☕ SharePoint Tip #20 — KPIs and Adoption Metrics: measuring what matters

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Good morning! Here is your 15-minute SharePoint tip for today.

Day 20 | Week 4 — Product Owner Mastery

KPIs and Adoption Metrics for SharePoint

You can’t manage what you can’t measure. As a Product Owner, these are the metrics that tell you whether SharePoint is actually being used — and where the problems are.

Where to find SharePoint usage data

Microsoft 365 Admin Center → Reports → Usage → SharePoint
SharePoint Admin Center → Active sites (storage, last activity)
Microsoft Viva Insights → Workplace analytics (deeper behavioural data, requires licence)

The metrics that matter

Adoption metrics

  • Monthly active users (MAU) — are people actually using SharePoint?
  • Files viewed/edited per month — passive browsing vs active use
  • Number of active sites — are teams adopting, or is one team carrying the whole organisation?
  • Co-authoring sessions — are people collaborating, or still emailing attachments?

Health metrics

  • Sites with no owner assigned — governance risk
  • Sites inactive for 90+ days — candidates for archiving
  • Storage usage trend — are you growing sustainably?
  • External sharing events — is sensitive content being shared appropriately?

Quality metrics

  • Search click-through rate — are search results relevant?
  • Support tickets related to SharePoint — a proxy for pain points
  • Files with no metadata beyond defaults — indicates metadata adoption is low

Setting meaningful targets

Don’t just collect data — set targets and review monthly:

Metric Target example
MAU as % of licensed users >70% within 6 months of migration
Sites with an active owner 100% — no exceptions
Inactive sites (90+ days) <5% of total site count
Support tickets Decreasing trend quarter-on-quarter

Try it today (5 minutes)

Go to admin.microsoft.com → Reports → Usage → SharePoint. Look at the "Active users" graph for the last 90 days. Is the trend up, flat, or down? What does that tell you about adoption? Note your current baseline — you’ll refer back to it as your product matures.

As a Product Owner

Share a monthly "SharePoint health report" with your stakeholders — one page, five key metrics, a trend arrow (up/flat/down), and your planned response to any declining metrics. This positions you as a data-driven product leader, not just a platform administrator.

See you tomorrow at 6:00 AM with Tip #21 — Driving SharePoint Adoption across your organisation!