Here’s a detailed checklist of the 20 most important practices an experienced SharePoint Online site owner should regularly perform, with explanations and tips for each:
Site Configuration & Maintenance
- Review Site Permissions
- Regularly audit who has access to your site and what level of permission they have. Use SharePoint groups and avoid granting direct access to individuals to simplify management.
Check External Sharing Settings
- Ensure external sharing is enabled only when necessary. Use expiration dates and password protection for shared links to maintain security.
Monitor Storage Usage
- Keep an eye on site storage limits via the SharePoint admin center. Large files or excessive versions can quickly consume space.
Update Site Navigation
- Maintain a clear and intuitive navigation structure. Use hub sites and mega menus if applicable to improve user experience.
Review Site Collection Features
- Periodically check which features are activated. Disable unused features to reduce complexity and potential performance issues.
Content Management
- Archive or Delete Unused Content
- Remove outdated documents, pages, and lists. Use retention policies and recycle bin settings to manage deletions safely.
Ensure Metadata Consistency
- Standardize metadata across libraries and lists to improve searchability and filtering. Use managed metadata where possible.
Review Document Libraries
- Confirm that folder structures are logical and naming conventions are consistent. Avoid deep folder nesting to improve usability.
Check Versioning Settings
- Ensure versioning is enabled for important libraries. Set limits on the number of versions to retain to manage storage.
Validate Content Types
- Use content types to enforce consistency in document structure and metadata. Periodically review and update them as needed.
Security & Compliance
- Run Site Security Audits
- Use Microsoft 365 compliance tools to review audit logs for unusual activity or access patterns.
Verify Sensitivity Labels
- Ensure documents are labeled appropriately for compliance with data protection policies. Use Microsoft Purview if available.
Check for Anonymous Access
- Disable anonymous access unless explicitly required. Review sharing settings for public-facing content.
Review Sharing Links
- Audit active sharing links and remove those that are no longer needed. Use the SharePoint admin center or PowerShell for bulk actions.
Performance & Analytics
- Monitor Site Usage Reports
- Use built-in analytics to understand user behavior, popular content, and site traffic trends. Adjust content strategy accordingly.
Check Search Performance
- Test search queries to ensure key content is discoverable. Use promoted results and query rules if needed.
Optimize Page Load Times
- Remove unused web parts, compress images, and avoid embedding large files. Use modern pages for better performance.
Governance & Support
Document Site Policies
- Maintain a governance document outlining site purpose, content guidelines, and contributor responsibilities.
Train Site Contributors
- Provide training on uploading content, tagging documents, and using site features. Keep training materials updated.
Stay Updated on SharePoint Changes
- Subscribe to Microsoft 365 Message Center updates or tech blogs to stay informed about new features and deprecations.