You wouldn’t build a house without an architect… unless you’re into leaky roofs, dodgy wiring and a bathroom door that won’t close. So why would you build your digital workplace without an expert SharePoint consultant?
Too many organisations treat SharePoint like a fancy filing cabinet. Throw everything in, hope for the best, and then wonder why nobody can find anything.
The result?
A digital junkyard: cluttered, confusing, and about as popular as a Monday morning meeting.
The truth is, SharePoint is way more than a document dump. Done right, it’s the backbone of collaboration, compliance, and productivity. Done wrong, it’s a black hole where documents go to disappear.
And here’s the kicker: with AI adoption ramping up (40% of Aussie businesses are already on the fast track), SharePoint has to play nice with tools like Microsoft Copilot, Power Platform, and Viva Connections.
That means you don’t just need a consultant who knows the tech. You need one who can align it with your business goals and keep things running smarter, not messier.
Common Pitfalls of DIY or Internal-Only SharePoint Setups
Going solo on SharePoint might sound like a money-saver, but it’s a bit like building IKEA furniture without the instructions: sure, you’ll get something at the end, but don’t be surprised if it wobbles, squeaks, or collapses under pressure.
Here are the usual traps:
- Unscalable Architecture: DIY setups often skip the “plan ahead” bit. As content piles up, search breaks, navigation turns into a maze, and your team wastes more time looking for documents than actually using them.
- Poor User Adoption: Launching SharePoint without a change management plan is like throwing a surprise party nobody shows up to. Staff default back to email because “it’s just easier.”
- Lack of Governance: Without guardrails, SharePoint becomes the Wild West. Permissions everywhere, security risks lurking, and compliance a distant dream.
- Redundant and Outdated Content: Old or duplicate files gather virtual dust. Users stop trusting the system because why bother searching if the result will be junk?
- Missed Opportunities for Automation and AI: Without expert guidance, you might miss out on automations or AI-driven insights. Instead of a sleek, modern workplace, you end up with a glorified filing cabinet.
Define Your Needs First
Before you even start Googling “best SharePoint consultant near me,” take a step back. Around 60% of intranet projects fail because nobody defined what “success” actually looks like. Skipping this step is like asking for a “dream house” without specifying if you mean a city apartment, a beach shack, or a castle with a moat.
Spoiler: the builder can’t read your mind.
Clarify Your Business Goals
SharePoint is like a Swiss Army knife. It can do a lot, but you don’t need every single attachment.
Ask yourself:
- Intranet: Are you after a central hub to build culture and keep staff connected? Then think branding, UX, news feeds, people directories… not just a beige page with a few links.
- Document Management: Do you need airtight compliance, version control, and metadata tagging? SharePoint does this brilliantly, but only if it’s set up properly. Otherwise, it’s just another chaotic file share.
- Automation: Tired of chasing paper forms and approval emails that vanish into the void? With Power Platform, your intranet can actually do stuff. Think onboarding, leave requests, policy sign-offs. All without giving anyone a headache.
- Compliance: Got regulators breathing down your neck? A governance plan will stop your SharePoint turning into a liability and keep the auditors happy.
The kicker? Intranets with a clearly defined vision see 2x higher adoption and 3x more engagement than the “let’s wing it” variety.
Understand Your Internal Capabilities and Gaps
Here’s the awkward bit: how much can your team actually handle?
- Got Microsoft 365 pros who know their way around permissions and governance? Great.
- Or is your team more “we can make a nice PowerPoint” than “we can migrate content at scale”?
We’ve seen situations where clients told us they were confident in managing SharePoint themselves… then realised halfway through they needed extensive training. Cue delays, scope changes, and a project that felt a lot longer than it needed to be.
It’s a bit like starting a DIY reno and realising halfway that you should’ve called a plumber.
Real-World Example: When Lack of Clarity Delays Outcomes
We’ve also had organisations say they wanted a “modern intranet.”
Easy, right?
Not exactly.
Did they mean sleek design? Smarter workflows? Integration with AI tools like Copilot (which, by the way, 40% of Aussie businesses are already racing to adopt)?
Turns out, everyone has a different idea of what a modern intranet is.
These projects stall until we run a Discovery Workshop to get everyone on the same page, literally.
Once the goals are clear (communication vs compliance vs productivity), the roadmap falls into place.
Key Traits to Look for in a Great SharePoint Consultant
Choosing a SharePoint consultant isn’t about picking the person who can click all the buttons in the admin centre. You want someone who’s part techie, part translator, and part strategist.
Basically, the kind of partner who stops your digital workplace from turning into a cluttered digital junk drawer.
Here’s what separates the “just okay” from the truly great:
Deep Platform Expertise
Think of a top consultant as your GPS through the Microsoft ecosystem. They know all the shortcuts, detours, and potholes:
- SharePoint Online: Solid architecture and permissions that actually make sense, not a maze that makes everyone give up.
- SPFx (SharePoint Framework): Modern web parts and custom solutions that won’t make your intranet look like it came from 2005.
- Power Platform: Automating approvals, spinning up apps, and turning data into decisions with Power BI. Basically, making the boring stuff do itself.
- Copilot & AI: Using Microsoft 365 Copilot and AI insights to make work faster, smarter, and a little less “dig through 200 emails for that one file.”
- Teams & Viva: Making sure your intranet plays nicely with the tools people actually use, so it’s not a lonely island.
- Azure: Keeping cloud infrastructure, security, and identity in check so nothing crashes when traffic spikes.
- Purview: Governance, classification, and compliance so you don’t get a surprise audit that feels like a plot twist.
- Microsoft Graph: Unlocking hidden data across Microsoft 365 so everything actually talks to each other.
Strategic & Business Smarts
They don’t just flip switches. They ask, what’s the real problem here? Then they connect the dots:
- Compliance nightmares? Workflows designed to keep auditors happy.
- Low engagement? An intranet that actually gets used.
- Productivity slipping? Automation and AI to save hours of busywork.
UX & Design Know-How
Design isn’t decoration It drives adoption:
- Clean, branded layouts people actually want to use.
- Audience targeting and personalisation so staff see what matters.
- Intuitive enough that no one needs a “SharePoint for Dummies” guide.
- Fun but functional features. Think custom fonts, and layouts that don’t make anyone’s eyes bleed.
Communication & Transparency
Even the smartest consultant is useless if you can’t understand them. The right partner will:
- Explain their approach in plain English, not just tech jargon.
- Share clear timelines, milestones, and risks. No “surprise! We’re halfway done” moments.
- Keep everyone in the loop so stakeholders don’t feel like they’re reading a mystery novel.
A good consultant makes the complex feel manageable, not terrifying.
Post-Launch Support & Training
A good consultant sticks around after go-live:
- Admin training so your team can manage the platform without panicking.
- End-user enablement and adoption support to reduce “Where’s that file?” complaints.
- Ongoing support for tweaks, troubleshooting, and roadmap planning.
Think less “mechanic fixing a car engine” and more “driving instructor making sure you don’t stall at the lights.”
SharePoint Consultant Hiring Checklist
Hiring a SharePoint consultant is a bit like picking a co-pilot for a long road trip. Pick the right one, and you’ll cruise along smoothly. Pick the wrong one, and you’ll end up lost, frustrated, and wondering why you didn’t just stay home.
Use this checklist to separate the experts from the amateurs:
How Do You Really Learn About Our Business?
A great consultant starts with discovery, not deployment.
Rather than jumping in and clicking buttons a great SharePoint Consultant will want to understand your workflows, pain points, and goals.
- Do they run workshops or interviews with stakeholders?
- Will they review existing systems before proposing changes?
Tip: If they skip this step, it’s like building IKEA furniture without the instructions. Sure, you might get something at the end, but will it actually work?
Out-of-the-Box or Custom Development?
SharePoint can do a lot right out of the box, but sometimes you need custom magic. Ask your consultant:
- How do you decide when to use native features versus building something bespoke?
- Can you explain the trade-offs in cost, scalability, and support?
- Do you have experience with SPFx, Power Automate, or Azure integrations?
Too much customisation = future headaches. Too little = missed opportunities. A savvy consultant knows the sweet spot.
What’s Your Delivery Game Plan?
A great consultant brings their own tried-and-tested playbook. Nnot just buzzwords. They should be able to:
- Assure project success. Using a proven framework like a “Discovery–Build–Adopt” model to avoid reinventing the wheel.
- Clearly guide the client. By mapping scope, milestones, and change requests through a repeatable process.
- Solve problems efficiently. Leveraging structured checkpoints and feedback loops to keep things on track.
Basically, you want structure and transparency. Like a personal delivery framework that’s been pressure-tested across projects, so there are no “surprise! Something broke” moments.
How Will You Drive Adoption & Training?
Even the slickest SharePoint setup is useless if no one actually uses it. Ask:
- Will they train admins and end-users?
- Do they provide guides, walkthroughs, or videos?
- How do they support change management to make adoption stick?
Think of adoption like onboarding a puppy. You can’t just leave it in the backyard and hope it learns to sit on command.
What Happens After Go-Live?
Your SharePoint journey isn’t a one-and-done deal. Post-launch support is key:
- What kind of support is available after launch?
- Can you request tweaks, troubleshooting, or enhancements?
- Are there retainer options or support blocks?
A good consultant sticks around like a reliable GPS. Guiding you through bumps, detours, and new roads as your business grows.
Freelancer vs Consulting Firm: Which Is Right for You?
Thinking of going solo with a freelancer or partner with a consulting firm?
Freelancers: Flexible and Cost-Effective
- Pros: Affordable, flexible schedules, direct communication, ideal for small fixes.
- Cons: Limited capacity, may lack strategic insight, professional process or UX/design skills. Tend to have patchy post-launch support.
Think of it like hiring a sous-chef, helpful, but not running the kitchen.
Consulting Firms: Strategic, Scalable, Full-Service
- Pros: Access to full teams, established frameworks, broad experience, ongoing support.
- Cons: Higher cost, requires structured engagement.
Like a full-service renovation crew. They handle plumbing, wiring, and design so your digital workplace is functional and fabulous.
How to Decide
- Small, contained projects? Freelancers may suffice.
- Large-scale implementation or complex workflows? Consulting firms
Don’t Let SharePoint Turn Into a Junkyard
SharePoint is more than a fancy filing cabinet. It’s your digital workplace backbone. Pick the right consultant, and you get a smooth, smart, actually-used intranet. Pick the wrong one… and welcome to the digital equivalent of IKEA furniture gone wrong.
Do the prep, define your goals, and choose a partner who knows the tech and your business.
Your future self, and your team, will thank you.