First Week as Sharepoint Architect: Questions to Ask, Decisions to Shape

What to Ask in Week 1 as a Sharepoint Architect

Starting a new role as a Sharepoint Architect can feel like drinking from a firehose. To avoid getting overwhelmed and set yourself up for success, you need a laser-focused plan for your first week. This article provides that plan. This isn’t about generic onboarding advice; it’s about the specific questions you need to ask, the stakeholders you need to meet, and the artifacts you need to review to hit the ground running.

The 7-Day Sharepoint Architect Onboarding Playbook: Questions to Ask, Decisions to Shape

By the end of this playbook, you’ll have a concrete plan for your first week as a Sharepoint Architect. You’ll walk away with:

A prioritized list of questions to ask key stakeholders, ensuring you understand the current Sharepoint environment and project goals.
A stakeholder communication script for reaching out to key personnel and setting up initial meetings.
A Sharepoint environment assessment checklist to guide your initial review of the existing Sharepoint infrastructure.
A decision matrix to help you quickly assess project priorities and identify potential roadblocks.
A 7-day onboarding plan to structure your first week and ensure you’re focusing on the most critical tasks.
A risk assessment template to proactively identify and mitigate potential issues in the Sharepoint environment.

What You’ll Walk Away With

Prioritized questions checklist: Focus your initial conversations on the most critical information.
Stakeholder outreach script: Craft effective messages to connect with key personnel.
Sharepoint environment assessment checklist: Systematically review the existing infrastructure.
Project prioritization matrix: Quickly assess project priorities and identify roadblocks.
7-day onboarding plan: Structure your first week for maximum impact.
Risk assessment template: Proactively identify and mitigate potential issues.

Define the Scope: What This Is and Isn’t

This is: A practical guide for Sharepoint Architects starting a new role.
This isn’t: A comprehensive Sharepoint training manual.
This is: Focused on questions, stakeholders, and immediate actions.
This isn’t: A deep dive into Sharepoint technical details.

The First 15 Seconds: What a Hiring Manager Scans For

Hiring managers want to see that you’re proactive and can quickly assess a situation. They look for these signals:

Experience with similar Sharepoint environments: Have you worked with similar implementations before?
Understanding of governance and compliance: Do you understand the importance of security and data management?
Ability to identify potential risks: Can you proactively identify and mitigate potential issues?
Communication and collaboration skills: Can you effectively communicate with stakeholders and work as part of a team?
Problem-solving skills: Can you quickly diagnose and resolve issues in the Sharepoint environment?

Quiet Red Flags: The Mistake That Quietly Kills Candidates

Failing to ask the right questions early on can be a silent killer. It shows a lack of proactivity and can lead to misunderstandings and missed opportunities. The fix? Prepare a list of targeted questions and be ready to adapt them based on the conversation.

Use this to prepare for your initial stakeholder meetings:

“I’m excited to join the team and contribute to the Sharepoint environment. To get started, I’d like to understand the current state of the system, the key project goals, and any potential challenges we might face. I’ve prepared a few questions to help guide our discussion, but I’m also open to discussing any other topics that you feel are important.”

The Core Questions to Ask in Week 1

Your first week is about gathering information and building relationships. These questions will help you do that:

Sharepoint Environment and Architecture

Understanding the existing environment is crucial. Ask these questions to get a clear picture:

What version of Sharepoint are we using (Sharepoint Online, Sharepoint Server)?
What is the overall architecture of the Sharepoint environment (site collections, sites, subsites)?
What are the key features and functionalities being used (document management, workflows, collaboration)?
How is the Sharepoint environment integrated with other systems (Active Directory, CRM, ERP)?
What are the current performance metrics and service level agreements (SLAs) for the Sharepoint environment?

Governance and Compliance

Governance and compliance are critical for any Sharepoint implementation. Ask these questions to ensure you’re aligned with the organization’s policies:

What are the organization’s governance policies for Sharepoint (security, data management, content management)?
How is access to Sharepoint resources controlled (permissions, user roles, groups)?
What are the compliance requirements for the Sharepoint environment (HIPAA, GDPR, SOX)?
How is data backed up and recovered in the Sharepoint environment?
What is the process for managing and auditing changes to the Sharepoint environment?

Projects and Initiatives

Understanding the current projects and initiatives will help you prioritize your work. Ask these questions to get a clear understanding of the project landscape:

What are the key projects and initiatives currently underway in the Sharepoint environment?
What are the goals, timelines, and budgets for these projects?
Who are the key stakeholders involved in these projects?
What are the potential risks and challenges associated with these projects?
What are the key performance indicators (KPIs) for measuring the success of these projects?

Stakeholders and Relationships

Building strong relationships with key stakeholders is essential for success. Ask these questions to understand the stakeholder landscape:

Who are the key stakeholders in the Sharepoint environment (business users, IT staff, executives)?
What are their roles and responsibilities?
What are their expectations and priorities?
How do they currently use Sharepoint?
What are their pain points and areas for improvement?

Crafting Your Stakeholder Outreach Script

A well-crafted outreach script can help you set up initial meetings and build rapport. Use this template as a starting point:

Use this to reach out to key stakeholders:

Subject: Introduction and Initial Meeting Request

Dear [Stakeholder Name],

I’m [Your Name], the new Sharepoint Architect. I’m excited to join the team and contribute to our Sharepoint environment.

I’d like to schedule a brief meeting to introduce myself, learn about your role and priorities, and discuss how I can best support you.

Please let me know what time works best for you.

Thank you,

[Your Name]

Building Your Sharepoint Environment Assessment Checklist

A comprehensive assessment checklist will help you systematically review the existing Sharepoint infrastructure. Use this template to guide your assessment:

Use this checklist to assess the Sharepoint environment:

Sharepoint Version and Patch Level: Verify the version and patch level of Sharepoint.

Architecture and Topology: Review the architecture and topology of the Sharepoint environment.

Security and Permissions: Assess the security and permissions settings.

Governance Policies: Review the organization’s governance policies for Sharepoint.

Integration with Other Systems: Evaluate the integration with other systems.

Performance and Scalability: Assess the performance and scalability of the Sharepoint environment.

Backup and Recovery: Verify the backup and recovery procedures.

Monitoring and Alerting: Review the monitoring and alerting systems.

Documentation: Assess the availability and quality of documentation.

User Training and Support: Review the user training and support resources.

The 7-Day Onboarding Plan: A Day-by-Day Guide

A structured onboarding plan will help you focus on the most critical tasks during your first week. Here’s a sample plan:

Day 1: Introduction to the team, overview of the Sharepoint environment, and initial stakeholder meetings.
Day 2: Review of Sharepoint architecture, governance policies, and security settings.
Day 3: Assessment of current projects and initiatives, and identification of potential risks and challenges.
Day 4: Deep dive into Sharepoint features and functionalities, and exploration of integration with other systems.
Day 5: Collaboration with key stakeholders to understand their needs and priorities.
Day 6: Development of a risk assessment and mitigation plan for the Sharepoint environment.
Day 7: Presentation of initial findings and recommendations to the team.

Proactive Risk Assessment: Identifying Potential Issues

A proactive risk assessment can help you identify and mitigate potential issues before they become major problems. Use this template to guide your assessment:

Use this template to assess risks:

Identify Potential Risks: List potential risks in the Sharepoint environment (security breaches, data loss, performance issues).

Assess the Likelihood of Each Risk: Estimate the probability of each risk occurring (high, medium, low).

Assess the Impact of Each Risk: Estimate the potential impact of each risk (high, medium, low).

Develop Mitigation Strategies: Develop strategies to mitigate each risk (security controls, backup procedures, performance optimization).

Assign Owners and Deadlines: Assign owners and deadlines for implementing each mitigation strategy.

Monitor and Track Risks: Regularly monitor and track risks to ensure they are being effectively managed.

FAQ

What should I do if I don’t have experience with a particular Sharepoint feature or functionality?

Focus on your core strengths and be transparent about your limitations. Highlight your ability to learn quickly and seek guidance from experienced colleagues. For example, say, “While I haven’t worked extensively with Power Automate flows, I have a strong understanding of workflow automation principles and I’m eager to learn the specifics of Power Automate. I plan to dedicate time each week to training and experimentation.”

How do I handle stakeholders who have conflicting priorities?

Facilitate a discussion to understand the underlying needs and priorities of each stakeholder. Identify common ground and work towards a solution that addresses the most critical requirements. This might involve a decision matrix that shows which projects provide the most business value for the least amount of effort. For example, after hearing different project requests, you could say, “To ensure we’re aligned, let’s create a simple matrix to score each project based on business impact, technical feasibility, and available resources. This will help us prioritize our efforts and ensure we’re focusing on the most important initiatives.”

What should I do if I encounter a major issue in the Sharepoint environment?

Escalate the issue to the appropriate stakeholders and follow established incident management procedures. Communicate clearly and concisely, providing all relevant information and potential solutions. Document the issue and the steps taken to resolve it. This should include the trigger, steps taken in the first 60 minutes, and the outcome you aim for.

How can I stay up-to-date with the latest Sharepoint trends and technologies?

Attend industry conferences, read relevant blogs and articles, and participate in online communities. Dedicate time each week to learning and experimentation. Set aside time each Friday afternoon to read the latest Sharepoint blogs and experiment with new features in a test environment.

What are some common mistakes to avoid as a Sharepoint Architect?

Failing to understand the business requirements, neglecting governance and compliance, and neglecting security are common mistakes. Also, neglecting to document your work. Document everything. It saves time and helps avoid future problems.

How can I measure the success of my Sharepoint initiatives?

Define clear key performance indicators (KPIs) and track them regularly. Examples of KPIs include user adoption rates, document management efficiency, workflow automation effectiveness, and security incident rates. For example, you might track the number of documents stored in Sharepoint, the average time it takes to complete a workflow, and the number of security incidents reported each month. If document management efficiency increases, workflows are automated, and security incidents are low, you’re on the right track.

What if the documentation is poor?

Make this a priority. Document the existing environment. Even if it’s not pretty, it will help you and others understand the system.

How do I balance quick wins with long-term strategic goals?

Focus on delivering quick wins that provide immediate value to stakeholders while also laying the foundation for long-term strategic goals. Identify low-hanging fruit that can be easily implemented and showcase the benefits of Sharepoint. Then, work on the more challenging projects that will have a greater impact over time. For example, you might start by automating a simple workflow and then move on to a more complex project involving integration with other systems.

How important is user training?

User training is extremely important. Without proper training, users may not adopt the Sharepoint environment effectively, and the organization may not realize the full benefits of its investment. Provide comprehensive training resources and support to ensure users can confidently use Sharepoint. Create a user training plan that includes online tutorials, in-person workshops, and ongoing support resources.

What if a project goes over budget?

Communicate the issue to stakeholders as soon as possible. Explain the reasons for the overage and propose solutions to mitigate the impact. This should include a revised budget and timeline. For example, after discovering a budget overage, you could say, “We’ve encountered an unexpected increase in licensing costs. To address this, I propose re-evaluating the scope of the project and prioritizing the most critical features. I’ve prepared a revised budget and timeline for your review.”

What’s the best way to handle scope creep?

Establish a clear change control process and communicate it to stakeholders. Document all change requests and assess their impact on the project’s timeline, budget, and resources. Only approve changes that are essential and align with the project’s goals. For example, you can say, “To ensure we’re managing scope effectively, all change requests must be submitted in writing and approved by the project sponsor. I’ll assess the impact of each request on the project’s timeline, budget, and resources, and provide a recommendation.”

How can I build trust with stakeholders?

Be transparent, communicate effectively, and deliver on your promises. Be responsive to their needs and concerns. Be proactive in identifying and addressing potential issues. Share updates. Provide concrete results.

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