SharePoint Automation for the Events & Design Industry

The Business

Our client operates in the events and design industry, managing a large number of client engagements and project deliverables throughout the year. To keep everything organised, they rely on Microsoft SharePoint.

Each new client or project gets its own workspace. Teams store files there, track project progress, and collaborate across departments. Creating each new workspace required someone to build it manually. The process wasn’t complicated. Still, it took time. And when you repeat the same steps again and again, those minutes turn into hours.

With dozens of new clients and projects expected annually, the organisation needed a reliable and scalable way to create and manage these workspaces efficiently while maintaining a professional and consistent structure.

The Challenges

The customer’s teams were manually creating each SharePoint workspace from scratch. This process involved several repetitive setup steps, including creating sites, configuring navigation, structuring document libraries, and preparing project materials.

As project volumes increased, this approach became difficult to sustain. Manual setup created unnecessary administrative workload, introduced inconsistencies between workspaces, and slowed down project onboarding.

The organisation needed a more efficient and scalable approach that would reduce manual effort, standardise workspace design, and support future automation initiatives.

The Approach

With the results from an in-depth consultancy, Optimising IT created a structured Proof of Concept designed to introduce automation and repeatable workspace templates.

We created a process where key project information could be captured through structured lists and forms. This information then triggers automated workflows that generate fully configured SharePoint workspaces.

Standardised templates were introduced to ensure every workspace includes consistent navigation, layout, branding, and supporting materials. The automation process was designed to support both individual workspace creation and bulk provisioning during high-volume periods.

Throughout the project we worked closely with the customer’s internal team. We tested workflows together, adjusted the templates, and checked how the system behaved in real situations.

Finally, we documented the process clearly. Their internal staff can now manage the templates, update workflows, and extend the system when new needs appear.

The Results

The new automated process significantly reduced the time and effort required to create project and client workspaces.

Teams can now generate fully configured SharePoint sites in minutes rather than manually building them each time. This has improved operational efficiency while ensuring every workspace follows a consistent structure.

The business is now better equipped to handle increased project volumes, while also benefiting from improved collaboration, clearer site organisation, and a more scalable foundation for future workflow automation.

Highlights and Key Benefits

• Automated creation of SharePoint project and client workspaces
• Significant reduction in manual administrative workload
• Consistent, professional workspace structures across all projects
• Scalable solution capable of supporting high project volumes
• Improved collaboration through clearer site layouts and navigation
• A strong foundation for future automation, onboarding workflows, and archiving processes