Documents in five places, and nobody sure which version is current?
Sope brings your documents into one clear SharePoint structure, with one current version of everything and the right access for each team. Staff find what they need first time.
Sound familiar?
Our SharePoint has become a dumping ground.
Some staff can see private files they shouldn't.
Document management is out of control. Which one is the master copy?
We lose hours every week hunting for the right version.
I can't get into a document I used last week.
We need ISO 9001 document control.
What you've tried before and why the fix hasn't worked
Most teams have already had a go at organising their documents. The fixes rarely stick because they treat the symptom and leave the structure behind it unchanged.
“Our IT team or MSP will sort it”
They keep the platform running and apply patch fixes, but rarely have the time or capacity to properly redesign it.
Folder clean-ups
Things look tidy for a month, then drift back over time as new people start doing their own things and tasks pile up.
Another new tool
One more system leaders and finance have to pay for, and staff still save copies wherever suits them.
So what actually fixes document chaos for good?
A SharePoint intranet structure designed around how your teams actually work, built on your current tools, and set up so it stays tidier for longer. That's what Sope does.
Patch fixes from a busy internal team or MSP, designed to sort simple access requests or link people to documents
Fix the root cause, not the symptom
When people can't find a document or a link stops working, the cause is usually the structure behind it. Our SharePoint specialists map how your documents are created, shared and approved, then rebuild your sites, libraries, metadata and permissions around that. We work alongside your internal IT team and MSP during the process.
Temporary folder clean-ups that last a few months, until someone new does their own thing or documents stack up again
A structure that stays tidy for longer
Clutter comes back when nobody owns a library and every team saves files its own way. We give each library a named owner, set access by team rather than person by person, and use metadata and simple rules for naming, versions and where things are saved. Then we train your people so the structure holds as new staff join.
Another new tool to buy
No new system to invest in
SharePoint is included in most Microsoft 365 plans. One place for everything, so nobody needs to save copies elsewhere.
We start with a shared understanding
We’ve successfully designed & delivered hundreds of SharePoint intranets that fix document chaos, taking a five-phased approach.
This enables us to work quickly and effectively with your team through steps of the project, with some tasks from different phases running concurrently. In this way, we reduce the typical timeline of an intranet implementation to weeks, not months.
Design
Gathering requirements to determine the information architecture, wireframes, look & feel, and brand.
Build
See your new intranet take shape. Your intranet is now branded, mobile-responsive, and ready for you and your team to populate and demonstrate to users.
Refine
Champions are empowered and are ready to start loading content. Go live planning & change management put in place.
Train & Launch
Your intranet is fully configured. Your content looks great. Your employees are excited about what you’ve shown them so far and are keen to get started.
Hypercare
During Hypercare, we offer a 30-day guarantee and unlimited support to ensure a smooth transition. Our team will check in regularly and provide assistance as needed.
Whose files have we got up to date?
Organisations across many industries in Australia and New Zealand, from single sites to hundreds of locations.
Frequently asked questions
How should we organise documents in SharePoint?
SharePoint documents should be organised around how your teams work: a small number of sites, clear owners, and metadata instead of deep folders. We design it with your team so it sticks.
How do we stop duplicate documents in SharePoint?
Keep each document in one library and share a link to it instead of sending attachments or saving copies. SharePoint's version history records every change in that one file, so nobody needs copies named final or v2.
How do we stop staff seeing SharePoint files they shouldn't?
Give access through groups at the site or library level, not file by file or person by person. We review access with each library owner, remove one-off sharing that is no longer needed, and can add sensitivity labels for confidential content.
Can SharePoint replace dedicated policy management software?
Yes. SharePoint handles versioning, approvals, review dates and staff acknowledgement. If your needs go beyond it, we'll tell you upfront.
Can SharePoint support ISO 9001 document control?
Yes. SharePoint supports the document control requirements in ISO 9001, including approvals, version control, controlled access and retention. Your quality procedures set the rules, and we configure SharePoint to match them.
What happens to our old files when we reorganise SharePoint?
We agree with each team which files move into the new structure, which are archived and which can be deleted. Only current documents move across, so the new structure starts clean and older files stay available in the archive.
Can our team manage our SharePoint after go-live?
Yes. We train your document owners and hand over clear guides. For ongoing Microsoft 365 help, SopeCare is there when you need it.
How long do SharePoint intranet projects take?
Most SharePoint intranet projects take around 12 weeks with our 5-phase approach. Projects with a migration or unique requirements can run to around 16 weeks. The exact timing depends on your scope.
Do SharePoint intranets work with Copilot?
Yes. Copilot draws on your SharePoint content and respects your permissions. Clean documents, one current version and the right access are what make its answers reliable.
Join the hundreds of companies who swear by Sope
“Building intranets is Sope’s core business – it’s something they have years and years of experience in. They have the right partnerships and relationships, and they could work in the direction we wanted to go.”
"I rank our implementation as one of the easiest technology projects that I have participated in."
"It was incredible how Sope could deliver our new intranet so quickly!"
Ready to get your documents under control?
Talk to a SharePoint specialist about where your documents stand today.
After you send the form, you can also pick a time that suits you straight away.
No obligations. Free consultation.