SharePoint Design versus Functionality

When I start working on an internally focused SharePoint project, one of the first questions I ask the project sponsor is their criteria for success. Of course the one dominating answer I get is that success will be based on system use and the value it brings to their users. SharePoint, when designed for internal use, is typically built to manage and deliver information that users require in their daily job function. Delivering the SharePoint functionality can be accomplished using two approaches:

• Using the out-of-the-box SharePoint Templates
• Tailoring the SharePoint Templates to deliver a more personal experience

Neither of these two approaches is right or wrong as they both accomplish the primary objective of delivering SharePoint functionality to the end user. Understanding which approach to take requires a good understanding of your user base and what will drive them to use the SharePoint site. Given the current economic environment, organizations are faced with the issue of the best way to spend the dollars allocated to their SharePoint project.

Organizations that feel that the primary goals of their users are to be more productive in their job functions will focus more on implementing the functionality that delivers the best results in an expedited manner. Though SharePoint delivers a diverse set of out-of-the-box functionality, it often needs to be supplemented with additional configuration or customizations. When designing and building your SharePoint site to optimize its functionality, it is important to understand what features will provide the most benefits to the users. New Webparts may need to be developed or updates to out-of-the-box Webparts may be needed to meet the users’ requirements. Many Webparts, such as the Content Query Webpart, can require extensive configurations to deliver the required functionality.

Organizations that are looking to deliver a comprehensive set of functionality to meet the user’s requirements will often utilize the templates that Microsoft provides. Microsoft provides with SharePoint, templates that address publishing, meetings, projects, document management, and collaboration. By adding or subtracting Webparts to these templates, the required functionality can be delivered to meet the user requirements. The look of the template can be altered to better fit into your organization’s UI standards. Background colors can be changed and logos can easily be added. As long as the navigation capability fits the user requirements, the out-of-the-box templates will provide a good start to the SharePoint solution.

Organizations that are concerned about the look and feel of their SharePoint solution will want to invest in the creation of a custom Master Page and associated templates. A Master Page is a single page template that can be used as the basis for all the other page templates in the system. The Master Page template can define the look and feel of the page as well as the overall navigation scheme for the SharePoint solution. Master Pages are created or updated using a design tool such as SharePoint Designer. A Master Page can be created that looks nothing like the templates that are provided by Microsoft. The one caveat to remember when designing a Master Page is the implications on the templates and Webparts that will be needed to deliver the required functionality. It is important to layout all of the proposed templates and Webparts before creating the Master Page. That way, you will be able to ascertain the impact of the Master Page design to proposed site functionality. A customized Master Page can define both the look and feel and navigation for the entire SharePoint implementation, propagating the aesthetic characteristics and navigational aspects to all sites in the Information Architecture. This in turn can affect the display properties of some Webparts that are required to deliver the user’s requirements. Understanding the potential impacts at the design stage will mitigate any issues and help lead to a successful implementation.

Determining the best course to take with your SharePoint implementation will depend upon both the user requirements and the drivers to user acceptance. Understanding the organization’s ability to accept change will go a long way to ensuring a successful project. Addressing those aspects of the system that will foster use should be the highest priority for the initial implementation. If that means that an ascetically pleasing site will drive overall use and acceptance, then focus on providing a Master Page layout that is inviting and easy to use while initially providing only the bare minimum amount of functionality to meet the initial needs of the organization. Remember that an initial success will open the doors for additional budget to expand the functionality of the solution.

Alan Weintraub is a Principal, ECM Solutions for Perficient. Alan has extensive experience in all phases of Enterprise Content Management solution implementations. He has worked as a Research Director at Gartner, focusing on the Content and Document Management markets and a consultant where he designed and implemented document management systems. Prior to his consulting experience Alan engaged in technology management for major pharmaceutical companies. He has over twenty five years of experience in the information systems profession.