Introduction: Many businesses do not struggle because they lack tools; they struggle because the tools they have are not being used effectively. As organizations grow, file chaos, compliance risk, and disconnected systems become more than inconveniences; they become operational liabilities. SharePoint is often positioned as a solution to these challenges, but only when it is implemented with intention. This post examines three common business pain points and illustrates how a well-designed SharePoint environment can directly address each one. Use Case #1: Files That Are Difficult to Locate and Manage As businesses expand, documents tend to spread across shared drives, inboxes, personal folders, and cloud storage tools. Over time, this creates an environment where employees are unsure which version of a document is current, where critical files are stored, or who owns them. Teams often resort to recreating work or interrupting colleagues simply to locate information. The impact of this problem goes far beyond inconvenience. Employees lose valuable time searching for documents; outdated information is unintentionally used, and collaboration slows down. Decision-making becomes reactive rather than informed because information is not readily accessible. When implemented correctly, SharePoint provides a structured, centralized environment for document management. Instead of relying solely on folder structures, SharePoint uses metadata, content types, and intelligent search to organize information. Version control ensures there is always a clear source of truth, while permissions ensure access is appropriate. The result is an environment where employees can find what they need quickly, without knowing exactly where it lives.

Duplicated files, inconsistent folder structures, and undocumented processes, often stored as tribal knowledge in the minds of a few employees, undermine productive data storage and effective information use. As organizations grow, these challenges compound, slowing onboarding, increasing rework, and creating unnecessary operational friction. In 2026, remaining competitive requires moving beyond basic storage solutions. Microsoft SharePoint for small business operations offers a modern alternative. It has evolved into a dual-purpose platform that functions as both a company intranet and a centralized document repository, supporting collaboration, governance, and scalability. This guide explores common data storage challenges faced by SMBs, how SharePoint Intranet and SharePoint Document Repositories work, and the best practices and pitfalls to consider when implementing SharePoint effectively. Common Data Storage Pain Points for SMBs Organizations relying on basic or legacy storage solutions often encounter several recurring issues: • Disorganized and scattered files Inconsistent folder structures and unclear naming conventions make it difficult for employees, especially new hires, to locate relevant information. • Duplicate content and version confusion Multiple versions of the same document create rework, reduce trust in information, and slow decision-making. • Permission complexity Poorly managed access controls result in security risks, accidental oversharing, and administrative overhead. • Inefficient onboarding New employees spend excessive time navigating legacy file systems rather than focusing on productive work. Ultimately, a lack of organization and governance limits the effectiveness of data storage systems across the business. The Value of SharePoint for SMBs Microsoft SharePoint is a web-based collaboration and document management platform designed to securely store, organize, and share information. As part of the Microsoft 365 ecosystem, it integrates seamlessly with tools such as Teams, Word, Excel, and OneDrive. SharePoint delivers value to SMBs through two primary capabilities: the SharePoint Intranet and the SharePoint Document Repository . Value of SharePoint Intranet A SharePoint intranet serves as a centralized hub for communication, collaboration, and information sharing across the organization. Key benefits include: • A single source of truth for policies, procedures, company news, and official documentation • Reduced information silos and fewer outdated or conflicting files • Improved efficiency through workflow automation and approval processes • Advanced search functionality to quickly surface critical information • Enhanced engagement through news feeds, leadership updates, and social interaction features As a cloud-based platform, SharePoint ensures consistent access to information regardless of location or device, supporting both in-office and remote teams. Value of SharePoint Document Repository SharePoint’s document repository capabilities are designed to modernize document management and improve operational efficiency. Key advantages include: • AI-powered document intelligence , leveraging tools such as Microsoft Copilot and SharePoint Premium to extract data, apply metadata, and generate summaries • Improved governance through automated tagging and classification • Time and cost savings by reducing manual file management and duplication • Real-time co-authoring and version control, enabling multiple users to collaborate on the same document without creating duplicates These features help organizations move beyond simple file storage to structured, searchable, and governed content management. How SharePoint Works in Practice SharePoint can be thought of as a digital office building: • Sites represent dedicated spaces for teams, departments, or projects • Libraries function as filing cabinets used to store and organize documents • Pages act as notice boards for announcements, links, and key resources Microsoft Teams and OneDrive are built on top of SharePoint. Creating a new Team automatically provisions a SharePoint site, while OneDrive serves as a private workspace for drafts and individual files until they are ready to be shared. Best Practices for SharePoint Success To maximize the value of SharePoint, organizations should follow several proven best practices. Focus on Flat Architecture - Avoid deep folder hierarchies and nested site structures. Instead: • Use flat site architecture with hub sites • Limit folder depth to improve navigation • Rely on metadata for filtering and organizing content dynamically Manage Permissions Thoughtfully • Assign permissions to groups, not individuals • Grant users the minimum access required for their role • Create dedicated sites for external collaboration to prevent accidental oversharing Be Proactive with Governance • Implement retention policies and labels to automate content lifecycle management • Standardize naming conventions for sites and files • Conduct regular audits to remove inactive users and review permissions Adopt a People-First Approach • Identify departmental “super users” to support adoption • Design intranet pages around common tasks • Invest in ongoing training to ensure consistent usage and engagement Common Pitfalls to Avoid Even well-intentioned SharePoint implementations can fail without proper planning. Architectural and Management Issues • Migrating legacy network drives directly into SharePoint without redesign • Overly deep folder structures that hinder navigation • Unrestricted site creation leading to abandoned or duplicate sites Permission and Security Mistakes • Breaking permission inheritance at the file or folder level • Assigning access directly to individuals instead of groups Usability and Governance Gaps • Treating SharePoint as a file dump rather than a structured platform • Over-customizing sites, which can impact performance • Neglecting retention policies, resulting in outdated search results and higher storage costs Integrating SharePoint into the Business Successful SharePoint adoption requires a structured rollout approach, such as a 30/60/90-day plan or a phased implementation path. Five-Step Implementation Path 1. Discover – Define how SharePoint will support business objectives 2. Design – Establish flat architecture, hub sites, and governance standards 3. Build – Configure sites, security, and compliance controls 4. Migrate – Audit and clean data before migration, map metadata 5. Train & Support – Build user adoption through training and peer support Why Invest in SharePoint Consulting Implementing SharePoint effectively can be complex, particularly for SMBs balancing growth and limited internal resources. SharePoint consulting services provide the expertise needed to design, implement, migrate, and govern the platform successfully. From assessments and architecture design to migration and long-term governance, Brewster Consulting Group supports organizations at every stage, ensuring SharePoint becomes a strategic asset rather than another underutilized tool. Schedule a brief chat with us today to get started!

Data now sits at the heart of every business across all industries. Knowing how to handle data ingestion, storage, analysis, and transformation has become more important than ever. When thinking about data storage solutions, it is essential for business leaders to understand the difference between a data warehouse, data lake, and a data lakehouse.

Overview: A recent client of ours, an energy company , partnered with Brewster Consulting Group and tasked our team with building a Well Data Mart for better management and review of their portfolio. The company operates hundreds of wells and PUDs; their data was scattered across multiple systems and reports, making it difficult to detect discrepancies and optimize financial performance. The Challenge: The company faced three major issues: -Fragmented Data Sources: Critical well-related data was housed in different systems, including OGSYS, ComboCurve, Monday.com, and others creating inconsistencies and blind spots. -Manual Processes: Reconciling information was time-consuming, error-prone, and often overlooked. -Hidden Financial Risk: Without a unified data view, invoices and payments tied to wells could slip through the cracks. With more than 400 wells in operation, even small errors could result in significant financial losses or missed opportunities. The Solution: Brewster Consulting Group designed and implemented a robust data mart, a centralized, subject-focused data repository, using: -SQL Server: A database platform that securely stores and organizes large volumes of data. -SSIS (SQL Server Integration Services): A tool that moves, transforms, and integrates data from multiple sources into the data mart. -Stored Procedures: Predefined sets of instructions that automate complex queries and calculations, making data analysis more consistent and reliable. -Database Views: Virtual tables whose contents are defined by a query, simplifying logic and table joins across the organization. Brewster worked closely with the client to build custom interest comparison views, a mechanism that compared ownership interest data in the Well Data Mart against multiple external sources. This allowed for precise cross-checking of well data and financial transactions. The Results: During analysis, Brewster’s system uncovered a $225,000 discrepancy tied to just two wells. The data mart revealed that two invoices had been paid incorrectly, and the company was owed that amount back. This example highlights the tangible financial benefits of centralized data management: - Financial Recovery: The company now can reclaim $225K. - Scalability: With over 400 wells to review, the potential for further savings is substantial. - Confidence in Data: Automated, reliable processes reduce human error and ensure decisions are backed by accurate insights. In addition to uncovering the $225K discrepancy, the biggest gains are noted below: Our client did not have a system of truth. Brewster worked closely with leadership to not only build the Well Data Mart, but to define primary systems of record and align business processes to ensure data is making its way into all systems. After making business decisions on primary systems of record, Brewster pulled data together from multiple, disparate systems into the Well Data Mart. They no longer have to spend hours or days writing queries to pull this data together. Brewster created numerous views for the company’s users. Though it is beneficial for them to have all of their data pulled together into the Data Mata, they needed recyclable queries for users to access . The guess work of joining tables together or having to write queries is gone. The views can be used as a data source in reports, and our client can easily apply filters as needed based on immediate reporting needs. Brewster is currently working on incorporating logging to display user adoption rates for the Well Data Mart. As shown with the invoice cost savings, the Well Data Mart can be used in conjunction with other data sets for comparison. Client Perspective: "We found that there were two wells that we were invoiced for, and we paid the invoices. We didn't actually elect into the wells, so there was miscommunication...we shouldn't have paid it. Now we're owed that money and that's $225,000 that would not have been caught if we did not have this data mart...and that's just scratching the surface. " -Director of Data Strategy & Optimization

In the fast-paced world of marketing, agility is everything. But for many small marketing firms , staying organized and executing effectively can feel like an uphill battle. Between juggling client deliverables, managing creative teams, and keeping up with digital trends, it’s easy for even the most talented agencies to lose focus or momentum. That’s where fractional project management comes in - a cost-effective, flexible way for small agencies to gain project management expertise without the overhead of a full-time hire. What Is Fractional Project Management? Fractional project management allows marketing firms to hire an experienced project manager or project management team on a part-time, contract, or as-needed basis. These professionals provide the strategic direction, structure, and accountability of a full-time role, but with the flexibility and affordability that small firms need. Unlike traditional project management roles, fractional project managers adapt to your workflow. They can: Create or refine marketing project management frameworks. Oversee campaign timelines, deliverables, and communication. Manage resources, budgets, and vendor relationships. Introduce project management tools, such as Asana. Provide performance insights to keep campaigns aligned with business goals. The Common Challenges Small Marketing Firms Face: Running a small marketing firm means constantly balancing creativity, client satisfaction, and growth, all while working with limited time, budgets, and staff. While many small agencies deliver incredible results for their clients, their internal operations are often suboptimal. Without proper structure and project management in place, business operations can quickly become reactive instead of proactive. Here are some of the most common challenges small marketing firms face, many of which can be alleviated with the right fractional project management support: 1. Inconsistent Execution of Marketing Strategies Small firms often start projects with enthusiasm but struggle to maintain consistency across campaigns, clients, and platforms. Without a clear project roadmap or centralized process, teams can lose sight of timelines, priorities, or deliverables. This inconsistency can lead to missed deadlines, off-brand messaging, and a loss of client confidence over time. 2. Limited Budgets and Tight Margins Many boutique agencies operate on razor-thin margins, meaning that hiring a full-time senior project manager or operations manager may simply be out of reach. This leads to a “DIY” approach to project coordination, where creative directors, account managers, or even designers end up juggling scheduling and task tracking in addition to their core roles. It’s a recipe for burnout and inefficiency. 3. Attracting and Retaining Talent In the marketing world, top talent wants growth, clarity, and collaboration. When internal processes feel chaotic or constantly changing, employees can become frustrated or disengaged. A lack of structured project management can contribute to high turnover, especially among younger professionals looking for organized environments where they can learn and thrive. 4. Keeping Up with Industry Trends and Technology Marketing trends shift faster than ever, from SEO and social media algorithms to automation and analytics tools. Small firms, often focused on servicing clients, rarely have time to step back and strategically assess which technologies to adopt or how to integrate them effectively into their workflows. This can result in wasted subscriptions, underutilized tools, or outdated methods that slow productivity. 5. Balancing Growth and Quality As marketing firms grow, the complexity of managing multiple campaigns, channels, and clients multiplies. Without scalable project management processes, expansion can lead to growing pains: stretched teams, missed opportunities, and declining quality of work. Fractional project management can help maintain creative excellence while effectively scaling operations. 6. Cash Flow and Resource Allocation Project delays, scope creep, and unclear task ownership often lead to billing inaccuracies and wasted time. Many small agencies underestimate how much untracked work cuts into profit margins. Without proper project visibility or a defined workflow, forecasting becomes guesswork, making it harder to predict cash flow or plan for sustainable growth. 7. Client Communication and Expectation Management Misaligned expectations between the firm and its clients are another major pain point. When communication is informal or scattered across emails and chat threads, misunderstandings arise. A structured project management system creates transparency, accountability, and shared visibility, all key to stronger client relationships. 8. Content Creation Bottlenecks Small firms often pride themselves on creativity, but without workflow organization, content can get stuck in feedback loops. Campaign approvals, revisions, and scheduling can all become bottlenecks that stall production. Over time, this can limit the firm’s ability to scale output or deliver consistently across multiple accounts. 9. Lack of Technology Utilization Even when agencies have invested in tools like Asana, ClickUp, or Monday.com, they often fail to leverage them effectively. Either no one owns the system or team members don’t have time to update it. The result is a fragmented picture of project progress and duplicated effort, both of which fractional project managers specialize in resolving. 10. Burnout and Overwork With so many moving pieces, it’s no surprise that burnout is common among small marketing teams. When deadlines stack up and roles blur, people spend more time reacting to problems than delivering creative solutions. Over time, that stress impacts morale, retention, and ultimately, client results. In short: most small marketing firms aren’t lacking talent, they’re lacking structure. And without a scalable framework for managing people, projects, and priorities, even the most brilliant ideas can get lost in the shuffle. How Fractional Project Management Helps Small Marketing Firms Fractional project management offers both strategic and operational advantages for small agencies, including: Strategic Oversight Without the Cost: Fractional PMs bring senior-level strategy to the table without requiring a full-time salary. They guide teams on where to prioritize resources, how to align goals, and how to scale efficiently. Flexibility and Scalability: Whether your firm manages two clients or twenty, fractional project management services scale with you. You can engage in support during busy periods or for specific initiatives without long-term commitments. Immediate Access to Top Talent: Fractional project managers are seasoned professionals who’ve worked with multiple marketing firms, giving your team instant access to best practices and proven systems. Improved Accountability and Execution: With an external PM keeping projects on track, your creative team can focus on what they do best: creating and delivering exceptional marketing work. Enhanced Profitability and Efficiency: From budget management to workflow optimization, a fractional project manager helps uncover bottlenecks that waste time and money, improving cash flow and project margins. When Should a Small Marketing Firm Consider Fractional Project Management You might not need full-time help yet, but here are a few signs it’s time to bring in a fractional project manager : -You’re juggling too many high-value projects at once. -Projects are constantly behind schedule or over budget. -Your team is overworked, burned out, or missing deadlines. -You lack internal project management expertise. -You feel stuck or overwhelmed trying to manage growth. If these sound familiar, fractional project management might be the missing piece. The Bottom Line For small marketing firms, fractional project management isn’t just about organization; it’s about unlocking growth. With the right systems in place, marketing agencies can scale confidently, deliver better results, and focus on what they do best: creativity and strategy. As the marketing landscape evolves, fractional project management services offer a competitive edge, one that combines flexibility, structure, and cost efficiency.

Many small businesses are laser-focused on growth, sales, and staying afloat. In that constant hustle, one of the most valuable assets, data , often gets overlooked. Even when businesses “look at the numbers,” that doesn’t always mean they’re collecting the right data, tracking the right KPIs, or translating those insights into actionable strategies. Fractional analytics bridges that gap. It allows small businesses to access experienced data analysts or analytics teams on a part-time or project basis, essentially bringing enterprise-level data expertise without the full-time cost. Think of it as analytics-as-a-service for small business owners who need clarity and insight but can’t justify a full analytics department. The Reality: Why Data Gets Overlooked While most business leaders know data is “important,” it can be hard to see its impact until it’s visualized through dashboards, real-time reporting, or guided by a professional who knows how to turn information into action. Without these tools and expertise, business decisions often rely on gut instinct instead of insight, leading to inefficiencies, missed opportunities, and in some cases, failure. Statistics show that: About 20% of small businesses don’t survive their first year. Nearly 50% fail within five years. Around 65% close within ten years. While the reasons vary, from financial mismanagement to poor planning, many of these challenges stem from a lack of data visibility or poor data management . In other words, the root cause often isn’t just financial; it’s analytical . Real World Analogy Imagine running a restaurant without ever checking what inventory levels, most frequent orders, or best margin products. You might think you’re doing well because the restaurant is busy, but when you do the books, you’re not actually making any money. Now, imagine having a fractional analytics consultant helping you organize and visualize your data. They don’t need to be in the kitchen every day, but when they are, they bring order to chaos, tracking inventory and margin by menu item, predicting staffing needs, and saving costs by cutting waste. That’s what fractional analytics does for your business data. It helps you understand what’s really happening across operations, finance, and customer service so you can make smarter, faster decisions. Common Operational Challenges Solved by Fractional Analytics Here are a few common pain points small businesses face that fractional analytics services can address: Inefficient reporting and manual data entry. Lack of clear KPIs or performance tracking. Inconsistent financial forecasting. Missed revenue opportunities due to incomplete data. Poor inventory or resource management. Lack of clarity around customer behavior and profitability. Benefits of Fractional Analytics for Small Businesses Engaging a fractional analytics provider offers far more than just numbers and dashboards. It’s about empowering smarter decisions without breaking the bank. Cost efficiency: Avoid the high salary and benefits of full-time analytics hire. Speed to impact: Gain immediate access to expertise, no lengthy onboarding or training required. Scalability: Bring in analytics support when you need it and scale it up as you grow. Better decision-making: Replace guesswork with data-driven insights and actionable KPIs. Time savings: Spend less time in spreadsheets and more time growing your business. Long-term cost reduction: Identify duplicate payments, missed invoices, and inefficiencies that quietly drain profit. Fractional analytics also enhances cash flow management and enables business leaders to spot opportunities for optimization, often resulting in measurable growth and sustainability. Why It’s a Make-or-Break Decision Choosing whether to work with a fractional analytics consultant could be the difference between surviving and thriving. Many business owners don’t realize that outsourced analytics is even an option, one that offers flexibility, affordability, and strategic insight without high overhead. The truth is, small business leaders don’t have to do it all alone, nor do they need to rush into hiring a full-time team. Fractional analytics gives them the best of both worlds: the expertise of a senior data strategist and the flexibility of a part-time engagement. Final Thoughts In today’s competitive market, data-driven decision making isn’t optional; it’s essential. Small businesses that embrace fractional analytics gain clarity, confidence, and control over their operations. By investing in the right insights today, they set up the foundation for sustainable growth tomorrow. If your business is ready to move from guessing to growing, now’s the time to explore what fractional analytics services can do for you.

This is a blog post detailing a case study where Brewster Consulting Group helped Allcare Health build a Project Management Office.

This case study covers process improvement consulting for a rental car company.

This case study covers process optimization and improvement for a healthcare company