PREPARING SHAREPOINT FOR MICROSOFT 365 COPILOT

As we all embrace a world where we can’t live without Microsoft 365 Copilot, it's crucial to ensure our SharePoint is organised and ready. In this article, I’ll cover some key points to get us prepared: the importance of metadata, the use of proper naming conventions (because "Document1" just doesn’t cut it), cleaning out ROT content, and implementing sensitivity labels to make the most of Copilot.

Metadata

Metadata might sound like a dry technical term, but trust me, it's the unsung hero of SharePoint organisation. Simply put, metadata is data about data. It's the information that describes your files, making it easier to manage, search, and retrieve them. It’s just like online shopping and we all use it in our day to day lives!

Metadata is like the secret sauce for organising SharePoint content. It makes searching and sorting files a breeze.

By moving away from traditional folder structures and embracing a metadata-driven approach, you can create a smart, searchable system that lets Copilot fetch exactly what you need, exactly when you need it.

Naming Conventions

Proper naming conventions are essential for file organisation. A descriptive and concise name gives you a glimpse into the file's content without even opening it. It's like a book title; it should be descriptive, concise, and give you a hint of the story inside. By using purposeful naming conventions, it becomes easier for users and Copilot to locate the desired information.

ROT Content

If your SharePoint is starting to look like a digital attic, it's time for some spring cleaning. Regularly removing ROT (Redundant, Obsolete, Trivial) content is key. This outdated content not only takes up valuable space but also clutters the system, making it harder for Copilot to navigate and find relevant information. Just like trying to find a needle in a haystack, Copilot's efficiency is significantly boosted when it's not bogged down by unnecessary files.

By clearing out ROT content, we streamline the system, enhance search speed, and ensure that Copilot's responses are laser-focused on the most current and relevant data. Essentially, it's like giving Copilot a cleaner, tidier workspace to operate in, which in turn, results in more accurate and faster output.

Sensitivity Labels

Sensitivity labels are super important for data management. By labelling content based on its sensitivity, you're giving Copilot the cues it needs to handle data with the right level of confidentiality. It's like having a bouncer for your files, ensuring only VIPs get access to the sensitive stuff.

More Top Tips for Organizing SharePoint

Content Types

Content types can assist in organising and categorising documents by enforcing a consistent use of metadata. Start by identifying the different types of documents you handle and creating a content type for each. Then, assign metadata fields that capture the essence of each type, such as 'Project Name' for project documents or 'Event Date' for event-related files. This way, you're not just tossing files into a bin; you're placing them into well-labelled drawers that Copilot can sift through with ease.

Version Control

Version control is your time machine – keeping track of the past and present by tracking document changes against the document itself.

This way, you can always backtrack and understand the evolution of a document.

Plus, it's a lifesaver when multiple people are editing the same file – no more overwriting each other's work!

For Copilot, this means that it only has to find the one file, not search across multiple copies of the same document that have "V1, V2, V3 etc." manually tacked onto the document name.

Retention Policies

Implementing retention policies can automate the lifecycle management of content. Decide how long you need to keep different types of documents and set rules to archive or delete them accordingly. It's like having a smart assistant that tidies up after you, ensuring that your SharePoint stays fresh and relevant. This will supercharge the efficiency of Copilot, ensuring it’s only searching across current, up-to-date content.

User Adoption

Last but not least, champion user adoption by making SharePoint the cool kid on the block. Host workshops, create cheat sheets, and share success stories to show how a well-organised SharePoint makes everyone's life easier. When your team sees the benefits in action, they'll be more likely to embrace the change and help maintain the order.

And there you have it! By following these tips, your SharePoint will be raring to go with Microsoft 365 Copilot. With an organised and efficient system, Copilot can function at its best, providing users with the information they need. Happy organising!