SharePoint Information Architecture: A Co-Design Approach
- X4 Consulting
- 6 days ago
- 3 min read
At X4 Consulting, we specialise in helping organisations design and optimise their SharePoint information architecture through a collaborative co-design approach. Our information management consultants ensure your teams can get the most from Microsoft 365 while balancing security, privacy, and compliance requirements.
Your users know their information. Our consultants know how to structure and organise it—delivering measurable outcomes from your SharePoint investment.
Why SharePoint Information Architecture Matters for Your Organisation
A well-planned SharePoint information architecture enables purposeful collaboration, supports effective information management practices, so organisations can meet regulatory requirements.
Common SharePoint Information Architecture Scenarios in Organisations
Our information management consultants regularly support organisations in three key scenarios:
Migrating from legacy systems – Transitioning from file shares or older document management systems to SharePoint requires a different approach. Our consultants guide businesses through this process.
Migrating from on-premises SharePoint to Microsoft 365 –We advise on security, permissions, and governance for organisations.
Restructuring existing SharePoint sites – Many organisations have grown SharePoint organically and we help improve usability, compliance, and scalability.
Every scenario is an opportunity to partner with users through co-design. This approach balances accessibility, discoverability, and security with compliance, while building user advocacy for effective information management.
If your organisation has existing information architecture or design principles, these can help set parameters to get started successfully. Discussing technical limitations with users also ensures realistic expectations.
Our Co-Design Approach to SharePoint
Our co-design approach ensures your SharePoint architecture is practical, user-centric, and aligned with business needs.
Key Features:
User-Centric Design – We work with users to organise and structure information, balancing accessibility, discoverability, and security with regulatory compliance.
Best Practices + Business Needs – Users bring insight; our consultants apply expertise in structuring and organising information to maximise your SharePoint investment.
Purposeful Collaboration – Our well-planned architecture supports teamwork while meeting security, privacy, and compliance obligations.
Integrated Team Approach – Our consultants embed within project teams to fully understand the business, its information landscape, and key pain points.
Flexibility & Adaptability – We build a strong foundation while allowing SharePoint architecture to evolve with changing business needs.
Iterative Progress & Feedback – we build trusted relationships through being present and active listening, playbacks of iterative refinement ensure business needs are met while maintaining compliance.
Want to explore how X4 could support your organisation's goals? Get in touch to discuss your specific challenges and opportunities.
Benefits of Co-Designing SharePoint Architecture with X4
A co-designed SharePoint information architecture helps organisations:
Enable purposeful collaboration and teamwork
Support strong information management behaviours
Meet New Zealand security, privacy, and compliance requirements
Unlock Microsoft 365 functionality to treat information as a true business asset
Provide a flexible foundation for operational governance and future growth
Done well, this approach also sets organisations up for success on the Microsoft Copilot journey, unlocking collaboration, search, and automation potential.
Supporting SharePoint Information Architecture Co-Design
Change is inevitable when developing new information architecture. A clear change management strategy with consistent, user-friendly messaging is essential.
Why Choose X4 as Your SharePoint Consultants?
Our information management consultants bring expertise across:
SharePoint and Microsoft 365 implementation
Information management and governance
Change management and user adoption
Business analysis and service delivery
User-centred design and co-design approaches
We understand the challenges kiwi organisations face—from regulatory compliance to the collaborative culture that defines New Zealand businesses.
Transform Your SharePoint Information Architecture Today
Whether you’re a government agency, private enterprise, or non-profit, X4 can help you create SharePoint information architecture that works for your business.
Contact us at X4 Consulting today to explore how our co-design approach can transform your teams’ SharePoint experience.