Top Tips for Optimising Content Management

In today’s article we outline some top tips that can help your business optimise its content management processes. 

The author of this page: Conall O'Kane
Conall O'Kane, Practice Manager - Modern Workplace Jan 28, 2025

Optimal content management is key to driving efficient business processes and streamlining employee tasks like searching for information, collaborating on documents and ensuring compliance. However, it can be challenging for organisations to track and manage content effectively without the correct processes and tools in place. Below we discuss some top tips that can help you optimise content management in your business. 

Map content-based workflows 

A good first step in optimising your content management is mapping your content- based processes to better understand how content is managed throughout the organisation and identify any inefficiencies or areas for improvement. Once you have done this, you can develop a content optimisation strategy that aligns with your specific needs. You may need to start with identifying outdated or duplicate content and deleting those files and documents to optimise storage and de-clutter your digital estate. Evaluate whether your organisation has issues with tedious manual processes, restricting access to sensitive documents, facilitating effective collaboration among remote workers, or even difficulties managing security and compliance. Then you can start to consider implementing the necessary policies and tools to help improve content processes. 

Consider implementing a content management solution

A content management solution like Microsoft SharePoint Premium can help take the heavy-lifting out of managing your content-based processes. The solution offers features that improve content organisation, accessibility, collaboration and document security, helping reduce manual workload and streamline processes so employees can focus on the important work. Some of the standout solution features that can help organisations transform content management include: 

Cloud-Based - As a cloud-based system, SharePoint allows users to access content from anywhere, enhancing collaboration even among remote and hybrid teams. Features like version control and co-authoring also make it simpler for teams to work on the same document together in real-time. 

Metadata Tagging – Documents can be tagged using metadata, helping organisations categorise and organise their documents more efficiently. This helps improve content searchability and accessibility, making it quicker and easier for users to find the content they need when they need it. 

Retention policies – Organisations can add retention policy labels to documents that tell the system how long the document should be stored for. Once the retention period has ended, SharePoint can then automatically delete the content, ensuring documents are not stored for longer than necessary and essentially automating some of the organisation’s compliance processes. 

Access controls – Access controls and sensitivity labels can also be added to content to content to ensure only the necessary individuals in the business have access to certain content, enhancing security and minimising risk of data breaches.  

Automate manual processes 

If you find your business has an overreliance on time-consuming manual processes, it may be a good idea to consider automating some of your content processes to enhance efficiency and reduce the manual workload of teams. An automation solution like Microsoft’s Power Automate can help automate tasks like document approval processes, follow-ups, or sending notifications about content deadlines or when certain actions need to be carried out. 

SharePoint Premium even automates document creation, leveraging the power of AI to generate new content using pre-built templates. SharePoint Premium also helps automate other content-related tasks like classifying and tagging documents as they are uploaded to reduce manual tasks and streamline compliance processes. As well as accelerating content-based workflows and enhancing efficiency, automation can greatly reduce the risk of human error and unlock significant time and cost savings that can be invested in more valuable tasks. 

Monitor and audit your system 

It’s important to continuously monitor and audit your content management processes and systems to ensure maximum efficiency and quickly pinpoint any bottlenecks or issues that require attention. SharePoint Premium provides advanced features to help businesses monitor governance and performance. Users can view reports that detail which sites and content have been shared the most, who they have been shared by and who they have been shared with, making it easier to monitor access to content and identify any potential security risks. Users can also view information surrounding sensitivity labels, privacy and access permissions, making it easier to review and make any changes in line with the report's findings. 

If you would like to learn more about optimising content management in your organisation, get in touch with one of our solution specialists today. 

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