SMCPS Microsoft 365 lead magnet

SharePoint and Microsoft 365 Health Check

A practical ten-minute diagnostic for leaders who need to make ownership, permissions, findability, governance and adoption gaps visible.

Use this as a conversation starter, not a certification

Score each statement from 0 to 2: 0 means not true or unknown, 1 means partly true or inconsistent, and 2 means clearly true and evidenced. This is a starting point for better decisions, not a substitute for an environment review.

Ownership and structure

When sites, Teams and document areas grow without clear ownership, the organisation loses time and decisions become harder to make.

Every important site, Team and document area has a named business owner.
The organisation knows which work belongs in SharePoint, Teams, OneDrive or another approved location.
New sites and Teams follow a simple naming and provisioning standard.
Stale, duplicate or abandoned sites are reviewed and retired.

Permissions and information risk

A usable Microsoft 365 estate needs an access model that people can explain and review.

Access is based on roles and groups rather than ad hoc individual sharing.
Sensitive information has an agreed location, access model and retention expectation.
Owners can explain who can access the organisation's most important information.
External sharing is controlled, understood and reviewed.

Findability and working practice

People should be able to find the current document and understand which version is authoritative without asking a colleague.

People can find current documents without searching multiple places.
Teams and channels reflect real work rather than every temporary conversation.
Document versions, approval status and authoritative copies are clear.
The organisation captures recurring user pain and improves the structure.

Governance and adoption

The controls need to support real work, including Power Platform solutions and the behaviours managers expect from their teams.

There is a lightweight governance model with decision rights and escalation routes.
New Power Platform solutions have an owner, support route and environment decision.
Managers know what good Microsoft 365 use looks like in their teams.
Adoption is measured through work outcomes, not only training attendance.

A practical next step

If several answers are unknown or inconsistent, SMCPS can review the current environment, identify the highest-value risks and produce a sequenced improvement roadmap. A health check starts at £2,500, subject to environment size and access requirements.

Keep the thinking

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