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Challenge / Problem Statement

The client faced fragmented SOP management across departments:

  • SOPs scattered across drives, emails, and paper.
  • No version control, leading to outdated procedures.
  • Limited access for field and remote teams.
  • Siloed departments with poor visibility.
  • Manual updates took weeks.
  • Onboarding delays due to inaccessible SOPs.

Objectives

  • Build a centralized SharePoint Operations Hub.
  • Standardize SOP templates and documentation.
  • Enable secure, role-based access.
  • Integrate with Microsoft Teams.
  • Reduce SOP search time by 80%.
  • Cut update cycle time by 70%.
  • Achieve 90%+ user adoption in the first month.
  • Ensure mobile access and automated workflows.

Process & Implementation

  • Discovery & Planning: Interviews across 7 departments to map workflows and pain points.
  • Design & Development: Created a SharePoint communication site with department tiles, global search, and SOP templates.
  • Integration: Role-based permissions, Teams connectivity, and feedback systems.
  • Training & Launch: SOP guides, video tutorials, and hands-on sessions ensured smooth rollout.

Our Solution

  • Centralized Hub: One-stop SOP access via SharePoint Online.
  • Reusable Templates: Collapsible sections, version control, and related SOP links.
  • Department Pages: Custom filters and cross-department navigation.
  •  Security & Access: Granular permissions for compliance.
  • Teams Integration: Contextual SOP access via tabs and links.
  •  Mobile Optimization: Responsive design for all devices.
  •  Automated Workflows: Approval and notification systems for updates.

Tools & Tech Used

  • Platform: SharePoint Online
  • Development: SharePoint Designer, Power Automate, custom CSS
  • Integration: Microsoft Graph API, Search API
  • Infrastructure: Microsoft 365 cloud

Results & Impact

  • 95% user adoption in 1 month
  • SOP search time reduced from 12 mins to 1.5 mins
  • SOP update cycle cut from 3 weeks to 5 days
  • 60% faster onboarding
  • 35% mobile usage
  • Zero outdated SOP incidents
  • 70% fewer support ticket

Key Takeaways

  • User-centric design ensures adoption.
  • Standardized templates save time.
  • Mobile access is essential.
  • Teams integration boosts engagement.
  • Continuous feedback sustains platform relevance.

Project Duration & Team

  • Duration: 4 weeks, 98 hours
  • Team: 1 SharePoint Developer, 1 UX Designer, 1 Architect, 1 Project Manager
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