SharePoint has long been one of the most widely used collaboration and document management platforms for enterprises. With its ability to centralize data, streamline communication, and integrate workflows, it has become a staple in digital workplaces worldwide. However, despite its potential, many organizations find themselves struggling with implementation, usability, and scalability issues that drive users away.
Understanding why customers leave SharePoint is essential not only for current users who want to get more from the platform but also for businesses considering whether it’s the right fit. In this blog, we’ll explore ten common problems that often lead to user frustration and attrition and provide actionable insights to help you overcome them.
1. Poor User Adoption and Lack of Training
One of the most frequent reasons organizations abandon SharePoint is poor user adoption. Despite its robust features, many employees find the platform intimidating or overly complex. When users don’t fully understand how to navigate or utilize its tools, productivity plummets.
Why This Happens
SharePoint’s flexibility is both its strength and weakness. Without structured onboarding or clear usage guidelines, employees often revert to using legacy tools like email or local storage systems.
How to Fix It
- Comprehensive Training Programs: Offer hands-on workshops and tutorials to familiarize teams with SharePoint’s core functions.
- Simplify User Interfaces: Use role-based dashboards to display only relevant content for each department.
- Encourage Internal Champions: Designate SharePoint “power users” who can assist others and promote best practices internally.
By investing in user enablement, organizations can boost engagement and prevent users from feeling alienated by the system.
2. Overly Complicated Site Architecture
A cluttered and confusing site structure is another top reason users leave SharePoint. Without a logical hierarchy or clear navigation, finding documents and collaborating effectively becomes a daily struggle.
Why This Happens
Organizations often expand their SharePoint environment rapidly adding sites, libraries, and lists without a unified governance plan. The result? A chaotic digital workspace.
How to Fix It
- Plan Before You Build: Develop a well-defined information architecture with clear naming conventions and permissions.
- Regular Audits: Periodically review your SharePoint structure to eliminate redundant sites or outdated files.
- Utilize Metadata: Instead of relying solely on folders, use metadata tags for smarter and faster document retrieval.
A sharepoint customization consultant can help design an efficient architecture tailored to your workflows, ensuring better organization and usability.
3. Inefficient Search Functionality
Nothing frustrates users more than an inefficient search experience. SharePoint’s search engine is powerful but requires proper configuration to deliver relevant results.
Why This Happens
Search problems often stem from missing metadata, poor indexing, or excessive content duplication. Users waste time searching for documents they know exist but can’t locate.
How to Fix It
- Improve Metadata Tagging: Establish mandatory metadata fields for all uploaded documents.
- Optimize Search Schema: Configure crawled properties and managed metadata to enhance relevancy.
- Promote Frequently Used Files: Use promoted results and query rules to highlight key resources.
When properly configured, SharePoint’s search can rival any enterprise search tool but it requires strategic setup and continuous refinement.
4. Lack of Mobile Optimization
Today’s workforce is increasingly mobile, yet many organizations still rely on desktop-centric SharePoint setups. Without responsive design or app integration, remote teams struggle to access essential resources.
Why This Happens
Legacy SharePoint versions and on-premises installations often lack modern mobile functionality. Additionally, security policies may restrict mobile access.
How to Fix It
- Enable SharePoint Mobile App: Encourage teams to use Microsoft’s official mobile application for on-the-go collaboration.
- Adopt Modern SharePoint Experience: Upgrade to the modern interface, which offers responsive design by default.
- Implement Secure Mobile Policies: Use mobile device management (MDM) tools to ensure secure access without compromising convenience.
A mobile-optimized SharePoint environment not only boosts productivity but also aligns with today’s flexible work culture.
5. Inadequate Governance and Permissions Management
Poor governance leads to security risks, content sprawl, and user frustration. Without clear permission controls, sensitive information may be exposed or users might face unnecessary restrictions.
Why This Happens
Many organizations assign permissions haphazardly, resulting in inconsistent access levels across sites and libraries. Over time, this creates confusion and potential compliance issues.
How to Fix It
- Develop a Governance Plan: Define who can create, manage, and delete content.
- Use Permission Groups: Assign roles (e.g., Owners, Members, Visitors) instead of managing individual permissions.
- Regular Reviews: Schedule quarterly audits to ensure compliance with internal policies.
Effective governance ensures a secure, scalable environment that users can trust one of the biggest factors in retaining SharePoint users.
6. Limited Customization and Branding
SharePoint’s out-of-the-box look and feel can appear sterile or generic. Users often disengage when the platform doesn’t reflect their company’s brand identity or workflow preferences.
Why This Happens
Organizations frequently use default templates without customization, resulting in a bland and uninspiring experience.
How to Fix It
- Custom Themes and Branding: Apply your company’s logos, colors, and visuals to make the platform feel more personal.
- Tailored Dashboards: Build custom views and widgets that display relevant KPIs, recent files, and team updates.
- Leverage SharePoint Framework (SPFx): Develop custom components for a richer user interface.
Partnering with a sharepoint consultant ensures your platform not only functions effectively but also reflects your organization’s culture and workflow.
7. Performance and Speed Issues
Laggy page loads or slow document retrieval can quickly frustrate users. Performance issues often push employees to store files locally or use alternative collaboration tools.
Why This Happens
Common causes include oversized libraries, poor site design, outdated hardware, and unoptimized network settings.
How to Fix It
- Optimize Libraries: Split large document libraries into smaller ones to improve load times.
- Implement Caching and CDN: Use content delivery networks for faster access across global teams.
- Monitor Performance: Use built-in diagnostic tools to identify and address bottlenecks.
Regular maintenance and optimization can drastically improve SharePoint’s responsiveness, keeping users engaged and productive.
8. Integration Challenges with Other Systems
SharePoint’s true value lies in its ability to integrate with other business tools but when integration fails, the user experience suffers.
Why This Happens
Integration issues often arise when connecting legacy systems, third-party applications, or poorly documented APIs.
How to Fix It
- Use Standard Connectors: Leverage Microsoft Power Automate and Power Apps for seamless integration.
- Plan for Compatibility: Evaluate integration requirements during the design phase, not after deployment.
- Employ Expert Guidance: Work with technical consultants who understand your business ecosystem and can build stable, long-term integrations.
Well-integrated systems allow data to flow freely across departments, improving efficiency and collaboration.
9. Outdated Versions and Lack of Maintenance
Many organizations continue to use outdated versions of SharePoint, missing out on critical updates, modern features, and security patches.
Why This Happens
Upgrades can be time-consuming and resource-intensive, leading businesses to delay migrations. Unfortunately, this can result in reduced performance and security vulnerabilities.
How to Fix It
- Plan Regular Upgrades: Establish a migration roadmap that aligns with your organization’s IT strategy.
- Leverage Cloud Options: Consider moving to SharePoint Online for automatic updates and easier scalability.
- Monitor Health Reports: Use SharePoint’s health analyzer to detect performance and security issues early.
Keeping SharePoint updated not only improves performance but also ensures compliance with evolving security standards.
10. Misalignment with Business Needs
Perhaps the most fundamental issue is when SharePoint simply doesn’t align with a company’s evolving business goals. Over time, new processes, teams, and technologies can render the original setup obsolete.
Why This Happens
Organizations often deploy SharePoint without a long-term strategy or fail to adapt it as business needs change.
How to Fix It
- Reevaluate Objectives Regularly: Align SharePoint functionality with current workflows and priorities.
- Gather User Feedback: Conduct periodic surveys to understand user pain points and preferences.
- Consider Hybrid Solutions: Integrate other tools, such as CRM or ERP systems, to complement SharePoint’s capabilities.
Sometimes, it’s not about leaving the platform but reconfiguring it to better support your operations something a strategic partner like Centric can help achieve.
Bonus Insight: Learning from Other Industries
Interestingly, industries outside of tech, like the food and beverage digital marketing agency sector also face similar platform challenges related to integration, scalability, and user adoption. Their approach often involves cross-departmental collaboration, continuous testing, and performance tracking lessons that SharePoint users can apply to ensure their digital ecosystems remain efficient and user-friendly.
Conclusion
SharePoint remains an incredibly powerful platform, but like any complex tool, its success depends on thoughtful implementation, user engagement, and ongoing optimization. The ten common problems outlined above from poor governance and integration issues to slow performance and outdated versions often cause frustration that drives users away.
By addressing these challenges proactively, companies can transform SharePoint from a frustrating necessity into a strategic advantage. With the right customization, training, and maintenance, it can serve as the digital backbone for collaboration, productivity, and innovation rather than a platform users can’t wait to abandon.
