When it comes to AEC projects, you’re likely utilizing best of breed platforms for the content you need to create and manage for your specific role on the project; for example, using Autodesk Construction Cloud for Revit. But a considerable portion of project assets often comprises Office and PDF documents where SharePoint would be considered best of breed to manage that content. Therefore, shouldn’t you consider employing SharePoint? SharePoint often gets a reputation of being difficult to setup, maintain or manage as there can be a learning curve involved in its utilization, but when done correctly to use its capabilities in collaboration, taxonomy, governance and security, the benefits far outweigh the challenges.
SharePoint Best Practices 101
DDuring a recent episode of The ProjectReady Podcast, Joe Giegerich and Shaili Modi tapped into their lengthy experience with M365 and, specifically, SharePoint. After years of helping clients address their SharePoint challenges, the duo zeroed in on the best practices of Taxonomy in SharePoint and how that effects search, governance, and security. Click here or activate the player below to listen to this informative episode now. Or keep reading for some high-level takeaways from their conversation.
What Is Taxonomy: A Foundation For Organization
At the core of efficient content management is taxonomy, or the hierarchical organization and classification of information. In the context of SharePoint, taxonomy plays a pivotal role in the effective structuring of data. Effective data structure is essential for ensuring that documents are organized logically to facilitate easy retrieval and management.
Unlike traditional file systems, which are characterized by nested folders, SharePoint offers a more dynamic approach. SharePoint allows the creation of libraries, metadata properties, and content types. This structured approach not only enhances organization, but it also streamlines content management processes.
In the AEC, when multiple systems are almost always in play, it is also important to look at the other systems being used to see how much alignment you can achieve. Figuring out that initial scheme does take time, but that consistency is helpful in the long term when you are looking to integrate data for search, reporting, synchronization, etc.
Why Taxonomy Matters On Construction Projects
Taxonomy holds paramount significance for those working on construction projects – particularly large-scale projects that span systems, team members, and companies.
Architects, engineers, general contractors, subcontractors, project owners and owner reps are all responsible for the creation, storage, and management of vast amounts of project-related data and information. In fact, a study from Autodesk and Deloitte estimates that by 2025, the global volume of data produced on projects will swell to 175 zettabytes.
Unfortunately, because these industry professionals don’t have an easy way to find the information they need, when they need it, up to 95% of all data captured in the construction and engineering industry goes unused. And while a growing number of construction firms are looking at AI and machine learning to help reduce costs while improving the quality of their projects, the truth is that the effectiveness of these resources is wholly dependent on, you guessed it, taxonomy.
Learn More: Garbage In, Garbage Out: AI In The AEC
In the AEC industry, where projects involve intricate designs, complex structures, and numerous stakeholders, a well-defined taxonomy facilitates efficient navigation and retrieval of relevant data, aiding in project coordination, decision-making, and collaboration among multidisciplinary teams.
By categorizing and classifying project information, proper taxonomy enhances interoperability, productivity, accuracy, and consistency throughout the project lifecycle. Moreover, a robust taxonomy framework serves as a foundation for knowledge management, enabling AEC organizations to capture, preserve, and leverage valuable insights and best practices. Ultimately this approach enhances innovation, sustainability, and competitiveness within the industry.
Leveraging SharePoint’s Features for Effective Taxonomy Management
A key advantage of SharePoint is its robust set of features, which are designed to support a scalable taxonomy.
For example, establishing distinct SharePoint libraries for different projects and applying relevant metadata can help teams ensure that files are tagged appropriately and easily searchable. Additionally, SharePoint’s permission settings enable granular control over access, down to the folder level, mitigating security risks and maintaining data integrity.
Taxonomy’s effect on Security and Governance
When set up and managed correctly, SharePoint offers unparalleled potential for collaborative project information management. Understandably, there are some common hurdles to overcome to get it right, including the learning curve associated with taxonomy setup, and the need for consistent governance and security measures.
SharePoint taxonomy plays a crucial role in ensuring effective security and governance within the AEC industries. Taxonomy allows for the structured management of information within SharePoint. By setting up libraries and content types, users can categorize documents appropriately. This organized taxonomy not only enhances document management but also facilitates permissions management, ensuring that access to sensitive information is controlled and monitored effectively.
Proper taxonomy governance is essential for ensuring data security and compliance, as it forms the foundation for effective information management practices. In summary, SharePoint taxonomy serves as a cornerstone for establishing robust security and governance frameworks within the AEC industries, enabling organizations to maximize the benefits of their SharePoint implementation while minimizing risks associated with data mismanagement.
During their podcast episode, Joe and Shaili recommend, at a minimum, users avoid the reliance on default document libraries in SharePoint. This includes using the SharePoint library established when setting up a new Microsoft Teams Team. Instead, users should strategize what an ideal standardized taxonomy schema should look like for their specific organization or project. From there, users can begin integrating consistent metadata that persists across systems.
While these steps might appear cumbersome, automation tools like ProjectReady can actually improve the effectiveness of SharePoint for construction companies that need a better way to manage project information. From automating new project site setup in SharePoint to managing security and governance across M365, what might take a company’s IT department hours, days, or even weeks, can be done by a single person in five minutes or less.
Learn More: ProjectReady’s M365 Integration
Next Steps For Establishing A SharePoint Taxonomy Strategy
Even though it’s been around for a long time, SharePoint serves as a cornerstone in the digital transformation of the AEC industry. Embracing taxonomy as a guiding principle allows organizations to unlock the full potential of SharePoint for construction project information management.
If you are interested in learning more about SharePoint taxonomy, particularly for improving the way your AECO company manages project and program information, check out this ProjectReady podcast on the same topic. But if you’re ready to see the effectiveness of SharePoint taxonomy in action, request a ProjectReady demonstration today. Not only is a SharePoint taxonomy strategy essential to your existing day-to-day operations, its paramount to your future growth and ability to adopt new technology moving forward.