"SharePoint itself isn't going to cause any problems. Just like the tool in my example doesn't cause any problems by itself. The key is setting up a process and adhering to the process," said Shiau. "Such as, 'This is the checklist for what we can use SharePoint for, this is the checklist for when we're going to set something up with SharePoint, this is where IT will check things out,' and so forth.'"
3) Utilize role-based access. You also have to determine who gets to look at what, and do what with which data. "Configuring security is important," said Shah. "The end users can't be creating whatever they want." Put in place role-based access controls that guide users only toward what they need for productivity purposes.
4) Practice damage control. One of the main reasons SharePoint has been so successful so quickly is its ease of use. Users could get crazy if their precious SharePoint powers are taken away, so it is up to the IT staff to show them that a more regimented use pattern helps everyone in the long run.
Said Shah: "It's easier to migrate their data to the right space if you show them the benefits of it. When they realize how much easier it is by doing it earlier, they shouldn't complain."
5) Keep an eye out. SharePoint deployments can get out of hand fast, so it is a good idea to keep a watchful eye on user behaviour and the amount of data being stuck into the system. "Get weekly, or even daily, reports," recommends Shah.
As Shiau said, it's fine to let people go wild -- within the structure that the IT department sets and monitors. "As long as IT knows everything is happening according to the process, it's okay. This is actually the direction a lot of products are going in. Set-up and so on is becoming automated so that a defined user-friendly process is followed. Administrative rights for changing the process reside with IT so IT can be assured things go in as they're supposed to and when exceptions are made IT knows about it and approves them."