Microsoft 365 Horror Stories
Don't be the next victim.
Lydon Solutions has been delivering Microsoft 365 solutions to the construction industry since its inception in 2011. Over the years, we have encountered nightmarish issues that could have been avoided. Here are some of the Microsoft 365 pitfalls and how we responded.
My files have been ghosted
Organizations moving from file management solutions to Microsoft 365 must decide where and how their files should be stored. We often encounter organizations that have migrated all their files into a single document library in a SharePoint site. Why is that a problem? While SharePoint Online can store hundreds of thousands of documents in a single document library, it has a 5000-item threshold on viewing the contents of lists and document libraries, which, once exceeded, impacts search, filtering, and viewing capabilities. With large document libraries, connecting to and syncing files locally to OneDrive can be problematic. Additionally, SharePoint Online has a URL limit of 400 characters, which means if you are moving a file share, there may be a deeply nested folder structure and/or long folder and filenames in use that would exceed this limit.
"When we engage in a file migration, we first analyze the file and folder structure to see how it can be optimized for Microsoft 365 storage. We evaluate a client's data by asking questions such as:
- Should the documents be stored across several SharePoint sites, libraries, and/or folders?
- Should we flatten the folder structure to reduce the need to hunt and peck to find files?
- Can we leverage metadata for filtering and advanced search?
- Do we need to consider data sensitivity for specific stakeholders?
- Are there documents and folders that require restrictive access for specific people?
Ultimately, we design and implement the solution to minimize administration, improve accessibility, maximize search, and build efficiencies across business processes well before proceeding with a migration."
A scary number of sites
Organizations can let IT governance get away from them, and the next thing they know, they have hundreds of SharePoint sites or Teams channels that they cannot manage.
“In many instances, we found organizations did not understand the complexities of Microsoft 365 and how to manage access rights. The perception is that Microsoft 365 is simple and that anyone can build sites and administer permissions. This laissez-faire approach to administration can end up creating a hellscape of data sprawl that impacts the IT resources’ ability to prevent security issues and the project team’s ability to find and manage records.
The first order of business is to take inventory of all the sites that exist, who has access, what their function is, and button up any high-risk areas. Then, we develop an information architecture to document the current structure and design an ideal structure based on the client’s resource limitations, budget, tolerance for change, and preferred applications. Lastly, we assess, recommend, and document the appropriate permissions to provide the required level of control."
The Walking Dead
We often encounter IT and construction consultants who have found a way to hide in the unknown Microsoft 365 services niche; they dig in like an Alabama tick or what we call a "consul-ticks." They convince their clients that they know Microsoft 365, but often, they have limited or selective knowledge and know even less about construction. This can go on for years and have severe impacts since they rarely, if ever, deliver anything of substance, and that's not their goal. The goal is to stay billable. These consultants create a bad taste for Microsoft 365 in the mouth of the client since nothing seems to work right, the work products don’t match the need, everything is too expensive, and it takes forever to deliver anything.
For more about on consul-ticks read our blog There is no Such Thing as a “SharePoint Developer”.
"From day one, we meet with the stakeholders to understand how they work, what isn't working, and how we can provide the biggest bang for the buck. Our multi-faceted team brings a wide array of technical and construction project experience, which cannot be found in a single resource. We then set up a priority list and address issues one by one. Eventually, the client sees through the fog they have been under, and they make the necessary changes."
These are only a handful of horror stories that we have encountered. All of them are avoidable with the proper planning and engagement from a services-based consulting group experienced in both Microsoft 365 and construction from the beginning. If you feel like you are part of the latest slasher flick, you can reach out for a free one-hour consultation here.
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