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SharePoint for HR Management: The Ultimate Guide to Success

SharePoint for HR Management: The Ultimate Guide to Success

Microsoft SharePoint is an amazing collaboration tool that can be a game-changer for HR managers. It enables you to create custom databases and add features tailored to your organization’s needs.

To start with, let's explore some best practices and tricks for using SharePoint effectively in HR management.

  1. Create clear governance policies and configure permissions accordingly. This ensures smooth communication within your organization while maintaining data security.
  2. Leverage metadata and content types in modern SharePoint versions like 2019 or Office 365/SharePoint Online environments. This will improve search functionality and assist you with user retention and records management down the road.
  3. Steer clear of customization. Attempt to stick with built-in characteristics whenever possible for a consistent user experience and total system dependability.
  4. Design navigational structures that make it easy for employees to find relevant information based on their roles and responsibilities within the company.
  5. Provide adequate training and resources for your HR managers so they can effectively utilize SharePoint for tasks like employee onboarding, performance reviews, benefits administration, and more.

As an HR manager or IT manager, using SharePoint can be a game-changer for your organization. By following these best practices and utilizing SharePoint's features, you can streamline your HR processes and improve communication within your organization. 

Step-by-Step Guide to Configure Permissions and Governance Policies

When it comes to making the most of SharePoint for HR management, setting up ground rules is essential. But don't worry, we've got your back with this easy-to-follow guide on configuring permissions and governance policies.

Team Site Configurations

First off, we have team sites. This forms a crucial element for collaboration within your organization and will require you to give different people varying degrees of permission. By setting up permissions in your team site configurations, you can ensure that only authorized users can access specific content or perform certain actions on the site. This way, you maintain control over sensitive HR information while fostering effective communication among teams.

Communication Site Settings

Communication sites are perfect for sharing news and updates across the entire company. Configuring the settings of these sites is crucial so that everyone stays informed without compromising security.

Tips to configure communication site settings

  • Create separate groups based on roles (e.g., HR Managers) and assign appropriate permissions accordingly.
  • Audit user activity regularly to ensure compliance with established policies.
  • If needed, use external sharing features cautiously when collaborating with external partners.

With these configurations in place, you're well on your way to a more organized and secure SharePoint environment for HR management.

Utilizing Metadata & Content Types in Modern SharePoint

Using metadata and content types, modern SharePoint makes managing HR documents and information a breeze. 

Metadata, in simple terms, is data that describe other data. Think of them as tags or labels you attach to your files. See some of the benefits of using metadata below:

  • Improved search functionality: No more sifting through endless folders. Metadata can help you quickly locate applicable records with just a few clicks, like tagging an employment contract with the employee’s name, department and hire date for effortless retrieval later on.
  • Retention & records management: Tired of dealing with outdated policies? With content types, you can set up retention policies to ensure only the most current versions are accessible while archiving older ones automatically. Talk about efficiency.

Create Custom Content Types for Your HR Needs

Beyond leveraging built-in content types like "Document," "Task," or "Announcement," did you know that you can create custom ones tailored specifically for your HR needs?

You could have unique content types such as "Employee Onboarding Checklist," "Performance Review Template," or even "Job Posting."

Custom content types help you standardize your HR processes and ensure consistency across the board.

Customization Options in SharePoint Environments

To make your SharePoint environment truly tailored to your organization's needs, customizing its existing features may be necessary.

But before you start customizing, let's talk about best practices and how to strike the right balance.

Out-of-the-box Features vs Customization

Rule #1: Exhaust all out-of-the-box options before venturing into custom solutions. This will save you time and potential headaches down the road.

Rule #2: If customization is unavoidable, keep it minimal. Maintaining or improving the system may become increasingly difficult for you as it gets more complex.

Ensuring a Smooth SharePoint User Experience

TIP #1: Keep user experience at the forefront when implementing any changes on your SharePoint site. This will ensure your employees stay happy and productive.

TIP #2: Test extensively before deploying customized solutions - better safe than sorry. Make sure everything works seamlessly on your site across different devices and browsers.

TIP #3: Keep your IT team in the loop. They'll be your go-to persons when it comes to implementing customizations or troubleshooting issues later on.

With these tips, you have the guide to customize SharePoint for HR management without jeopardizing user experience.

Navigational Structures Best Practices: A Smooth Sailing Guide

Content can quickly populate your SharePoint site and this can make it hard to navigate. But don’t worry, we’ll guide you through creating navigation pages and the best practices to adopt while doing so.

First things first, what are navigational pages? These pages are like treasure maps that help employees find their way around without getting lost among countless documents stored across various departments throughout your company. 

To make navigation easy, the first best practice to adopt is to give employees role-based access to Information. This means providing role-based access so individuals can easily find relevant information based on their roles and responsibilities within the firm. 

Use custom permissions settings for different user groups or individual users. This will ensure that only authorized personnel have access to sensitive data.

Next, implement a clear naming convention for files and folders. It'll help keep things organized and make searching for documents a breeze.

Finally, don't forget to use navigation links. They're like signposts that will guide users through the different sections of your SharePoint site.

And there you have it - the tips to create a smooth sailing experience for all your employees as they navigate information stored in SharePoint.

SharePoint Training & Resources for HR Managers

To truly master SharePoint for your HR management needs, it's crucial to invest time and effort into proper training. We’ve curated resources that will help you master different aspects of SharePoint for HR management below. 

Mastering SharePoint for Employee Onboarding Process

Start by exploring Microsoft's official documentation, which offers comprehensive guides on using SharePoint effectively.

Then, check out the plethora of YouTube tutorials where experts share their knowledge on optimizing the SharePoint platform for various HR tasks like employee onboarding.

Mastering SharePoint for Performance Review Management

Join online communities such as the Microsoft Tech Community forum where fellow users discuss best practices and solutions related to performance review management using SharePoint.

Creating Customized Training Materials

Create tailored training materials that address your organization's specific needs, focusing on areas like document management or integration with other tools (e.g., Microsoft Teams). Incorporate Microsoft's free training resources into your learning plan for a well-rounded education.

Consider attending in-person or virtual workshops, such as those offered by the SharePoint Fest conference series, to learn from industry experts and network with fellow HR professionals.

Make sure to take advantage of the extensive library of support materials and training options available on the Lanteria HR website and YouTube pages.

FAQs About How to Use Sharepoint

What is SharePoint and how do you use it?

SharePoint is a versatile collaboration platform by Microsoft that enables organizations to create, manage, and share content. It can be used for document management, team collaboration sites, intranets, and more. To use SharePoint effectively, start by identifying your organization's needs and creating a site structure accordingly.

How do I make SharePoint useful?

To make SharePoint useful for your organization, focus on organizing content with metadata and content types for efficient search capabilities. Customize pages with relevant web parts to enhance user experience while ensuring proper permissions are in place. Additionally, provide training resources to help users navigate the system efficiently.

What is the best way to structure SharePoint?

The best way to structure SharePoint depends on your organization's requirements. Typically, create a hierarchy of sites based on departments or functions with intuitive navigation menus. Utilize metadata tagging along with custom lists and libraries tailored to specific tasks or processes within each department.

What is the reason to use SharePoint?

Organizations choose SharePoint because it offers robust features like document management systems (DMS), team collaboration tools including version control & co-authoring functionality as well as customizable templates & workflows. It streamlines business processes and makes information easily accessible across teams, leading to increased productivity levels overall.

SharePoint is a powerful tool for HR managers and IT professionals alike. By utilizing metadata and content types, managing employee documents securely and implementing all the steps we’ve discussed here, you can take full advantage of all that SharePoint has to offer.

Ready to get started? Check out Lanteria’s comprehensive HR software solutions powered by SharePoint.

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Ekaterina K.

"Top-notch HR solution with excellent support team"

I was able to tailor the system to fit the unique needs of my organization, from creating custom fields to setting up workflows and approvals. This level of flexibility made it so easy to integrate into our existing HR processes, and it's made a real difference in our daily operations.
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