September 21, 2025 • 11 mins
Ever sat through a two-hour metadata committee meeting? Or clicked into a SharePoint subsite only to find… one lonely document? Or maybe you’ve heard the cubicle chorus of “You left it checked out!” echo across the office?
In this episode, I’m spilling my SharePoint confessions — the good, the bad, and the downright messy. From 13 mandatory metadata fields to 800 empty subsites and workflow meltdowns, these are the real stories from my early days in SharePoint.
But here’s the twist: for every confession, I’ll share the solution I use today that would have saved me (and my sanity) back then.
If you’ve ever lived through a SharePoint nightmare, you’ll laugh, nod along, and walk away with practical tips you can use right now.
And stick around to the end — I’ve got exciting news about a brand-new service I’ve just launched to help you fix your SharePoint chaos for good.
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Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
SPEAKER_00 (00:00):
Hi, everyone.
Welcome to the latest episode ofthe Simply SharePoint podcast.
SharePoint Confessions, thegood, the bad, and the messy.
(00:28):
Yeah, I'll admit it.
I love SharePoint.
I live it.
I breathe it.
I probably dream in documentlibraries.
SharePoint is definitely mything.
But here's the truth.
It hasn't always been that way.
In fact, there were times when Ithought SharePoint was the bane
of my existence.
And today, I want to share a fewconfessions from those early
(00:50):
days.
The good, the bad, and themessy.
Music Music Music Music MusicConfession number one, the
(01:28):
metadata committee.
Let me take you back to when Iwas working in a large
organization and we wereupgrading to SharePoint 2010.
This was a massive project.
I was flying around the world,holding meetings with
stakeholders in St.
Louis, Sydney, Singapore.
It was huge.
And of course, everyone had anopinion.
(01:49):
Enter the metadata committee.
Yes, an actual committee.
More than 10 people, weeklytalks, And what were we arguing
about?
Metadata fields.
At one point, we had 13 of them.
13.
And 7 were mandatory.
Can you imagine trying to uploada file and having to fill out 7
(02:12):
mandatory fields before youcould even hit save?
Back then, I didn't get it.
I kind of hated metadata.
It felt like thisovercomplicated thing that
slowed everything down.
And honestly, it was a dog'sbreakfast.
Meetings went in circles,everyone thought their
department's needs were the mostimportant, and we just layered
(02:32):
field upon field.
Now, with the benefit ofhindsight, I can see it so
clearly.
Metadata is brilliant when it'sdone well.
It's what makes SharePointpowerful.
But 13 fields?
7 mandatory?
No wonder people werefrustrated.
At the time, though, I'd walkout of those meetings absolutely
drained, thinking, how did I endup in this?
(02:55):
It was both funny and I've gotto admit, painfully boring.
And yet, those experiences shapethe way I use metadata today.
Keep it simple, keep it useful,and don't over-engineer it.
So the solution, fast forward tonow, and the best practice is
simple.
(03:15):
Don't drown people in metadata.
Three to five fields is plenty,and usually only one should be
mandatory.
Start with fields that genuinelyhelp people find or filter
later, like document type,department, or project.
Every single SharePoint librarythat I create now in an
(03:36):
organization has at leastdepartment and document type.
Everything else can be optionalor added gradually.
Keep it lean, keep it useful,and metadata will actually work
for you instead of against you.
(03:58):
Confession number two, thesub-site explosion.
Now, while I was drowning inmetadata debates, IT had their
own special brand of chaos goingon.
They had spun up over 800sub-sites.
Yes, you heard that?
More than 800.
And here's the kicker.
Some of those sub-sites only hadone single document sitting in a
(04:21):
lonely document library.
Just one.
No guidance, no governance, noplan.
It was like the wild west ofSharePoint.
Every department doing their ownthing, spinning up sites like
Oprah giving out cars.
You get a sub-site, you get asub-site.
Everyone gets a sub-site.
(04:41):
The result?
A giant digital junkyard.
Clicking through it was likewandering a ghost town.
Empty libraries, half-finishedpages, and tumbleweeds rolling
by.
I laugh now, but it was a reallygood lesson.
More sites don't equal moresuccess.
Without governance, structure,or a strategy, you end up with
(05:04):
noise instead of value.
And believe me, 800 sites worthof noise is deafening.
What's the solution today?
Well, in modern SharePoint,sub-sites are a thing of the
past, although I've worked witha few people who still think
that they should create them.
The best practice is to use ahub-and-spoke model.
One hub site at the centre, withconnected sites branching off
(05:28):
for actual needs, like projects,departments, or functions.
Each site has a purpose andgovernance ensures nothing spins
up without thought.
Instead of 800 empty sub-sites,you get a clean, connected site
architecture where everythinghas a home and a reason to
(05:49):
exist.
UNKNOWN (05:52):
Music
SPEAKER_00 (05:57):
Confession three, the workflow meltdown.
Then there was the infamousworkflow saga.
We decided to roll out theout-of-the-box workflows in
SharePoint 2010, you know,check-in, check-out, approvals,
the basics, in one of ourdepartments.
We put together trainingsessions, we sent out the
invitations, we booked the room,and guess what?
(06:19):
Hardly anyone showed up.
So instead, I'd be sitting at mydesk and I could literally hear
the chaos breaking out acrossthe cubicles.
People yelling out things like,I can't edit this file.
You've left it checked out.
Why is it locked?
It was like a comedy sketch,except no one thought it was
(06:39):
funny at the time.
I'd just sink into my chairthinking, yep, this is my life
now.
It was one of those times whereSharePoint's power clashed with
human behavior.
The tool was doing what it wasdesigned to do, but because
people skipped the training, itbecame a nightmare.
And on Honestly, that's why Ialways say technology is only
(07:01):
half the story.
People and process matter justas much.
So what would be the solutiontoday?
These days, modern SharePointhas made this so much easier.
Instead of clunky check-in,check-out and limited workflows,
we use Power Automate forapprovals and collaboration
features like co-authoring.
(07:22):
That means multiple people canedit the same file at the same
time without locking each otherout.
Training is still key, but thetools are far more intuitive
now.
The solution is, ditch the oldcheck-in checkout model unless
you absolutely need it.
Embrace co-authoring andautomate approvals with Power
(07:44):
Automate so your team isn'tstuck yelling across cubicles.
So what did all of this teachme?
Well, besides how to survive ametadata meeting without crying,
it taught me that SharePointdoesn't have to be messy.
(08:05):
The chaos comes when there's nostrategy, no governance, and no
training.
It also busted a few myths forme along the way.
Myth one, SharePoint is just adumping ground for files.
No, it's so much more when youdesign it properly.
(08:26):
Only IT can set it up.
Also false.
End users can build amazingpractical solutions.
Myth three, nobody likesSharePoint.
Untrue.
People love it when it makestheir life easier.
They just hate when it'sovercomplicated.
And here are a couple of quickwins you can try today.
(08:48):
Things I wish I'd known backthen.
Firstly, you can pin your mostimportant documents to the top
of a library.
Think of it like putting yourfavorite coffee mug at the front
of the cupboard.
You can create custom views soyou don't scroll endlessly
through files.
It's like Netflix categories.
You get to see exactly what youwant.
(09:12):
You can use metadata like labelson a wine rack.
You don't need 13 labels.
Just a couple will help you findthe right bottle at the right
time.
So those are my SharePointconfessions, the good, the bad,
and the messy.
And I know you've got some too.
If you're listening right nowand thinking, yep, I've lived
(09:33):
through my own SharePointnightmare, I'd love to hear it.
Share your confessions with me.
I've actually written a blogpost about one of these stories.
It's called Liza's SharePointChronicles, the Metadata
Steering Committee.
You can head over there, readthe full story, and even leave
your own SharePoint confessionin the comments.
I really love to see what messysituations you've all survived.
(09:55):
And who knows, your story mightmake it into a future episode.
And before I close out, I've gotsomething exciting to share.
I've just launched a brand newservice, a dedicated SharePoint
and Microsoft 365 help desk.
(10:17):
Think of it as your direct lineto real answers from someone
who's lived through the chaosand knows how to fix it.
The details are live on my siteright now.
So if you ever find yourselfstuck, whether it's metadata
confusion, workflow woes, orjust figuring out which tool to
use when, you can get helpquickly without the stress.
(10:39):
Because here's the thing,SharePoint doesn't have to be
boring and it doesn't have to bepainful.
With the right support, it canactually be simple and maybe
even fun.
Bye for now and I'll see you inthe next episode of Simply
SharePoint.
Hi, everyone.
Welcome to the latest episode ofthe Simply SharePoint podcast.
SharePoint Confessions, thegood, the bad, and the messy.
(00:28):
Yeah, I'll admit it.
I love SharePoint.
I live it.
I breathe it.
I probably dream in documentlibraries.
SharePoint is definitely mything.
But here's the truth.
It hasn't always been that way.
In fact, there were times when Ithought SharePoint was the bane
of my existence.
And today, I want to share a fewconfessions from those early
(00:50):
days.
The good, the bad, and themessy.
Music Music Music Music MusicConfession number one, the
(01:28):
metadata committee.
Let me take you back to when Iwas working in a large
organization and we wereupgrading to SharePoint 2010.
This was a massive project.
I was flying around the world,holding meetings with
stakeholders in St.
Louis, Sydney, Singapore.
It was huge.
And of course, everyone had anopinion.
(01:49):
Enter the metadata committee.
Yes, an actual committee.
More than 10 people, weeklytalks, And what were we arguing
about?
Metadata fields.
At one point, we had 13 of them.
13.
And 7 were mandatory.
Can you imagine trying to uploada file and having to fill out 7
(02:12):
mandatory fields before youcould even hit save?
Back then, I didn't get it.
I kind of hated metadata.
It felt like thisovercomplicated thing that
slowed everything down.
And honestly, it was a dog'sbreakfast.
Meetings went in circles,everyone thought their
department's needs were the mostimportant, and we just layered
(02:32):
field upon field.
Now, with the benefit ofhindsight, I can see it so
clearly.
Metadata is brilliant when it'sdone well.
It's what makes SharePointpowerful.
But 13 fields?
7 mandatory?
No wonder people werefrustrated.
At the time, though, I'd walkout of those meetings absolutely
drained, thinking, how did I endup in this?
(02:55):
It was both funny and I've gotto admit, painfully boring.
And yet, those experiences shapethe way I use metadata today.
Keep it simple, keep it useful,and don't over-engineer it.
So the solution, fast forward tonow, and the best practice is
simple.
(03:15):
Don't drown people in metadata.
Three to five fields is plenty,and usually only one should be
mandatory.
Start with fields that genuinelyhelp people find or filter
later, like document type,department, or project.
Every single SharePoint librarythat I create now in an
(03:36):
organization has at leastdepartment and document type.
Everything else can be optionalor added gradually.
Keep it lean, keep it useful,and metadata will actually work
for you instead of against you.
(03:58):
Confession number two, thesub-site explosion.
Now, while I was drowning inmetadata debates, IT had their
own special brand of chaos goingon.
They had spun up over 800sub-sites.
Yes, you heard that?
More than 800.
And here's the kicker.
Some of those sub-sites only hadone single document sitting in a
(04:21):
lonely document library.
Just one.
No guidance, no governance, noplan.
It was like the wild west ofSharePoint.
Every department doing their ownthing, spinning up sites like
Oprah giving out cars.
You get a sub-site, you get asub-site.
Everyone gets a sub-site.
(04:41):
The result?
A giant digital junkyard.
Clicking through it was likewandering a ghost town.
Empty libraries, half-finishedpages, and tumbleweeds rolling
by.
I laugh now, but it was a reallygood lesson.
More sites don't equal moresuccess.
Without governance, structure,or a strategy, you end up with
(05:04):
noise instead of value.
And believe me, 800 sites worthof noise is deafening.
What's the solution today?
Well, in modern SharePoint,sub-sites are a thing of the
past, although I've worked witha few people who still think
that they should create them.
The best practice is to use ahub-and-spoke model.
One hub site at the centre, withconnected sites branching off
(05:28):
for actual needs, like projects,departments, or functions.
Each site has a purpose andgovernance ensures nothing spins
up without thought.
Instead of 800 empty sub-sites,you get a clean, connected site
architecture where everythinghas a home and a reason to
(05:49):
exist.
UNKNOWN (05:52):
Music
SPEAKER_00 (05:57):
Confession three, the workflow meltdown.
Then there was the infamousworkflow saga.
We decided to roll out theout-of-the-box workflows in
SharePoint 2010, you know,check-in, check-out, approvals,
the basics, in one of ourdepartments.
We put together trainingsessions, we sent out the
invitations, we booked the room,and guess what?
(06:19):
Hardly anyone showed up.
So instead, I'd be sitting at mydesk and I could literally hear
the chaos breaking out acrossthe cubicles.
People yelling out things like,I can't edit this file.
You've left it checked out.
Why is it locked?
It was like a comedy sketch,except no one thought it was
(06:39):
funny at the time.
I'd just sink into my chairthinking, yep, this is my life
now.
It was one of those times whereSharePoint's power clashed with
human behavior.
The tool was doing what it wasdesigned to do, but because
people skipped the training, itbecame a nightmare.
And on Honestly, that's why Ialways say technology is only
(07:01):
half the story.
People and process matter justas much.
So what would be the solutiontoday?
These days, modern SharePointhas made this so much easier.
Instead of clunky check-in,check-out and limited workflows,
we use Power Automate forapprovals and collaboration
features like co-authoring.
(07:22):
That means multiple people canedit the same file at the same
time without locking each otherout.
Training is still key, but thetools are far more intuitive
now.
The solution is, ditch the oldcheck-in checkout model unless
you absolutely need it.
Embrace co-authoring andautomate approvals with Power
(07:44):
Automate so your team isn'tstuck yelling across cubicles.
So what did all of this teachme?
Well, besides how to survive ametadata meeting without crying,
it taught me that SharePointdoesn't have to be messy.
(08:05):
The chaos comes when there's nostrategy, no governance, and no
training.
It also busted a few myths forme along the way.
Myth one, SharePoint is just adumping ground for files.
No, it's so much more when youdesign it properly.
(08:26):
Only IT can set it up.
Also false.
End users can build amazingpractical solutions.
Myth three, nobody likesSharePoint.
Untrue.
People love it when it makestheir life easier.
They just hate when it'sovercomplicated.
And here are a couple of quickwins you can try today.
(08:48):
Things I wish I'd known backthen.
Firstly, you can pin your mostimportant documents to the top
of a library.
Think of it like putting yourfavorite coffee mug at the front
of the cupboard.
You can create custom views soyou don't scroll endlessly
through files.
It's like Netflix categories.
You get to see exactly what youwant.
(09:12):
You can use metadata like labelson a wine rack.
You don't need 13 labels.
Just a couple will help you findthe right bottle at the right
time.
So those are my SharePointconfessions, the good, the bad,
and the messy.
And I know you've got some too.
If you're listening right nowand thinking, yep, I've lived
(09:33):
through my own SharePointnightmare, I'd love to hear it.
Share your confessions with me.
I've actually written a blogpost about one of these stories.
It's called Liza's SharePointChronicles, the Metadata
Steering Committee.
You can head over there, readthe full story, and even leave
your own SharePoint confessionin the comments.
I really love to see what messysituations you've all survived.
(09:55):
And who knows, your story mightmake it into a future episode.
And before I close out, I've gotsomething exciting to share.
I've just launched a brand newservice, a dedicated SharePoint
and Microsoft 365 help desk.
(10:17):
Think of it as your direct lineto real answers from someone
who's lived through the chaosand knows how to fix it.
The details are live on my siteright now.
So if you ever find yourselfstuck, whether it's metadata
confusion, workflow woes, orjust figuring out which tool to
use when, you can get helpquickly without the stress.
(10:39):
Because here's the thing,SharePoint doesn't have to be
boring and it doesn't have to bepainful.
With the right support, it canactually be simple and maybe
even fun.
Bye for now and I'll see you inthe next episode of Simply
SharePoint.
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