When I’m approached and asked to just “spin up a site” I stop and ask my end users a few questions. Many users may find themselves confused about what they are looking for. I find it difficult to also shut down someone’s enthusiasm to use SharePoint. It takes some time to work through your end users wishes. I’ll include in my post these questions I like to ask, which I will follow with my rational for asking.
What do you envision on your new site?
Starting out with this question is going to quickly knock off people actually looking for a library. If they respond with “See we’ve noticed that we have X items, and they no longer fit in Y library.” They need a new library. If people are finding there area such as OneDrive or a library becoming cluttered with similar documents… they probably need a library.
Now when your approached with a rational… If they respond with “Well have decided that our three programs have become very large, and we’d like to see them in specialized areas so they can have calendars, contact lists, and placed to put X,Y,Z documents so it is organized to meet ABC organization’s reporting needs.” You may need to investigate this need even deeper. A new sub site could be in their future depending on planning.
How do you see permissions on your new site? Who needs access to this information?
Understanding the rational behind permission an individual is looking to find may be a great way to direct them to look at one drive. If someone starts talking about “Well, I share this document with Joe, and only Joe needs it.” This may be a great bridge to asking “Is this document important to the organization as a whole, if you and Joe were no longer with us?”
Depending on how the answer this second question… it could be this item is just something Joe and this person works on to add (copy/paste) to another report. At this point I’d advise Joe and company to consider keeping this one off on the One Drive for Business. Now, if his answer is different and he starts explain the use, and who receives it, and who accomplishes what with this information we may need to look into a document library or a workflow possibility.
After receiving this bit of information I ask the requestor to grant me the time to assess the needs to see if we are looking at a bigger information architecture or business process issue. This time could include taking the liberty to ask other departments about their current interaction with this information. Taking time to investigate needs will lead towards a better information architecture.