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Getting the most from SharePoint: common challenges and how to overcome them
SharePoint is a powerful platform and a popular choice for intranets, especially for organisations already using Microsoft 365. It’s flexible, secure and integrates well with the wider Microsoft ecosystem. But while it’s easy to get started with SharePoint out of the box, many teams quickly run into limitations that can slow progress or create unnecessary complexity. In this guide, we’ll explore the most common challenges of using SharePoint as your intranet platform—and how to solve them.
1. Limited design flexibility
Out-of-the-box SharePoint offers a set of standard components that make it easy to build a basic intranet. But if you want something that reflects your brand, supports personalised content or evolves with your needs, you may find the default options restrictive.
- News and content pages often look the same
- Personalisation and targeting options are limited
- Custom layouts require development work
That said, SharePoint’s editing tools are intuitive and quick to learn. You can get a basic site up and running in just a few hours. But for more advanced design and layout options, you’ll likely need third-party tools or custom development.
2. No built-in people directory
A searchable people directory is a must-have for most intranets—especially in hybrid or remote workplaces. Unfortunately, SharePoint doesn’t offer a dedicated people search page out of the box.
- Users must rely on the global search bar
- No filters or sorting options for people search
- No directory page to add to navigation
You can still find colleagues using the main search bar, which pulls data from Active Directory. But for a more user-friendly experience, you’ll need to build or integrate a custom solution.
3. Repetitive page layouts
Beyond the homepage, SharePoint’s page templates are fairly limited. This can make it difficult to create a visually engaging experience, especially when different types of content start to look the same.
- News and information pages often share the same layout
- Limited visual variety without customisation
- Risk of a bland or repetitive user experience
The good news is that SharePoint’s CMS has improved significantly, and third-party tools like Fresh can help you expand your layout options without starting from scratch.
4. Content duplication risks
SharePoint makes it easy for multiple people to add content—but that can lead to duplication and inconsistency.
- Links and documents are often added to multiple pages
- Updates must be made manually in each location
- No “write once, use anywhere” functionality by default
This can quickly become unmanageable, especially in larger organisations. However, SharePoint’s extensibility means you can use web parts, Power Apps and lists to centralise content and reduce duplication—if you’re willing to go beyond the basics.
5. Basic analytics only
SharePoint includes some analytics features, but they’re limited to individual sites or pages. If you want a full picture of how your intranet is performing, you’ll need to do a lot of manual work—or integrate more advanced tools.
- No centralised reporting across multiple sites
- Limited insight into user behaviour and engagement
- Requires additional tools for deeper analysis
If your needs are simple, SharePoint’s built-in charts and tables may be enough. But for most teams, analytics is an area where SharePoint’s limitations become clear.
6. Customisation comes with complexity
While SharePoint is highly configurable, customising it to meet your needs often requires technical knowledge, privileged access and ongoing support from IT.
- Custom components must be tested for accessibility and security
- Integration with other Microsoft 365 tools can be complex
- Long-term maintenance can be a burden for internal teams
Without proper governance, SharePoint sites can become sprawling and difficult to manage. And for comms teams used to third-party intranet tools, the reliance on IT can feel like a step backwards.
How Fresh helps you go further with SharePoint
At Fresh, we believe in building on SharePoint’s strengths—not fighting against its limitations. Our intranet solution is built on Microsoft 365 and designed to solve the most common challenges teams face when using SharePoint out of the box.
Here’s how we help:
- Built for intranet scenarios: We focus on real-world use cases like people search, department pages and internal comms—not just features.
- Seamless Microsoft 365 integration: Our roadmap aligns with Microsoft’s, so you benefit from ongoing innovation without the risk of falling behind.
- Faster deployment: Pre-built features and templates help you launch quickly and start seeing value sooner.
- Smarter search and targeting:We simplify content discovery and audience targeting, so users find what they need—without the noise.
- Third-party integrations: We support the tools you already use, with built-in connectors and guidance on best practice.
- Always-on support: We provide continuous updates and listen to your feedback to improve the platform over time.
Ready to see what Fresh can do?
If you’re considering SharePoint for your intranet—or already using it and feeling the strain—Fresh can help you get more from your investment. We’ll help you build a beautiful, functional intranet that works for everyone.
