July 1, 2025 • 18 mins
Tired of feeling lost and frustrated in Microsoft 365?
This episode of the Simply SharePoint Podcast is for you! This week I'm tackling a critical issue in the modern workplace: why so much Microsoft 365 training falls short, leaving millions of users struggling to harness the platform's incredible power.
We'll dive deep into the daily frustrations of not knowing how to effectively use tools like Teams, OneDrive and SharePoint, leading to wasted time and lost productivity. But don't worry, I'm not just pointing out problems – I'm offering solutions!
Get ready to discover the often-overlooked, yet incredibly powerful, world of SharePoint Views. I'll reveal why they're truly my secret weapon for transforming chaotic document libraries into organised, intuitive information hubs, allowing you to find what you need faster and work smarter.
Beyond views, I'll clarify the essential differences between Teams, OneDrive and SharePoint, guiding you on where to save your files for optimal collaboration and personal efficiency. Plus, you'll learn practical strategies for setting up logical and user-friendly folder structures that eliminate the "where did that go?" dilemma.
If you're an end-user yearning for clarity, an IT professional seeking to boost adoption, or a business leader looking to maximise your M365 investment, this episode is a must-listen! Tune in to unlock the full potential of Microsoft 365 and reclaim countless hours in your workday.
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Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
SPEAKER_01 (00:00):
Welcome back to the Simply SharePoint podcast, your
go-to source for oftenSharePoint and Microsoft 365.
I'm your host, Liza Tinker, andtoday we're diving into a topic
that's near and dear to myheart.
And frankly, it's something Isee overlooked far too often in
the modern workplace.
(00:21):
The critical importance ofeffective SharePoint and
Microsoft 365 training.
Now, I know what some of youmight be thinking.
Training?
We've had training.
We sat through that one-hourwebinar when we migrated to
Microsoft 365 three years ago.
Or maybe, well, my IT departmentsent me a link to some Microsoft
(00:45):
Learn articles.
Isn't that enough?
And to that I say respectfully,no, it's often not enough.
And in fact, in many cases, it'sprecisely why so many of you are
struggling, frustrated, andquite frankly, wasting valuable
time and resources trying tonavigate the incredible power of
Microsoft 365 without a propermap.
(01:09):
Now, consider this.
Microsoft 365 boasts over 300million paid seats globally.
That's a staggering number ofusers.
And while the platform offers anunparalleled suite of tools for,
say, collaboration,productivity, and communication,
the reality is that asignificant portion of these
(01:29):
users are not utilizing it toits full potential.
They're scratching the surface,perhaps using Outlook for email
and Word for documents, butmissing out on the
transformative capabilities thatlie beneath.
I constantly hear from end userswho are genuinely frustrated.
They tell me stories of notbeing able to find documents,
(01:52):
accidentally duplicating files,struggling to collaborate
efficiently, and generallyfeeling overwhelmed by the sheer
volume of options.
This isn't because Microsoft 365is inherently difficult.
It's because the training, whenit exists, is often generic.
one-off and simply doesn'taddress the real world scenarios
(02:13):
and specific pain points thatemployees are encountering
daily.
The impact of this inadequatetraining is far-reaching.
We're talking about decreasedproductivity, increased errors,
lower job satisfaction, andultimately a significant return
on investment that's just lefton the table.
Companies spend fortunes onthese licenses, yet they often
(02:36):
skimp on the very thing thatwould unlock their true value,
empowering their people.
So what does effective Microsoft365 training look like?
It's not a one-size-fits-allapproach.
It needs to be ongoing,relevant, and hands-on.
It needs to address the why asmuch as the how.
And crucially, it needs totackle the areas that are most
(02:58):
commonly overlooked andmisunderstood by end users.
So let's dive into some specificareas where training is often
lacking and where a littlefocused knowledge can make a
massive difference.
First up, and this is a big one,especially for us SharePoint
enthusiasts, is SharePointviews.
(03:21):
I cannot stress this enough.
SharePoint views are arguablythe most underrated and
under-trained feature ofSharePoint.
So think about this.
How many times have you scrolledendlessly through a document
library with hundreds, maybethousands of files desperately
searching for that one document?
or wished you could quickly seeall documents related to a
(03:44):
specific project, regardless ofwhere they're physically stored.
So that's where views come in.
A well-constructed view cantransform a chaotic document
library into a highly organized,easily navigable, and incredibly
powerful information hub.
Yet so many users don't evenknow they exist, let alone how
(04:07):
to create or modify them.
Okay, so imagine a scenario.
You're in a project documentlibrary.
Instead of seeing a flat list ofevery single file, you could
have views that show you, say,my draft documents.
That means only documents you'verecently worked on that are
still in draft.
Or documents by department.
(04:28):
So the documents are all groupedby the department that's
responsible for them.
Say, approved contracts.
So you can filter for a specificcontent type and an approval
status.
or even documents due next weekwhere you're leveraging metadata
for deadlines.
And these aren't just aestheticchanges.
(04:49):
They are fundamental shifts inhow you interact with the
information.
They empower users to find whatthey need faster and to work
more efficiently.
When training on views, youshould cover what are views and
why they're useful.
The why is crucial.
How to create different types ofviews, such as standard,
(05:11):
calendar, gallery, data sheet.
How to apply filters andsorting.
This is the basics of narrowingdown on your results.
How to group items.
That is, organizing yourinformation logically.
How to add and reorder columns.
So that's about customizing whatinformation you see.
How to set a default view sothat the end user can make the
(05:34):
most relevant view the firstthing that they see.
And understanding the power ofmetadata, how proper tagging
makes views even more powerful.
And this isn't just aboutSharePoint document libraries.
Views are also incrediblypowerful in SharePoint lists for
managing tasks, issues,contacts.
(05:55):
A few hours dedicated tomastering views could save your
team countless hours everysingle week.
Moving beyond SharePoint itself,let's talk about the big
picture, the entire Microsoft365 ecosystem.
(06:16):
One of the biggest points ofconfusion and a frequent source
of file storage mishaps revolvesaround understanding the
distinct roles of MicrosoftTeams, OneDrive and SharePoint.
It's like having three differentfiling cabinets, but no one told
you what kind of documents go ineach or how they're
(06:37):
interconnected.
So people just start throwingfiles into whichever one seems
easiest at the time, leading toversion control nightmares,
duplicated efforts, and acomplete breakdown in
collaborative efficiency.
Let's break this down simply.
Think of OneDrive as yourpersonal cloud storage, It's
(06:59):
your digital desk drawer.
This is where you save documentsthat are primarily for your eyes
only or drafts that you'reworking on individually before
they're ready for teamcollaboration.
It's excellent for personalfiles, quick notes, and
documents that don't need to beshared widely or collaboratively
edited by a group.
(07:20):
You can share files fromOneDrive, but it's generally for
ad hoc, individual sharing, notongoing team projects.
Now SharePoint, this is yourorganizational library.
SharePoint is the backbone forteam collaboration and document
management.
When you create a SharePointsite, you're creating a central
repository for files, lists,pages, and news for a specific
(07:44):
team or department or project.
Documents here are meant forshared access, co-authoring, and
long-term retention.
It provides robust versioning,permissions, and all those
powerful views we just talkedabout.
Every Microsoft team has anunderlying SharePoint site for
all its file storage.
(08:06):
This is a crucial point that isoften missed.
And now Microsoft Teams.
Teams is your collaboration hub.
It's where the real-timecommunication and project work
happen.
Think of it as your virtualoffice.
When you share a file in a Teamschannel, Where does it go?
You guessed it, it's stored inthe SharePoint site associated
(08:29):
with the team.
Teams provide the interface forchat, meetings, and integrating
various apps.
But for file storage, itleverages SharePoint's robust
capabilities.
The key takeaway here is thatTeams uses SharePoint for file
storage.
Understanding this relationshipis fundamental.
(08:50):
It means that when you're in aTeams channel and you click on
the files tab, you'reessentially looking at a
document library within theassociated SharePoint site.
So effective training mustclearly articulate where to save
your files.
Personal files in OneDrive, teamand project files in SharePoint,
(09:11):
which are accessed via Teams ordirectly.
The benefits of each platform.
Why choose OneDrive for personalwork?
and why SharePoint or Teams forcollaboration, and the seamless
integration, how files shared inTeams are actually living in
SharePoint.
This now leads us directly intoanother crucial, often neglected
(09:34):
area, how to set up effectivefolder structures.
I've seen some truly horrifyingfolder structures in my time.
Layers upon layers of nestedfolders, Generic names like New
Folder 2 or everything dumpedinto one massive directory.
This creates a digitalwilderness where information
(09:54):
gets lost and productivityplummets.
Good folder structures aren'tjust about neatness.
They're about making informationaccessible and intuitive.
So here are some best practicesthat training should cover.
Firstly, keep it flat butlogical.
Avoid excessive nesting.
(10:16):
Aim for no more than three tofour levels deep.
If you find yourself goingdeeper, consider if your top
level categories are too broador if you can use metadata
instead of folders.
Secondly, use consistent namingconventions.
Decide on a standard for namingfolders and stick to it.
(10:37):
For example, project underscorename underscore year or
department underscore function.
consistently makes it easier tonavigate for everyone.
Thirdly, think from the user'sperspective.
How would someone new to theproject or department logically
look for information?
(10:58):
Structure your folders based onhow people work, not just how
files are created.
Also leverage metadata over deepfolder structures.
This is where SharePoint trulyshines.
This makes searching andcreating those powerful views
infinitely easier.
Training needs to demonstratethis shift in thinking.
(11:22):
Next, separate active versusarchived work.
Consider having separate areasor libraries for active projects
and completed or archivedprojects.
Also train your staff not toreplicate old network drive
structures exactly.
because Microsoft 365 offers newways of working.
(11:44):
Just lifting and shifting old,new, inefficient network drive
structures directly intoSharePoint or Teams misses a
huge opportunity forimprovement.
This is a common mistake and akey area for training
intervention.
And also consider a work inprogress area.
For documents that are truly influx, such as a work in progress
(12:07):
folder, can be useful.
but ensure there's a clearprocess for moving them to their
final organized location oncethey're stable.
So providing users with clearguidelines and practical
examples for setting up folderstructures combined with a
strong understanding of metadatawill drastically improve
(12:28):
information management acrossyour organization.
It reduces the where do I savethis dilemma and ensures
everyone is on the same page.
Beyond these core areas, thereare so many other tips and
tricks within Microsoft 365 thatend users often stumble upon by
(12:51):
accident or they never discoverat all.
These are the aha moments thatgenuinely save time and reduce
frustration.
One of those is co-authoring.
Are your users still emailingdocuments back and forth?
Training on real-timeco-authoring in Word, Excel and
PowerPoint is absolutelyfundamental.
(13:13):
Show them how multiple peoplecan work on the same document
simultaneously, seeing eachother's changes in real time.
Along with co-authoring,understanding version history in
SharePoint and OneDrive is alifesaver.
No more panic attacks whensomeone accidentally deletes a
paragraph or makes a hugechange.
Show them how to revert back toprevious versions with ease.
(13:37):
The search within SharePoint andMicrosoft 365 is also incredibly
powerful, but oftenunderutilized.
Teach users how to refine theirsearches, use keywords, and
leverage metadata for moreaccurate results.
Show how Outlook integrates withTeams, how OneNote can be used
for meeting notes within a team,or how Power Automate can
(13:59):
automate simple tasks.
These connections are where thereal power of Microsoft 365
lies.
What about app mentions?
In Teams and Outlook, showingusers how to use the app mention
feature to directly notifysomeone is a small but powerful
way to cut through thecommunication clutter.
(14:20):
Also, many users are still goingthrough convoluted processes to
convert documents to PDFs orvice versa.
Simple training on the built-insave as PDF or open with Word
for PDFs can save significanttime.
And the list goes on.
The point is, these aren't nichefeatures.
(14:41):
They are everyday tools thatwhen understood and utilized,
make work significantly easierand more efficient.
So why is this training oftenoverlooked or unsatisfactory?
The first is a set it and forgetit mentality.
(15:04):
Many organizations treat aMicrosoft 365 rollout as a
one-time IT project rather thanan ongoing organizational change
management initiative.
There's also a lack ofresources.
Budget constraints often meantraining is an afterthought or
relegated to genericout-of-the-box content that
(15:25):
doesn't resonate with specificorganizational workflows.
There's also assumptions aboutdigital literacy.
There's an assumption thatbecause people use technology in
their personal lives, they'llinstinctively know how to use
complex enterprise software.
This is a dangerous assumption.
There's also a focus ontechnical and not user needs.
(15:50):
Training often focuses on thetechnical aspects of the
platform rather than thepractical day-to-day challenges
users face.
The solution isn't just moretraining, it's better training.
It's training that isrole-based, tailored to what
different roles actually need todo with the platform.
Say a marketing team will havedifferent needs than an HR team.
(16:15):
It's got to be contextual, usingreal-world examples from your
organization.
It needs to be interactive andhands-on, where you're allowing
users to practice and apply whatthey learn immediately.
It should be bite-sized andon-demand.
So provide short focus modulesthat users can access when they
(16:36):
need them, addressing thosespecific problems.
It needs to be supported by alearning culture.
So fostering an environmentwhere asking questions,
experimenting and continuouslearning are encouraged.
And it needs to be reinforcedand refreshed.
Microsoft 365 is constantlyevolving.
Training needs to evolve withit.
(16:59):
Regular refreshes and updates onnew features are essential.
Investing in comprehensiveongoing Microsoft 365 and
SharePoint training is not anexpense.
It's an investment in yourworkforce, in their
productivity, and in the overallsuccess of your organization.
It's about empowering youremployees to move beyond simply
(17:22):
using the tools to trulymastering them, turning
frustration into efficiency, andunlocking the full power of your
digital workplace.
If you're an IT leader, abusiness manager, or even an end
user frustrated by the currentstate of affairs, I urge you to
advocate for better training.
(17:43):
Explore options like Microsoft365 Learning Pathways.
Consider specialized trainingproviders like, well, simply
SharePoint.
Look for internal champions whocan spread knowledge and best
practices.
That's all for this episode ofthe Simply SharePoint podcast.
(18:04):
I hope this has given you somefood for thought and inspired
you to rethink your approach toMicrosoft 365 training.
You can find more tips, tricksand resources on our website,
simplysharepoint.com.
Be sure to subscribe so youdon't miss our next episode.
Until then, keep simplifyingyour SharePoint and keep
empowering your users.
Welcome back to the Simply SharePoint podcast, your
go-to source for oftenSharePoint and Microsoft 365.
I'm your host, Liza Tinker, andtoday we're diving into a topic
that's near and dear to myheart.
And frankly, it's something Isee overlooked far too often in
the modern workplace.
(00:21):
The critical importance ofeffective SharePoint and
Microsoft 365 training.
Now, I know what some of youmight be thinking.
Training?
We've had training.
We sat through that one-hourwebinar when we migrated to
Microsoft 365 three years ago.
Or maybe, well, my IT departmentsent me a link to some Microsoft
(00:45):
Learn articles.
Isn't that enough?
And to that I say respectfully,no, it's often not enough.
And in fact, in many cases, it'sprecisely why so many of you are
struggling, frustrated, andquite frankly, wasting valuable
time and resources trying tonavigate the incredible power of
Microsoft 365 without a propermap.
(01:09):
Now, consider this.
Microsoft 365 boasts over 300million paid seats globally.
That's a staggering number ofusers.
And while the platform offers anunparalleled suite of tools for,
say, collaboration,productivity, and communication,
the reality is that asignificant portion of these
(01:29):
users are not utilizing it toits full potential.
They're scratching the surface,perhaps using Outlook for email
and Word for documents, butmissing out on the
transformative capabilities thatlie beneath.
I constantly hear from end userswho are genuinely frustrated.
They tell me stories of notbeing able to find documents,
(01:52):
accidentally duplicating files,struggling to collaborate
efficiently, and generallyfeeling overwhelmed by the sheer
volume of options.
This isn't because Microsoft 365is inherently difficult.
It's because the training, whenit exists, is often generic.
one-off and simply doesn'taddress the real world scenarios
(02:13):
and specific pain points thatemployees are encountering
daily.
The impact of this inadequatetraining is far-reaching.
We're talking about decreasedproductivity, increased errors,
lower job satisfaction, andultimately a significant return
on investment that's just lefton the table.
Companies spend fortunes onthese licenses, yet they often
(02:36):
skimp on the very thing thatwould unlock their true value,
empowering their people.
So what does effective Microsoft365 training look like?
It's not a one-size-fits-allapproach.
It needs to be ongoing,relevant, and hands-on.
It needs to address the why asmuch as the how.
And crucially, it needs totackle the areas that are most
(02:58):
commonly overlooked andmisunderstood by end users.
So let's dive into some specificareas where training is often
lacking and where a littlefocused knowledge can make a
massive difference.
First up, and this is a big one,especially for us SharePoint
enthusiasts, is SharePointviews.
(03:21):
I cannot stress this enough.
SharePoint views are arguablythe most underrated and
under-trained feature ofSharePoint.
So think about this.
How many times have you scrolledendlessly through a document
library with hundreds, maybethousands of files desperately
searching for that one document?
or wished you could quickly seeall documents related to a
(03:44):
specific project, regardless ofwhere they're physically stored.
So that's where views come in.
A well-constructed view cantransform a chaotic document
library into a highly organized,easily navigable, and incredibly
powerful information hub.
Yet so many users don't evenknow they exist, let alone how
(04:07):
to create or modify them.
Okay, so imagine a scenario.
You're in a project documentlibrary.
Instead of seeing a flat list ofevery single file, you could
have views that show you, say,my draft documents.
That means only documents you'verecently worked on that are
still in draft.
Or documents by department.
(04:28):
So the documents are all groupedby the department that's
responsible for them.
Say, approved contracts.
So you can filter for a specificcontent type and an approval
status.
or even documents due next weekwhere you're leveraging metadata
for deadlines.
And these aren't just aestheticchanges.
(04:49):
They are fundamental shifts inhow you interact with the
information.
They empower users to find whatthey need faster and to work
more efficiently.
When training on views, youshould cover what are views and
why they're useful.
The why is crucial.
How to create different types ofviews, such as standard,
(05:11):
calendar, gallery, data sheet.
How to apply filters andsorting.
This is the basics of narrowingdown on your results.
How to group items.
That is, organizing yourinformation logically.
How to add and reorder columns.
So that's about customizing whatinformation you see.
How to set a default view sothat the end user can make the
(05:34):
most relevant view the firstthing that they see.
And understanding the power ofmetadata, how proper tagging
makes views even more powerful.
And this isn't just aboutSharePoint document libraries.
Views are also incrediblypowerful in SharePoint lists for
managing tasks, issues,contacts.
(05:55):
A few hours dedicated tomastering views could save your
team countless hours everysingle week.
Moving beyond SharePoint itself,let's talk about the big
picture, the entire Microsoft365 ecosystem.
(06:16):
One of the biggest points ofconfusion and a frequent source
of file storage mishaps revolvesaround understanding the
distinct roles of MicrosoftTeams, OneDrive and SharePoint.
It's like having three differentfiling cabinets, but no one told
you what kind of documents go ineach or how they're
(06:37):
interconnected.
So people just start throwingfiles into whichever one seems
easiest at the time, leading toversion control nightmares,
duplicated efforts, and acomplete breakdown in
collaborative efficiency.
Let's break this down simply.
Think of OneDrive as yourpersonal cloud storage, It's
(06:59):
your digital desk drawer.
This is where you save documentsthat are primarily for your eyes
only or drafts that you'reworking on individually before
they're ready for teamcollaboration.
It's excellent for personalfiles, quick notes, and
documents that don't need to beshared widely or collaboratively
edited by a group.
(07:20):
You can share files fromOneDrive, but it's generally for
ad hoc, individual sharing, notongoing team projects.
Now SharePoint, this is yourorganizational library.
SharePoint is the backbone forteam collaboration and document
management.
When you create a SharePointsite, you're creating a central
repository for files, lists,pages, and news for a specific
(07:44):
team or department or project.
Documents here are meant forshared access, co-authoring, and
long-term retention.
It provides robust versioning,permissions, and all those
powerful views we just talkedabout.
Every Microsoft team has anunderlying SharePoint site for
all its file storage.
(08:06):
This is a crucial point that isoften missed.
And now Microsoft Teams.
Teams is your collaboration hub.
It's where the real-timecommunication and project work
happen.
Think of it as your virtualoffice.
When you share a file in a Teamschannel, Where does it go?
You guessed it, it's stored inthe SharePoint site associated
(08:29):
with the team.
Teams provide the interface forchat, meetings, and integrating
various apps.
But for file storage, itleverages SharePoint's robust
capabilities.
The key takeaway here is thatTeams uses SharePoint for file
storage.
Understanding this relationshipis fundamental.
(08:50):
It means that when you're in aTeams channel and you click on
the files tab, you'reessentially looking at a
document library within theassociated SharePoint site.
So effective training mustclearly articulate where to save
your files.
Personal files in OneDrive, teamand project files in SharePoint,
(09:11):
which are accessed via Teams ordirectly.
The benefits of each platform.
Why choose OneDrive for personalwork?
and why SharePoint or Teams forcollaboration, and the seamless
integration, how files shared inTeams are actually living in
SharePoint.
This now leads us directly intoanother crucial, often neglected
(09:34):
area, how to set up effectivefolder structures.
I've seen some truly horrifyingfolder structures in my time.
Layers upon layers of nestedfolders, Generic names like New
Folder 2 or everything dumpedinto one massive directory.
This creates a digitalwilderness where information
(09:54):
gets lost and productivityplummets.
Good folder structures aren'tjust about neatness.
They're about making informationaccessible and intuitive.
So here are some best practicesthat training should cover.
Firstly, keep it flat butlogical.
Avoid excessive nesting.
(10:16):
Aim for no more than three tofour levels deep.
If you find yourself goingdeeper, consider if your top
level categories are too broador if you can use metadata
instead of folders.
Secondly, use consistent namingconventions.
Decide on a standard for namingfolders and stick to it.
(10:37):
For example, project underscorename underscore year or
department underscore function.
consistently makes it easier tonavigate for everyone.
Thirdly, think from the user'sperspective.
How would someone new to theproject or department logically
look for information?
(10:58):
Structure your folders based onhow people work, not just how
files are created.
Also leverage metadata over deepfolder structures.
This is where SharePoint trulyshines.
This makes searching andcreating those powerful views
infinitely easier.
Training needs to demonstratethis shift in thinking.
(11:22):
Next, separate active versusarchived work.
Consider having separate areasor libraries for active projects
and completed or archivedprojects.
Also train your staff not toreplicate old network drive
structures exactly.
because Microsoft 365 offers newways of working.
(11:44):
Just lifting and shifting old,new, inefficient network drive
structures directly intoSharePoint or Teams misses a
huge opportunity forimprovement.
This is a common mistake and akey area for training
intervention.
And also consider a work inprogress area.
For documents that are truly influx, such as a work in progress
(12:07):
folder, can be useful.
but ensure there's a clearprocess for moving them to their
final organized location oncethey're stable.
So providing users with clearguidelines and practical
examples for setting up folderstructures combined with a
strong understanding of metadatawill drastically improve
(12:28):
information management acrossyour organization.
It reduces the where do I savethis dilemma and ensures
everyone is on the same page.
Beyond these core areas, thereare so many other tips and
tricks within Microsoft 365 thatend users often stumble upon by
(12:51):
accident or they never discoverat all.
These are the aha moments thatgenuinely save time and reduce
frustration.
One of those is co-authoring.
Are your users still emailingdocuments back and forth?
Training on real-timeco-authoring in Word, Excel and
PowerPoint is absolutelyfundamental.
(13:13):
Show them how multiple peoplecan work on the same document
simultaneously, seeing eachother's changes in real time.
Along with co-authoring,understanding version history in
SharePoint and OneDrive is alifesaver.
No more panic attacks whensomeone accidentally deletes a
paragraph or makes a hugechange.
Show them how to revert back toprevious versions with ease.
(13:37):
The search within SharePoint andMicrosoft 365 is also incredibly
powerful, but oftenunderutilized.
Teach users how to refine theirsearches, use keywords, and
leverage metadata for moreaccurate results.
Show how Outlook integrates withTeams, how OneNote can be used
for meeting notes within a team,or how Power Automate can
(13:59):
automate simple tasks.
These connections are where thereal power of Microsoft 365
lies.
What about app mentions?
In Teams and Outlook, showingusers how to use the app mention
feature to directly notifysomeone is a small but powerful
way to cut through thecommunication clutter.
(14:20):
Also, many users are still goingthrough convoluted processes to
convert documents to PDFs orvice versa.
Simple training on the built-insave as PDF or open with Word
for PDFs can save significanttime.
And the list goes on.
The point is, these aren't nichefeatures.
(14:41):
They are everyday tools thatwhen understood and utilized,
make work significantly easierand more efficient.
So why is this training oftenoverlooked or unsatisfactory?
The first is a set it and forgetit mentality.
(15:04):
Many organizations treat aMicrosoft 365 rollout as a
one-time IT project rather thanan ongoing organizational change
management initiative.
There's also a lack ofresources.
Budget constraints often meantraining is an afterthought or
relegated to genericout-of-the-box content that
(15:25):
doesn't resonate with specificorganizational workflows.
There's also assumptions aboutdigital literacy.
There's an assumption thatbecause people use technology in
their personal lives, they'llinstinctively know how to use
complex enterprise software.
This is a dangerous assumption.
There's also a focus ontechnical and not user needs.
(15:50):
Training often focuses on thetechnical aspects of the
platform rather than thepractical day-to-day challenges
users face.
The solution isn't just moretraining, it's better training.
It's training that isrole-based, tailored to what
different roles actually need todo with the platform.
Say a marketing team will havedifferent needs than an HR team.
(16:15):
It's got to be contextual, usingreal-world examples from your
organization.
It needs to be interactive andhands-on, where you're allowing
users to practice and apply whatthey learn immediately.
It should be bite-sized andon-demand.
So provide short focus modulesthat users can access when they
(16:36):
need them, addressing thosespecific problems.
It needs to be supported by alearning culture.
So fostering an environmentwhere asking questions,
experimenting and continuouslearning are encouraged.
And it needs to be reinforcedand refreshed.
Microsoft 365 is constantlyevolving.
Training needs to evolve withit.
(16:59):
Regular refreshes and updates onnew features are essential.
Investing in comprehensiveongoing Microsoft 365 and
SharePoint training is not anexpense.
It's an investment in yourworkforce, in their
productivity, and in the overallsuccess of your organization.
It's about empowering youremployees to move beyond simply
(17:22):
using the tools to trulymastering them, turning
frustration into efficiency, andunlocking the full power of your
digital workplace.
If you're an IT leader, abusiness manager, or even an end
user frustrated by the currentstate of affairs, I urge you to
advocate for better training.
(17:43):
Explore options like Microsoft365 Learning Pathways.
Consider specialized trainingproviders like, well, simply
SharePoint.
Look for internal champions whocan spread knowledge and best
practices.
That's all for this episode ofthe Simply SharePoint podcast.
(18:04):
I hope this has given you somefood for thought and inspired
you to rethink your approach toMicrosoft 365 training.
You can find more tips, tricksand resources on our website,
simplysharepoint.com.
Be sure to subscribe so youdon't miss our next episode.
Until then, keep simplifyingyour SharePoint and keep
empowering your users.
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