A nonprofit in the legal industry was already using SharePoint for department-specific file sharing, but the organization lacked a centralized place for company-wide communication and access to shared resources. With staff spread across the country, they needed a hub that would connect teams, keep people informed, and bring consistency to internal communications — all while maintaining secure access for board members and other external stakeholders.

XPERTECHS led the planning, design, and rollout of a connected, easy-to-navigate SharePoint system that supports the way the organization works today.

The Challenge

Each department had its own SharePoint site, but they weren’t connected. Without a central hub for updates and resources, communication was inconsistent, and staff often struggled to stay on the same page.

The organization had clear objectives:

• Improve communication and ensure alignment across teams
• Foster better collaboration internally and with external partners
• Streamline access to important resources and documents
• Securely enable collaboration with external stakeholders, including their Board of Directors
• Build a scalable solution that could grow as the organization expanded

Meeting these objectives would transform the organization into a more connected, efficient team, where information is easy to access, collaboration is seamless, and decision-making happens faster.

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The Solution

XPERTECHS worked with the organization to create a SharePoint system that met their needs for improved communication and collaboration. At the center: a branded hub site to consolidate updates and resources. Branching off from it were eleven department-specific hub sites for teams like HR, Communications, Advocacy, and IT.

We collaborated closely with departmental leaders to understand their goals. Through these discussions, we developed a simple but effective structure:

• Who we are
• What we do
• Key documents

This gave each department a clear starting point, with the flexibility to build out what worked best for them. Tools like shared calendars, internal request forms, and news posts kept everything organized and efficient. Links to external resources like the XPERTECHS support portal provided quick access to essential tools and information.

For instance, the HR site links to employee resources, benefits, and templates for common announcements, while a connected onboarding site speeds up new hire integration and reduces administrative overhead.

Designed for Security, Access, and Ease of Use

Access needed to be secure but not difficult. XPERTECHS designed a system where people could find what they needed while behind-the-scenes controls kept the right boundaries in place.

Department sites were tied to roles using Microsoft Entra, so staff only saw what applied to them. The setup was straightforward to manage, even with different access levels across teams.

The Board of Directors site had more complex needs. It included external users, segmented committee access, and a calendar that updated automatically through Power Automate — a feature not natively available in SharePoint. Permissions were carefully designed so that each board member saw only what was relevant to their committee, and nothing else.

Microsoft Purview added an extra layer of oversight by showing which parts of the site were being accessed and when. This reporting capability helps ensure that important materials are being viewed by the right people, making it easier to track engagement across any department or stakeholder group.

The impact came from applying each tool with a clear purpose — matched to a real operational need.

Supporting Long-Term Success and Team Autonomy

Once the SharePoint environment was set up, XPERTECHS ensured teams could manage their sites independently. We provided training, tools, and resources, including video tutorials and embedded guidance, to empower department leads to take full ownership. This approach ensured long-term sustainability, so teams could update, manage, and adapt their sites as needed.

Related: How to Get an Outstanding Project Experience

The Outcome

XPERTECHS helped the nonprofit move beyond disconnected SharePoint sites to a cohesive system that supports communication, collaboration, and operational efficiency. The new structure makes it easy for staff to access resources, stay informed, and communicate with their teams and external partners.

Key outcomes include:

• Better communication across a distributed workforce
• Easier access to documents, tools, and resources
• Secure, scalable collaboration with external partners
• A modern, branded intranet experience employees actually want to use

With clear roles and responsibilities in place for site management, department leads can maintain their hub sites independently, ensuring the system remains up-to-date and sustainable in the long term.

Is Your MSP Helping You Leverage New Technology?

At XPERTECHS, we begin by establishing a solid and secure IT structure. From there, we implement technologies that increase efficiency, streamline processes, and unlock new capabilities for your business.

Whether it’s a next-gen SharePoint site, business process automation, or advanced security for compliance, we bring more know-how, more ideas, and more commitment to help you achieve real results.

Contact us if you’re ready to up your game.