Pros and cons of SharePoint and its common issues

Microsoft SharePoint is a powerful collaboration platform, and like any enterprise solution, it delivers the greatest value when organizations have the right strategy, resources, and support in place.

For many leaders, SharePoint feels like the default choice. It’s part of Microsoft 365, deeply embedded in daily workflows, and widely trusted for document management. On paper, it promises a centralized place for files, workflows, and internal communication – and for some organizations, it delivers exactly that.

But today’s workplace has changed. Teams are more distributed than ever. Frontline and deskless workers are huge part of the workforce. Employees expect intuitive, mobile-first experiences. And leaders are under pressure to reduce friction, not add more systems that require training manuals and IT tickets.

So the real question isn’t “Is SharePoint good?” It’s “Is SharePoint right for how your people actually work today?”

Let’s take a practical look.

Where it shines: SharePoint’s advantages

SharePoint has real strengths, especially for organizations already invested in Microsoft’s ecosystem.

Simple integration with Microsoft 365

SharePoint works naturally with Teams, OneDrive, Outlook, and Office apps. Employees can co-author documents, share files in real time, and keep work flowing without switching platforms. For knowledge workers living in Microsoft tools all day, this can be a big win.

Strong security and compliance 

SharePoint offers enterprise-grade security, encryption, and permission controls, along with compliance support for regulations like GDPR and HIPAA. For highly regulated industries, this is often non-negotiable.

That said, these protections are usually designed for office-based knowledge workers – not frontline or casual users.

Powerful customization (with the right support)

SharePoint can be shaped to fit complex workflows. Custom dashboards, automated approvals, and tailored sites are all possible – but they require ongoing IT involvement. This isn’t a “set it and forget it” platform.

Robust document management

Version control, structured libraries, and metadata help keep files organized. In theory, employees always know where the latest version lives and who can access it.

Where leaders run into trouble: SharePoint’s disadvantages

This is where many SharePoint stories change tone.

Setup and ongoing maintenance

SharePoint isn’t plug-and-play. Designing site structures, managing permissions, configuring workflows, and maintaining performance takes time and expertise. Without strong governance, it’s easy to end up with cluttered sites, broken permissions, or security risks.

Leaders should ask: Do we have the internal capacity to own this long-term?

A steep learning curve

SharePoint’s flexibility comes at the cost of simplicity. Many employees struggle to understand where information lives, how permissions work, or how to find what they need quickly.

When tools feel hard, people work around them – using email attachments, chat messages, or personal drives. Adoption drops, and your “single source of truth” quietly vanishes.

Costs that can add up

While SharePoint Online is included in Microsoft 365, real-world use often brings extra costs: additional storage, custom development, third-party add-ons, and IT time.

On-premises deployments increase costs further with infrastructure, licensing, and maintenance overheads.

Limited mobile and frontline experience

SharePoint’s mobile experience is functional – but not intuitive. Navigation can feel clunky, search is inconsistent, and quick access to critical information isn’t always easy.

For frontline workers or employees on the move, this becomes a real barrier. If information isn’t easy to access in the moment, it often goes unused.

Knowledge that’s hard to retrieve

Over time, many SharePoint environments turn into content graveyards. Documents pile up. Structures vary by team. Search doesn’t surface what employees expect.

When knowledge is hard to find, it might as well not exist – especially when key contributors leave the organization.

What this looks like from a leader’s perspective

Most leaders don’t wake up thinking about intranet platforms – they think about whether people can get work done without friction. And this is where SharePoint often shows up in unexpected ways.

On paper, everything looks fine. Files are stored. Teams have sites. Permissions are set. But in practice, leaders start to notice the workarounds: documents shared as email attachments “just to be safe,” important updates buried in Teams chats, employees asking the same questions again and again because they can’t find the answer.

The platform technically works – but behaviorally, it doesn’t always. And that gap matters. Every workaround is a signal that the system isn’t supporting how people actually work. Over time, that friction adds up to slower decisions, duplicated effort, and disengagement. For leaders, the challenge becomes less about adding features and more about removing obstacles.

Is SharePoint the right fit for your organization?

SharePoint works best when:

• You have a strong internal IT team.
• Most employees are desk-based knowledge workers.
• You’re willing to invest in governance, training, and maintenance.
• Deep Microsoft 365 integration is a priority.

It’s often a tougher fit for:

• Frontline or deskless workforces.
• Highly distributed teams.
• Organizations prioritizing speed, usability, and adoption.
• Leaders looking to reduce IT dependency.

There’s no wrong answer here – only informed trade-offs.

A different way to think about intranet alternatives

When leaders explore alternatives to SharePoint, the goal usually isn’t to replace Microsoft – it’s to rethink the experience.

Traditional intranet platforms are built around configuration and customization. They assume dedicated IT ownership, complex setup, and ongoing maintenance. Modern intranets, by contrast, are designed around people: how employees consume information, how leaders communicate, and how teams stay aligned without constant oversight.

Platforms like Appspace take a different approach. Instead of asking employees to adapt to the tool, the tool adapts to the organization. Content is structured by relevance, not folders. Communication is designed to be visible, timely, and accessible – especially for frontline and mobile employees. And ownership shifts from IT-heavy builds to business-led experiences.

Read this: Appspace for IT teams.

The result isn’t fewer tools – it’s fewer obstacles. When the intranet works the way people expect it to, adoption becomes a byproduct, not a campaign.

Modern intranet platforms like Appspace focus on:

• Faster deployment with less IT lift.
• Intuitive, mobile-first experiences.
• Clear information architecture that keeps knowledge visible.
• Integration without complexity.
• Equal access for office, remote, and frontline employees.

Instead of asking employees to adapt to the tool, the tool adapts to how employees work.

Choosing the right intranet platform for your organization

The best intranet isn’t the most powerful – it’s the one people actually use.

SharePoint remains a strong option for organizations with the resources and structure to support it. But for leaders focused on adoption, clarity, and connection across a diverse workforce, simpler and more intuitive platforms often deliver better results.

If your goal is to reduce friction, preserve knowledge, and keep employees connected – wherever they work – it’s worth looking beyond default choices.

Curious about what that could look like?
Explore how Appspace helps organizations create a digital workplace that’s easy to use, easy to manage, and built for how work really happens. Schedule a demo today.