Supporting technical capability
Plan a SharePoint structure that makes files easier to find.
Review how your team stores and finds documents. You receive a proposed SharePoint structure, document categories and labels, plus a plan and quote to configure them.
Illustrative sample · supporting capability
Can the pilot user find the approved document by its metadata?
- Observation
- File names overlap across two libraries; no agreed project or approval-status field distinguishes them.
- Decision
- Define one authoritative record and a retrieval test.
- Next action
- Agree project, document type, status and permissions, then test retrieval with a pilot user.
This capability can inform the next service. Its inclusion, price and calendar must be agreed in that service’s scope; following the link does not make it included.
Explore the relevant next serviceTechnical context
When this work applies
- You moved to Microsoft 365, but the files still sit in the same folder tree you kept on the old server.
- Nobody can find the final version of a contract, and files are duplicated everywhere.
- Ten years of messy, nested folders make search useless.
Possible outputs
Outputs to agree in scope
Information Architecture & Metadata Blueprint
The categories every document falls into and the labels each one carries, in place of the folder tree.
Migration and adoption plan
How existing content moves in and how the team adopts metadata over folders.
A fixed implementation quote
The scoped, fixed price to configure SharePoint to the blueprint. The blueprint is yours either way, so you can hand it to your own team or another vendor.
Commercial & delivery basis
The scope and conditions of the work.
Delivery window
This supporting capability has no separate confirmed delivery window. The proposal names its scope and calendar.
Capability scope to confirm
- SharePoint information architecture audit
- Document categories and labels designed for your own content
- Migration and adoption plan
- A fixed-fee implementation quote
Scope assumptions
- One SharePoint Online environment
Exclusions
- The configuration and migration build (a separate fixed quote from this assessment)
- Custom development or third-party tools
Required access
- Read-only access to the SharePoint sites in scope
- A sample of real documents to model the categories and labels
- A 30-minute kickoff with a content owner
Acceptance
The agreed completion standard.
The engagement is complete when the metadata blueprint, migration and adoption plan, and the fixed implementation quote are delivered and walked through.
Discuss the work
Tell us what you need to change.
Share the systems involved, why the change is needed and your deadline. We clarify the work, responsibilities and information needed for a proposal.
Discuss this project