During the pandemic, many organisations turned to SharePoint almost overnight. It was a practical, sensible move. Teams needed somewhere to store files, collaborate remotely and keep the business running.
But for many SMEs, that initial setup was done quickly, under pressure, and with limited planning. Now, years later, that same SharePoint environment is still in place, often unchanged.
If that sounds familiar, you are not alone. The good news is that SharePoint is still one of the most powerful tools in Microsoft 365. The challenge is that many organisations have only scratched the surface.
The pandemic rush, what actually happened
When lockdowns began, the priority was speed, not structure. IT teams and providers did what they had to do.
Typically, that meant:
- Setting up basic document libraries so teams could access files remotely, often mirroring old file server structures rather than rethinking how information should be organised
- Creating a handful of SharePoint sites or Microsoft Teams spaces without a clear governance model or long-term plan
- Giving broad access permissions to keep work moving, sometimes at the expense of security and control
This approach worked in the moment. It kept businesses operational during a crisis. But it was never designed to be a long-term solution.
The hidden cost of “good enough” SharePoint
Fast forward to today, and many organisations are still working within that initial setup. Over time, small issues have grown into bigger challenges.
Common signs include:
- People struggling to find the latest version of documents, leading to duplication and confusion
- Inconsistent folder structures across teams, making collaboration harder than it should be
- Overly broad permissions, increasing the risk of sensitive data being accessed inappropriately
- Limited use of SharePoint’s wider capabilities, such as automation, metadata, or integration with Power Platform
Individually, these issues might seem manageable. Together, they create friction, reduce productivity and introduce unnecessary risk.
They can also act as a barrier to adopting newer tools like Microsoft Copilot. If your SharePoint environment is disorganised or poorly governed, Copilot may surface outdated, duplicated or inappropriate information, limiting its value and increasing risk.
What “doing SharePoint properly” actually means
Fixing SharePoint is not about starting again. It is about evolving what you already have into something more structured, secure and aligned with how your organisation works today.
Doing SharePoint properly usually involves three key areas.
✅ Structure and information architecture
Instead of relying purely on folders, a well-designed SharePoint environment uses a combination of sites, libraries and metadata to organise information logically.
This makes it easier to:
- Find documents quickly
- Reduce duplication
- Support collaboration across teams
It also creates a foundation that can scale as your organisation grows.
✅ Governance and security
Clear governance ensures that SharePoint remains controlled without becoming restrictive.
This includes:
- Defined ownership of sites and content
- Sensible permission models based on roles, not individuals
- Policies for document lifecycle, retention and sharing
Many organisations are also introducing more advanced controls such as sensitivity labels to classify and protect data based on its importance. This helps ensure that sensitive information is handled appropriately, whether it is shared internally or externally, and supports a wider data security framework.
For organisations in regulated sectors like finance or not-for-profit, this is particularly important for compliance and audit readiness.
✅ Making the most of Microsoft 365
SharePoint is not just a document store. When used properly, it connects with the wider Microsoft ecosystem.
This can unlock:
- Automated workflows using Power Automate
- Better reporting and visibility with Power BI
- Streamlined collaboration through Microsoft Teams integration
It also plays an important role in enabling tools like Microsoft Copilot. A well-structured SharePoint environment ensures that Copilot can access accurate, relevant and appropriately secured information, making it far more effective for users.
Many organisations already have these tools included in their licensing but are not fully using them.
Why now is the right time to revisit SharePoint
There are a few reasons why this has become more urgent.
First, hybrid working is now the norm. Your SharePoint environment is effectively your digital workplace, and if it is not working well, your teams feel it every day.
Second, data security and compliance expectations have increased. A loosely structured SharePoint setup can create unnecessary exposure.
Third, organisations are looking to get more value from Microsoft 365. SharePoint plays a central role in that.
How ramsac can help you move forward
Revisiting SharePoint does not need to be disruptive. In most cases, it is about refining and improving what is already there.
ramsac works with organisations to:
- Review your current SharePoint setup and identify practical improvements
- Redesign structure and permissions to better support your teams and reduce risk
- Align SharePoint with your wider Microsoft 365 strategy, including Teams, Power Platform and security tools
- Provide ongoing support so your environment continues to evolve as your organisation changes
The focus is always on making SharePoint easier to use, more secure and genuinely valuable to the business.
If your SharePoint environment was built in a hurry during the pandemic, it has probably done its job. But it may now be holding you back.
The opportunity is not to replace it, but to improve it. With the right structure, governance and strategy, SharePoint can become a central, reliable platform that supports productivity, collaboration and growth.
If you suspect your SharePoint setup could be working harder for your organisation, it may be time for a review. Speak to ramsac about how to turn a quick fix into a long-term solution that truly supports your business.
Could SharePoint be working harder for your organisation?
If you suspect your SharePoint setup could be working harder for your organisation, it may be time for a review. Speak to ramsac about how to turn a quick fix into a long-term solution that truly supports your business.
Improving SharePoint: FAQs
Many SharePoint environments were set up quickly during the pandemic without long-term planning. This often leads to messy structures, unclear permissions and difficulty finding documents.
In most cases, no. It is usually more effective to review and improve your existing setup rather than start again.
Governance refers to the rules and structure around how SharePoint is used, including permissions, ownership and how documents are managed.
When set up properly, SharePoint makes it easier to find information, collaborate with colleagues and automate routine tasks, saving time across the organisation.
Yes, but only if configured correctly. Poorly managed permissions and lack of governance can introduce risk, which is why regular review is important.
