SharePoint is a powerful platform, but its full potential is only realized with a well-thought-out architecture. Many environments start small, then grow chaotically over time, leading to performance issues, manageability headaches, and limitations that are hard to fix later. Below are some of the most common architectural mistakes I’ve seen in real-world SharePoint deployments — and how to avoid them. Here as only some of the relevant points.
🧱 Common architecture mistakes
Skipping the project planning phase is a costly mistake
Yes, definitely a good project starts with a great planning.
Based on my experience, many SharePoint projects fail because no real thinking was done before the first site or document library was created. Teams often jump in to “get things done” quickly, without stopping to define the goals, the structure, the roles, the basic rules… What starts as a quick win becomes a long-term burden: permission nightmares, performance issues, unscalable structures, frustrated users. Once company workers stop using your system, your project is effectively discarded.
SharePoint is a flexible platform, but that flexibility means you need a clear strategy. design your site architecture before you start. think about who will use the platform, what kind of content they’ll manage, how security will be handled, and how the environment should evolve over time.
investing a few days in proper planning can save you months of headaches later.
Putting all sites under one single site collection
While it might seems simpler to keep everything under one site collection, this approach quickly hits its limits. SharePoint site collections have boundaries — for permissions, storage quotas, content databases, and features like information management policies. A single site collection makes it difficult to delegate admin tasks, scale content, or isolate teams.
For best practice: Plan for multiple site collections based on business units, security needs, or storage requirements. This improves manageability and performance in the long run.
Tip: Try to keep your SharePoint content databases under 100 GB. Smaller databases are easier to back up, restore, and move — especially during disaster recovery or migration scenarios. Keeping them lean also helps maintain better performance and manageability over time.
Please, refer to this post for more details.
Breaking Permission Inheritance on Too Many Lists and Items
SharePoint’s permission model is powerful, but breaking inheritance at the list or item level creates complexity. Each break adds overhead for SharePoint to process and slows down page loads. Plus, it becomes almost impossible to audit or troubleshoot access issues.
Best practice: Use SharePoint groups and inherited permissions as much as possible. Minimize unique permissions and document exceptions carefully.
Not creating indexes on large lists
SharePoint lists can grow fast. Without indexed columns, views that filter or sort data can time out or fail to load. This frustrates users and leads to poor adoption.
Best practice: Monitor large lists and proactively create indexes on columns used in filtered views. Use list view thresholds as a warning sign, not a limit to hit.
Treating SharePoint like a relational database
SharePoint supports lookups, but it’s not designed for complex relational structures. Creating deep or circular references between lists often results in fragile architectures that are hard to maintain.
Best practice: Keep relationships simple, and avoid overengineering. If your solution starts to look like a database schema, it might be time to consider integrating a real relational DB through Power Apps or external lists.
Conclusion
A thoughtful SharePoint architecture lays the foundation for performance, scalability, and ease of use. By avoiding these common mistakes, you’ll build a platform that grows smoothly with your organization’s needs instead of becoming a bottleneck.
With my involvement, the planning will be carried out efficiently. A well-designed SharePoint architecture establishes a solid foundation for performance, scalability, and user-friendliness. By steering clear of common pitfalls, you will create a platform that seamlessly adapts to your organization’s evolving needs, preventing it from becoming a hindrance.
I will be pleased to help you on your current SharePoint project architecture.