WHY SOME USERS FIND SHAREPOINT DIFFICULT

Key Reasons for Usability Challenges

1. Steep Learning Curve and Complexity

• SharePoint Online has a vast array of features, which can overwhelm non-technical users. The platform mixes document management, intranets, lists, workflows, and web parts, creating a "tangled web" of options.
• Users often struggle with basic tasks due to hidden menus, multiple clicks required for actions (e.g., accessing settings via "Site contents"), and opaque terminology (e.g., libraries vs. lists vs. sites).
• Surveys indicate that nearly half of organizations find SharePoint "difficult" or "very difficult" for end users, with low adoption rates linked to this complexity.

2. Lack of Training and User Adoption Support

• Many negative experiences arise not from the tool itself but from insufficient training. Users migrating from simple file shares or tools like Dropbox find SharePoint's structure unfamiliar.
• Without guidance, features like versioning, metadata, or permissions are underutilized or misunderstood, leading to frustration.
• Organizations often deploy SharePoint without comprehensive end-user training, resulting in resistance and fallback to email attachments or local drives.

3. Poor Search and Information Discovery

• Finding documents is a frequent pain point. Search relies heavily on proper metadata and indexing, but poorly organized libraries lead to irrelevant or missing results.
• Users complain that files get "lost" in nested folders or due to mismatched keywords.
• Enterprise search lacks depth for some, making it hard to locate content across sites.

4. Performance and Sync Issues

• SharePoint Online can feel slow, especially with large libraries or poor network conditions.
• Page loading, file uploads/downloads, and moves between sites can take excessive time.
• OneDrive sync (used for offline access) often causes conflicts, errors, or unreliable behavior when multiple users edit files simultaneously.
• Inefficient file handling (e.g., excessive versions or disorganized libraries) exacerbates slowdowns.

5. Inconsistent and Unintuitive User Interface

• The modern UI, while improved, has inconsistencies that frustrate users.
• Actions like dragging/dropping files between libraries or into emails aren't supported in the browser.
• Navigation can break conventions (e.g., back button issues), and features feel "unfinished" or rigid (e.g., limited mobile responsiveness, wasted whitespace in views).
• Permissions management is overly complex, leading to access denied errors or security risks.

6. Over-Reliance on Folders and Poor Governance

• Many organizations treat SharePoint like a traditional file server, creating deep folder structures that hinder navigation and search.
• This leads to cluttered sites, duplicated files, and difficulty finding information.
• Without governance (e.g., metadata standards or cleanup policies), sites become "dumping grounds" for irrelevant content.

7. Integration and Feature Limitations

• While integrated with Microsoft 365, some interactions feel clunky.
• Editing non-Office files in-browser is limited, and features like calendar views or workflows can be hard to customize.
• Mobile access and certain actions (e.g., PDF editing) have restrictions.

Conclusion

• SharePoint Online difficulties often result from its flexibility being misused or undermanaged rather than inherent flaws. With proper governance, training, and best practices (e.g., using metadata over folders, modern pages, and hub sites), many issues can be mitigated. Organizations experiencing high frustration may benefit from user feedback sessions, targeted training, or third-party tools to simplify the experience. Ultimately, successful adoption depends on aligning the platform with user needs and providing ongoing support.