Thoughts, Tips & Takeaways
Most SharePoint environments start out with good intentions and end up with a tangled mess of folders, outdated files, and “just-in-case” content no one’s touched in years. At CurlPoint, we help teams cut through the clutter and build digital workspaces that actually work. Because when your content is organised, your people are empowered.
Here are three practical ways to tidy up your SharePoint site using modern tools and a user-first mindset:
Ditch the folder maze - use metadata instead
Folders feel familiar, but they don’t scale. Metadata lets you tag content by project, document type, department - whatever makes sense for your team.
💡 CurlPoint tip:
Create custom columns that reflect how your users think
Use views to surface what matters most
Encourage tagging at upload - it’s a habit worth building
Make search work for you (not against you)
SharePoint’s search is powerful if you set it up right. Filters, saved queries, and smart indexing can turn “I can’t find it” into “Found it in seconds.”
💡 CurlPoint tip:
Save your search URLs and store them in a “Saved Searches” list
Bookmark common queries for quick access
Share them with your team because good search benefits everyone
Archive with intention, not anxiety
Hanging onto everything “just in case” creates risk and confusion. SharePoint gives you tools to archive and clean up without losing what matters.
💡 CurlPoint tip:
Set up archive libraries for legacy content
Use retention policies to automate cleanup (requires additional license)
Most importantly, assign ownership and accountability for keeping the information up to date
Decluttering isn’t just about tidying up it’s about creating clarity, reducing risk, and helping your team move faster with confidence.
And remember:
- The more data you hold onto, the more risk you carry
- The more intentional your workspace, the more value your content delivers
Need help making your SharePoint site work smarter for your team? Let’s talk.
Success in digital transformation starts with a solid foundation. Before your company is ready to fully leverage the power of Copilot, it’s crucial to get the structure right, ensure permissions are checked and understand the process touchpoints.
Establish a Robust Information Architecture
Ensure your SharePoint site is well-organised, with clear categories and easy navigation. This helps in managing content efficiently and reduces time spent searching for information. The security and permissions you set will inform Copilot who can access the content.
Map Out Process Touch points
Identify and document key process touchpoints within your organisation. Understanding how different departments interact and share information is essential for seamless integration and collaboration.
Evaluate Your Company’s Maturity Level
Assess whether your company is ready for Copilot by evaluating your current workflows, data management practices, and user readiness. A well-structured foundation ensures a smoother transition and maximises the benefits of Copilot.
Before launching or restructuring your Microsoft environment, use these key questions to guide your planning and ensure your sites, teams, and permissions are set up for long-term success.
Key Questions to Guide Your Planning
What is your objective? Define your goals. Are you improving document management, enhancing collaboration, streamlining workflows, reducing reliance on third-party apps - or all of the above?
Who is the audience? Identify the teams using each site and understand their needs. Will they read, edit, or collaborate on content?
Is the content sensitive? Does it contain personal identifiable information? Apply appropriate security and access controls.
Is your org chart up to date? The org chart can be used to structure the teams and groups. However build in flexibility for restructures particularly if there is a history of changes. It's easy to move people from one group to another, but if you need to split a group apart due to an org structure change, it can be more complex - especially if roles, permissions or shared resources are tightly coupled. Plan ahead by designing group structures that can adapt to change without disrupting access or collaboration.
Who is responsible for Entra ID? Entra ID is the doorway to the tenancy and the foundation for identity, access, and governance across your Microsoft environment. Ensure its configuration is accurate and regularly maintained - mismanagement can lead to security risks, access issues, and compliance gaps.
Are there shared resources across departments? Plan for cross-team collaboration by structuring sites to support shared access and workflows.
💡 CurlPoint tip:
Revisit these questions regularly, especially after major organisational changes or technology updates, to keep your environment secure and efficient.
Why SharePoint?
SharePoint is more than storage - it’s a platform for managing content, streamlining processes, and fostering collaboration. Integrated with Microsoft Teams, it offers a seamless experience from one interface.
Keep it simple. Design for your organisation’s unique needs. Master the basics before layering in automation.
Structure Considerations
With your goals and users in mind, consider:
What content will be stored and shared? Identify document types and use organisation-wide libraries for shared assets like templates and images.
How will the site be structured? Design pages, libraries, and lists for easy navigation. Map common departmental processes to create a logical structure that mirrors how users work.
What permissions are needed? Set access levels to protect sensitive content. Assign at least two site owners per site to manage permissions and ensure continuity. Review access regularly to reflect team changes.
How will you integrate with Teams? When adding SharePoint pages as Tabs in Teams, navigation may be hidden. If using a Teams-first approach, design pages with clear cues - links back to the main site, consistent branding, and helpful labels - to guide users.
Site Maintenance and Governance
Site Maintenance Regularly audit your site for broken links, outdated content, and structural clarity. Keep it relevant and functional.
Content Management Create a strategy for content creation, review, and publishing. Assign responsibilities, use metadata for clarity, and implement version control to maintain accuracy.
User Training Offer training to help users navigate and collaborate effectively. Cover basic functions, content management, and best practices. Update materials and run refreshers as needed.
By asking the right questions and planning with purpose, organisations can unlock the full value of Microsoft 365. A well-designed SharePoint environment - integrated with Teams and underpinned by strong governance - empowers your people to collaborate efficiently, protect sensitive information and adapt to change.
Need help mapping your SharePoint structure or reviewing your setup? Get in touch - we’re here to make it simpler.
When working in Microsoft 365, understanding Groups is key to unlocking seamless collaboration and secure access. Whether you're setting up Teams, managing SharePoint sites, or coordinating tasks in Planner, Groups are the glue that holds it all together.
What Is a Microsoft 365 Group?
A Microsoft 365 Group provides a shared workspace across core Microsoft 365 apps. It simplifies teamwork by centralising communication and resource sharing, while giving you control over who can access what.
Each Group includes shared access to:
Outlook – for group email and calendar
SharePoint – for a team site and document library
Teams – for chat and collaboration
Planner – for task management
OneNote – for a shared notebook
Your role - Owner or Member - determines what you can do across these connected apps.
Note: Microsoft 365 Groups are different from Security Groups. While Microsoft 365 Groups provide shared workspaces and resources for collaboration, Security Groups are used mainly to manage user permissions and access to resources (like files or applications) across your organisation. For collaboration and shared tools, use Microsoft 365 Groups; for access control only, use Security Groups.
How to Create a Group
Depending on your access level, there are several ways to create a Group:
Outlook: Go to Groups > New Group, then enter a name, description, privacy settings and add members.
Admin Center: In Microsoft 365 admin, select Teams & groups > Active groups > Add a group. Choose “Microsoft 365” and follow the prompts.
SharePoint: Create a team site, then click “Add Microsoft Teams” from the homepage. This links Teams and auto-generates shared assets.
Teams: In Chat, select “Create a Team” and follow the setup steps.
💡 CurlPoint tip:
The SharePoint approach is often preferred as it creates most of the collaboration tools automatically with fewer steps.
Roles & Permissions: Who Can Do What?
Owners have full control: they can add or remove members, manage settings and edit group details.
Members can access shared resources and participate in conversations, but their admin privileges are limited.
Why Microsoft 365 Groups Matter
Microsoft 365 Groups are more than just a convenience - they’re a foundational element of your digital workspace. They:
Manage access to content across apps
Enable consistent collaboration across teams and departments
Reduce duplication and confusion
Support secure, role-based access
As an Owner, you can adjust membership instantly via Teams or the Admin Center, ensuring people only access what they need - when they need it.
If your Microsoft 365 environment feels cluttered or disconnected, reviewing your Group structure could make all the difference. A well-planned Group setup supports smarter collaboration, better governance, and a more connected workplace.
Need help aligning your digital workspace? Get in touch - we’re here to make it simpler.
Three of my favourite things are chocolate, pickleball, and surprisingly SharePoint Lists (also known as Microsoft Lists). It might seem like an odd addition, but once you get to know them, you’ll see why.
Managing information efficiently is essential for every department, whether you’re in HR, Finance, Marketing, Projects or Compliance. While Excel has long been a go-to tool, SharePoint Lists offer a powerful, user-friendly alternative that can elevate your data management game.
The Excel Comfort Zone
Excel has been around since 1985 and is widely used across industries.
Complex Calculations: Great for individual use or small teams needing advanced formulas and data analysis.
Collaboration Limitations: Excel Online allows some collaboration, but desktop files can be tricky to manage without version conflicts.
Automation: Excel supports automation through VBA and Power Query, though it often requires advanced skills.
Enter SharePoint Lists
SharePoint Lists have evolved significantly within Microsoft 365, offering dynamic features for collaboration and structured data management.
Collaborative Environment: Ideal for teams needing real-time updates, version control and integration with other Microsoft 365 apps.
Simultaneous Access: Multiple users can edit data at the same time, with a centralised location ensuring everyone sees the latest information.
Seamless Integration: Easily connects with Power Automate, Power Apps and Teams, enabling custom workflows and applications without heavy coding.
Choosing the Right Tool
Consider these factors when deciding between Excel and SharePoint Lists:
Use Excel when you need:
Complex calculations and formulas
Advanced data analysis and pivot tables
Quick ad-hoc reporting
Offline access
Visual charting and graphing
Use SharePoint Lists when you need:
Team collaboration on shared data
Version control and audit trails
Approval workflows
Mobile access
Integration with Microsoft 365 tools
The Real Magic: Using Both Together
Export List Data to Excel: For deeper analysis or dashboard creation.
Import Excel Data into Lists: To enable team collaboration.
Bulk Updates: Use Excel for quick data entry, then sync with Lists.
Making the Switch
Start Small: Begin with one project or dataset to get familiar.
Use Templates: Try built-in templates for tasks, issues or contacts, or create your own
Train Your Team: Help users understand the benefits and functionality
Automate Workflows: Start with simple rules, then expand with Power Automate
Plan Ahead: If using Power Apps or Automate, get IT support to set up environments properly to avoid future issues
Customise Views: Use filters and sorting to display data in meaningful ways
Best Practices
Define Permissions: Lists inherit site permissions by default. Break inheritance if needed for sensitive data
Use Validation Rules: Ensure data accuracy and consistency
Review and Clean Up: Assign accountability and regularly tidy up outdated entries
Integrate with Other Tools: Connect Lists with Power BI, Teams or Planner to extend functionality
Stay Organised: Use metadata to keep lists structured and easy to navigate
Success in modern data management isn’t about choosing one tool over another. It’s about knowing when to use each to its strengths. Transitioning from Excel to SharePoint Lists has improved collaboration, streamlined workflows and strengthened data security. By aligning each tool with your goals, you can create a more efficient and effective experience for your team.
Examples
HR Department: Used Lists to manage recruitment and onboarding. Custom columns tracked progress and reduced email clutter
Operations Team: Shifted revenue tracking from Excel to Lists. Metadata captured scheduled and issued revenue, with automated reminders linked to payment dates. Improved collaboration between departments
Project Management: Created a RAID log in Lists, integrated with Teams for easy updates and shared visibility
Think of SharePoint Lists as the pickleball of data management - fun, engaging and a great way to work off all that chocolate!
Reflecting on my career journey - from executive assistant to management and now consulting - I’ve seen first-hand how dramatically the workplace has transformed. The tools we have today, like SharePoint Online, Teams, OneDrive and Loop, have fundamentally reshaped how we work. They’ve introduced a new level of precision, efficiency and collaboration that once felt out of reach.
What’s even more exciting is the untapped potential of these tools. By maximising the value of your existing technology stack, you can solve everyday challenges without adding new subscription costs.
Start With the End in Mind
One of the most impactful lessons I’ve learnt is the importance of designing with the final format in mind. Whether planning the structure of a SharePoint site or a collaborative workspace, keeping the desired outcome as the focal point helps deliver processes that genuinely add value.
Streamlined Solutions for Boards: SharePoint in Action
In my early days as an executive assistant, preparing content and collating board meeting packs was a time-consuming process. Once the content was finalised, it had to be printed and combined into neat folders or binders for easy access. Today, digital tools allow us to revolutionise this process.
With SharePoint, we can create a dedicated site tailored for executive meetings and board activities. This site becomes a central hub for essential information - financial reports, strategic documents and performance data. Instead of sorting through paper or emails, board members access what they need, when they need it.
By creatively using SharePoint’s features, you can avoid expensive third-party solutions while achieving robust functionality. For example, financial reports managed by the Finance team can be tagged with metadata like approval status, integrated into workflows and filtered to show only approved reports. These views can be securely shared with the Board Group via Quick Links on the board site.
This approach maintains a single source of truth, eliminates duplication and ensures governance - all while delivering a seamless experience. It’s proof that smart use of existing tools can yield powerful outcomes.
Modern Event Management: Teams, SharePoint, Planner and Visio
In the early 2000s, I helped organise an annual breakfast event called Secbrek, which at its peak hosted over 1,000 attendees at Crown Melbourne. It was an incredible project, and looking back, I wonder how much time and repetition we could have saved with today’s tools.
For fun, I built a demo Team and Site to show how this might look using standard Microsoft 365 apps - let me know if you’d like to see it.
In a nutshell:
Microsoft Teams serves as the central hub for planning and coordination, enabling real-time communication.
SharePoint complements Teams as a repository for BEO (Banquet Event Order) elements and other documentation.
Planner allows tasks to be assigned and tracked, keeping workflows and deadlines on track.
Visio adds a visual layer for room configurations, seating and equipment placement. These can be shared in Teams channels for feedback and approval.
This Teams-first approach centralises event management, eliminates the need for additional software and ensures seamless collaboration from start to finish.
The Path Forward
Today’s technology allows us to turn once-impossible ideas into reality. By beginning with the final format in mind and applying a little creative thinking, you can redefine how work gets done and elevate outcomes -without added costs.
Having experienced the workplace’s evolution firsthand, I’m passionate about sharing insights and helping others unlock the potential of tools they already have.
Need help to optimise your workflow or explore new possibilities? Get in touch - we’re here to make work life simpler.
Behavioural diversity is a hidden superpower that drives innovation, productivity and collaboration in modern workplaces. As organisations embrace hybrid environments - where colleagues interact both virtually and in person - the nuances of behavioural diversity become even more vital. Understanding how our coworkers communicate, make decisions and approach work differently can transform the way we collaborate, especially when guided by frameworks like DiSC.
What Is DiSC?
DiSC is a behavioural assessment tool that categorises individuals into four primary personality styles:
Dominance: Results-driven and efficient, with a high-energy approach to problem-solving.
Influence: Relationship-focused, creating a positive and engaging work atmosphere.
Steadiness: Methodical and empathetic, promoting harmony and dependability.
Conscientiousness: Detail-oriented, ensuring accuracy and high standards.
While we all have a mix of these styles, most people lean towards one or two in specific situations. Recognising and appreciating these differences can improve communication and reduce misunderstandings - especially in hybrid work environments.
How DiSC and Behavioural Diversity Drive Better Collaboration
1. Enhancing Collaboration When team members understand each other’s behavioural styles, they can adjust their communication to be more effective. For example, a Dominance-oriented colleague may prefer brief, direct updates during virtual meetings, while someone with a Steadiness style might appreciate a more empathetic and detailed approach. Acknowledging these preferences fosters smoother interactions and stronger collaboration.
2. Bridging the Physical-Digital Divide Hybrid workplaces blur the lines between face-to-face and virtual communication. Those with an Influence orientation, who thrive on personal connections, may struggle with the impersonal nature of virtual meetings. DiSC insights can help leaders design hybrid strategies - such as prioritising video calls or regular check-ins to bridge these gaps.
3. Resolving Conflict Behavioural diversity can lead to disagreements, but these are easier to manage when underlying tendencies are understood. For instance, someone high in Conscientiousness may prioritise rules and processes, potentially clashing with a Dominance-focused colleague who wants fast results. DiSC helps teams navigate these dynamics constructively.
4. Fostering Innovation Great ideas come from diverse perspectives. DiSC highlights the value of different approaches and thought processes. Hybrid environments, where teams work asynchronously, allow colleagues to leverage each other’s strengths while brainstorming - regardless of location.
Capturing and Sharing DiSC Insights with SharePoint
To make behavioural insights accessible, organisations can use SharePoint as a central repository. SharePoint enables teams to create dedicated sites, libraries or Lists to store and categorise DiSC profiles, communication preferences and collaboration tips.
Examples include:
Personal Profiles: Create a List (with multiple views) displaying summary DiSC data so colleagues can view behavioural styles and preferred working methods of their peers. This is especially helpful for onboarding.
Training Resources: Store guides and materials on applying DiSC knowledge in hybrid settings.
Collaborative Updates: Use SharePoint’s co-authoring features to document lessons learned and best practices for leveraging behavioural diversity.
By making behavioural diversity an open and shareable resource, organisations improve communication and embed inclusivity into everyday workflows.
Behavioural diversity is not about changing who we are - it’s about leveraging who we are to achieve better outcomes. The DiSC framework offers a practical way to embrace and celebrate these differences, making the workplace more inclusive, productive and enjoyable for everyone.
In an era where hybrid work is the norm, understanding and applying behavioural diversity can become your organisation’s secret weapon.
Feel free to reach out if you'd like ideas on how to capture and share DiSC profiles in your SharePoint environment.
Knowledge is more than just information. It’s the backbone of an organisation’s identity and culture. From documented processes to the invaluable expertise of employees - often referred to as tribal knowledge - retaining and leveraging this wisdom is essential for continuity, efficiency and innovation.
Yet without a system to capture, organise and share this wealth of knowledge, it risks being lost - particularly when employees depart, retire or transition into other roles. This is where SharePoint shines as a powerful tool for transforming scattered expertise into a structured, accessible and evolving knowledge base.
What Is Tribal Knowledge?
Tribal knowledge refers to the kind of wisdom that doesn’t always make it into official manuals - the tricks of the trade, lessons learned from experience and innovative solutions that emerge in the moment. It’s the knowledge that keeps things running smoothly when the 'real work' gets done.
A seamless way to capture and share this invaluable insight is through Microsoft 365 apps like SharePoint, Teams, Forms and Lists. These tools enable employees to record their know-how in real time, making it accessible to those who need it. This not only builds organisational knowledge but fosters a culture where collaboration and knowledge-sharing thrive.
"Employees feel more connected, empowered and engaged when their expertise is recognised as a valuable resource."
Managing Structured Information
Beyond personal expertise, businesses generate vast amounts of structured information - policies, procedures, project plans, technical documents and more. While this type of content is easier to document, keeping it organised and up to date can quickly become a challenge. Without proper management, essential knowledge can become buried, outdated or misused.
Information architecture is a key component of SharePoint design. Whether choosing between Sites and Channels or Documents, Pages and Notebooks, there are many options for capturing and managing information. The right choice depends on your organisation’s unique needs, influenced by factors such as budget, company size, the type of data you collect and your position on the digital maturity model.
Keeping Knowledge Current
The key to maximising impact lies in maintaining data ownership and committing to regular updates. Keeping information relevant and current ensures knowledge remains a valuable resource rather than an overlooked archive. With the right structure in place, SharePoint transforms fragmented information into a reliable, dynamic and user-friendly knowledge hub.
The Strategic Advantage
Every organisation faces a choice: allow valuable knowledge to slip through the cracks or implement systems that transform information into a strategic advantage. With SharePoint, businesses don’t just store knowledge - they leverage it to drive innovation, efficiency and long-term success.
Need help structuring content across SharePoint and Teams? Get in touch, we love this type of work!
Risk management - everyone knows it’s important, but let’s be honest: most people hear the word and run. It’s often seen as a compliance headache, a box to tick for auditors. But if you can’t see your risks, how can you manage them?
At CurlPoint, we believe risk visibility isn’t about adding more red tape. It’s about empowering teams to spot risks early, take ownership and turn risk management into a proactive strategy.
The Problem with Spreadsheets
Many organisations still rely on spreadsheets to track risks. But spreadsheets create blind spots:
Limited collaboration keeps risk data locked in silos
Manual updates slow response times
Reactive reporting means issues only surface when it’s too late
The real challenge? Risk doesn’t start in a register. It starts in everyday workflows. The people closest to the work are the first line of defence - not the person presenting risk data to an auditor.
Embedding Risk Awareness in the Workplace
Risk management works best when it’s part of daily operations. Employees should be able to identify and mitigate risks before they escalate. To make this seamless across teams and leadership levels, organisations need structured risk categories that align project-level risks with board-level reporting.
Common categories include:
Strategic risks: Market competition, regulatory changes, mergers
Operational risks: Supply chain issues, IT failures, workforce gaps
Financial risks: Budget overruns, fraud, currency fluctuations
Compliance risks: Regulatory breaches, IP risks, legal disputes
Cybersecurity risks: Data breaches, hacking threats, privacy concerns
Health, safety and environmental risks: Hazards, compliance, sustainability
Reputational risks: Brand perception, customer dissatisfaction, ethics
Project-specific risks: Resource shortages, unclear scope, stakeholder misalignment
Standardising risk categories ensures project teams speak the same language as executive decision-makers. This connected ecosystem supports Board discussions, Finance Risk Committee reporting and business continuity planning - making risk a strategic tool, not just a compliance necessity.
Using Microsoft 365 to Build a Risk Ecosystem
You don’t need extra third-party tools to improve risk visibility. Microsoft 365 already provides everything needed to build an integrated Governance, Risk and Compliance (GRC) platform.
Here’s how:
SharePoint: Central hub for policies, procedures, approvals and plans
Permissions and audience targeting: Manage access securely
Teams: Collaborative space for risk discussions
Lists: Structured risk register with multiple views and automation
List Forms or Microsoft Forms: Simplify data capture
Power Automate: Turn manual processes into workflows that flag risks and assign actions
When structured correctly, these tools embed risk management into everyday processes. Risks are seen and addressed before they escalate.
Making Risk Reporting Accessible
A risk register isn’t effective unless it’s accessible to everyone. Use high-contrast colours, readable fonts and intuitive layouts to ensure visibility including for those with vision impairments. Accessibility is part of visibility.
Looking Ahead: AI and Risk Forecasting
For organisations ready to enhance their risk strategy, Copilot in Microsoft 365 offers new opportunities. AI can:
Generate risk summaries
Surface emerging trends
Streamline compliance documentation
This shifts risk management from reactive to proactive. But before heading down the AI path, make sure your information architecture is solid.
Need help starting or reviewing your foundation sites? Get in touch - we help businesses turn SharePoint into a true business asset.
For small businesses without a dedicated CRM - or those missing key evaluation features - a Go/No Go List in SharePoint offers a straightforward yet powerful way to assess opportunities and document decision-making.
Why Use a Go/No Go List?
Opportunities come in all shapes and sizes, but they don't always align with a company’s values, priorities or strategic direction. By using SharePoint Lists, businesses can create a structured evaluation system that quickly identifies whether an opportunity is a Go, needs further discussion or is a definite No Go.
Assigning ratings to responses for structured questions makes it easy to standardise evaluations and ensure informed choices. With calculated columns and formatting, results become instantly visible, helping decision-makers prioritise opportunities at a glance.
Beyond improving decision-making, tracking evaluations in SharePoint creates an audit trail that supports transparency and compliance -especially for businesses working towards ISO accreditation. It allows organisations to demonstrate how and why decisions were made, aligned with industry standards.
Best Practices for Setup
To get the most out of a Go/No Go List, it’s important to design effective scoring criteria. Consider:
Weighting different factors based on strategic importance
Establishing clear definitions for each rating level
Ensuring criteria reflect company values and priorities
Conditional formatting improves accessibility and clarity:
Use colour-coded outcomes with contrast-friendly shades such as dark green for Go, deep red for No Go and amber for Needs Discussion
Apply icons to reinforce visual cues, supporting users with colour vision deficiencies
Consider alternative indicators like bold text or patterns to supplement colour cues
While SharePoint Lists are valuable on their own, they can be enhanced with Rules and Quick Steps to streamline workflows. Power Automate can trigger follow-up actions based on decision outcomes, ensuring a smooth and efficient process.
Overcoming Common Pitfalls
Some businesses face challenges when implementing decision-making frameworks. Common issues include:
Poorly defined criteria leading to inconsistent evaluations
Lack of stakeholder buy-in, reducing adoption and effectiveness
To avoid these pitfalls:
Collaborate with key team members during setup
Refine questions and scoring over time
Keep the system intuitive and easy to use
Long-Term Value and Continuous Improvement
A Go/No Go List shouldn’t be static. It should evolve as business priorities shift. Regular reviews help refine the criteria and ensure long-term effectiveness in decision-making.
By leveraging SharePoint’s built-in capabilities, businesses can:
Streamline decision-making
Align opportunities with strategic goals
Maintain a clear evidence trail for compliance
A well-structured Go/No Go List is more than just a checklist - it’s a practical tool that helps businesses make smarter, more accountable decisions.
A process review isn’t about how people work - it’s about how work flows. It means stepping through the touchpoints, tools and handovers involved in a task or function. Think of it as mapping out a journey to spot the speed bumps, detours or dead ends.
At CurlPoint, we use three guiding questions to shape every review:
Is this step still needed?
Can technology handle it?
Who is best placed to own it?
The goal is clearer ownership, fewer delays and more time for higher-value work.
When it comes to streamlining, technology isn’t always the starting point. A key part of any review is understanding the digital maturity of the workplace. Are systems already in place but underused? Are staff confident navigating Microsoft 365 tools like SharePoint Lists, Forms or document libraries?
We favour a “Rules first” approach - using built-in features like rules and quick steps in SharePoint and Outlook. These are lightweight, user-friendly and don’t require IT intervention. They help guide behaviour, reduce manual follow-ups and create structure.
Once the basics are working well, we look at Power Automate for more advanced workflows. These can scale beautifully, but only when layered onto solid processes and confident users.
Common Resistance (and Why It’s Worth Pushing Through)
We often hear:
“We’re too busy to review right now.”
“It’s working fine for now.”
“We don’t want to break anything.”
All valid concerns. But what we’ve found is that a short, focused review saves far more time than it costs. And doing nothing can mean small inefficiencies quietly stack up into bigger frustrations.
What Change Can Look Like
Here are a few examples:
A marketing team cuts content approval time from five days to one by using rules and templates
A not-for-profit simplifies grant applications by streamlining document sharing
A professional services firm speeds up recruiting and onboarding by automating document flows
Across sectors, the results are similar: fewer emails, faster response times and smoother collaboration.
At CurlPoint, we combine SharePoint expertise with practical business insight to design processes that feel natural, not forced. Whether it’s simplifying document approvals or helping teams collaborate better, our reviews are built around real-world needs. And because we know your time is already stretched, we focus on quick wins alongside long-term improvements.
Reviewing your processes isn’t a luxury - it’s an investment in smoother operations, happier staff and better results. If it feels too hard to begin, we’re here to help.
Relational thinking isn’t just for database designers - it’s a mindset that helps businesses connect the dots between their data, their people, and their processes. For small and medium organisations using SharePoint, it’s the difference between a site that stores documents and a system that actually supports how the business runs.
When you design your SharePoint architecture with relationships in mind, you create clarity. You reduce duplication. You make it easier for teams to find what they need and act on it.
And the best part? You don’t need premium licences or external platforms to do it.
Here’s a setup I’ve used that’s simple, scalable, and built entirely in SharePoint Online.
We start with a separate list containing each letter of the alphabet in the Title column. Using JSON formatting, we style the gallery view so the letters appear as clickable buttons across the top of the page. When a user selects a letter, the client library dynamically filters to show only clients whose names begin with that letter.
From there, selecting a specific client triggers two more filters: one for a Contacts list, showing only people who work at that company, and another for an Opportunities list, displaying all related sales activity -whether it’s in progress, submitted, won, or lost.
It’s a clean, intuitive experience that gives sales reps and client managers everything they need in one place. And because it’s built with lookup columns and calculated fields, it’s easy to adapt for other use cases - projects, suppliers, assets, the list goes on...
Of course, there are a few things to consider. Lookup columns only work within the same site, so your architecture needs to be planned with that in mind. Permissions matter too - especially when sensitive data is involved. SharePoint doesn’t enforce strict relational integrity, so it’s safer to archive items than delete them outright. And while JSON formatting can elevate the user experience, it’s worth creating reusable templates or a style guide to keep things maintainable.
The cost of not thinking relationally? Scattered data, duplicated effort, and missed opportunities. When information lives in silos - across spreadsheets, inboxes or disconnected lists - it’s harder to see patterns, follow up or deliver consistent service. SharePoint offers a way to centralise and connect your data, using tools you already have.
Relational design doesn’t have to be complex. With a bit of planning and a few smart tricks, SharePoint becomes a strategic platform for small businesses that want to scale - without spending more.