing ✔ Archiving Rules: Automatically remove outdated files

Automation helps small businesses stay organised while reducing administrative workload.

Get the Most Out of SharePoint with FOS.net

An optimised SharePoint setup keeps your small business running smoothly. By implementing these best practices, you can improve efficiency, boost collaboration, and enhance security.

At FOS.net, we help small businesses tailor SharePoint for their needs—whether it’s setting up a logical document structure, integrating metadata, or automating workflows. Contact us today to optimise your SharePoint environment and make document management effortless.