Hey everyone! Ever wondered how to get those awesome news posts you're working on in SharePoint out to your team for review before they go live? You're in the right place! Sharing draft news posts in SharePoint is super useful for getting feedback, ensuring accuracy, and making sure everyone’s on the same page before the big announcement. Let's dive into the nitty-gritty of how to do this, why it’s important, and some best practices to keep in mind.

Why Share Draft News Posts?

Before we get into the how, let's chat about the why. Why should you even bother sharing a draft? Well, there are several compelling reasons. First off, collaboration is key. Getting multiple sets of eyes on a news post can help you catch errors, improve clarity, and add valuable insights that you might have missed. Think of it as a team effort to create the best possible communication.

Secondly, accuracy matters. In today's world, misinformation spreads like wildfire. Sharing a draft allows subject matter experts to verify the information, ensuring that what you publish is factual and reliable. This is especially crucial for announcements that affect the entire organization.

Thirdly, getting feedback early can save you headaches later. Imagine publishing a news post only to find out that a key stakeholder disagrees with your approach or that the messaging doesn't resonate with your audience. By sharing a draft, you can address these concerns before they become bigger problems.

Finally, it promotes transparency. Sharing draft news posts shows your team that you value their input and that you're committed to open communication. This can boost morale and create a more collaborative work environment.

How to Share a Draft News Post in SharePoint

Alright, let's get down to the practical steps. Sharing a draft news post in SharePoint is actually pretty straightforward. Here’s a step-by-step guide to get you started:

1. Create Your News Post: First things first, you need to create your news post in SharePoint. Go to your SharePoint site and click on the "+ New" button, then select "News post." This will open a new page where you can start drafting your announcement. Add your title, content, images, and any other relevant information.
2. Save as Draft: Once you've got a good start, save your post as a draft. This ensures that your changes are saved without publishing the post to the entire organization. To do this, simply click the "Save as draft" button located at the top right of the page. This keeps your work private until you're ready to share it.
3. Copy the URL: After saving your post as a draft, grab the URL from the address bar. This is the link you'll share with your colleagues for review. Make sure the URL is complete and accurate to avoid any confusion.
4. Share the Link: Now, share the URL with your team members or stakeholders who need to review the draft. You can send it via email, Microsoft Teams, or any other communication channel your organization uses. Be sure to provide context, such as what kind of feedback you're looking for and the deadline for their review.
5. Manage Permissions: This is a crucial step! Ensure that the people you're sharing the link with have the necessary permissions to view the draft. By default, SharePoint might restrict access to only site members with editing permissions. You might need to grant specific users read access to the page. Here’s how:
   • Go to the Site Pages library where the draft is saved.
   • Select the draft news post.
   • Click on Manage Access (usually found in the toolbar or by right-clicking the file).
   • Grant Read permissions to the individuals or groups you want to review the draft.
6. Gather Feedback: Once you've shared the link, give your reviewers some time to provide their feedback. Encourage them to leave comments directly on the page using SharePoint's commenting feature. This keeps all the feedback in one place and makes it easier to track changes.
7. Revise and Publish: After collecting feedback, make the necessary revisions to your news post. Once you're satisfied with the final version, you can publish it to the entire organization. Click the "Publish" button, and your news post will be live!

Best Practices for Sharing Draft News Posts

To make the process of sharing draft news posts even smoother, here are some best practices to keep in mind:

• Provide Clear Instructions: When you share the draft, be clear about what kind of feedback you're looking for. Do you want them to focus on the content, grammar, or overall messaging? The more specific you are, the more helpful the feedback will be.
• Set a Deadline: Give your reviewers a deadline for providing their feedback. This ensures that you don't get stuck waiting for input and can keep your project on track. Make sure the deadline is reasonable and gives them enough time to thoroughly review the post.
• Use SharePoint Comments: Encourage reviewers to use SharePoint's commenting feature to leave their feedback directly on the page. This makes it easier to track changes and keeps all the feedback in one place. Plus, it allows for threaded discussions, so you can clarify any points that are unclear.
• Be Open to Feedback: Remember that the goal of sharing a draft is to get constructive criticism. Be open to the feedback you receive and be willing to make changes based on it. Don't take criticism personally; instead, see it as an opportunity to improve your work.
• Thank Your Reviewers: Once the news post is published, thank your reviewers for their input. This shows that you value their contributions and encourages them to participate in future reviews.
• Keep it Concise: While thoroughness is important, try to keep your draft news posts as concise as possible. People are more likely to read and provide feedback on a shorter, more focused piece.
• Use Visuals: Incorporate images, videos, and other visuals to make your news posts more engaging. Visual content can help to break up the text and make the information more digestible.
• Check Mobile View: Always check how your news post looks on mobile devices. Many people will be viewing it on their phones or tablets, so it's important to make sure it's optimized for smaller screens.

Troubleshooting Common Issues

Sometimes, things don't go as planned. Here are some common issues you might encounter when sharing draft news posts and how to troubleshoot them:

• Reviewers Can't Access the Draft: This is usually a permissions issue. Double-check that you've granted the necessary read permissions to the individuals or groups you want to review the draft. Make sure they have access to the Site Pages library and the specific news post.
• Feedback is Conflicting: Sometimes, reviewers will have conflicting opinions. In these cases, it's important to facilitate a discussion and try to reach a consensus. You may need to make a judgment call based on your understanding of the audience and the goals of the news post.
• Reviewers Aren't Providing Feedback: If you're not getting the feedback you need, try reaching out to your reviewers individually. Remind them of the deadline and ask if they have any questions or concerns. Sometimes, people are just busy and need a gentle nudge.
• Changes Aren't Saving: If you're having trouble saving your changes, make sure you have a stable internet connection. Also, try clearing your browser's cache and cookies, as this can sometimes resolve technical issues. If the problem persists, contact your SharePoint administrator for assistance.

Examples of Effective Draft Sharing

To give you a better idea of how to effectively share draft news posts, here are a couple of examples:

• Example 1: Announcing a New Product Launch: Before announcing a new product launch, share a draft news post with the marketing team, product managers, and sales representatives. Ask them to review the messaging, pricing information, and key features. This ensures that everyone is aligned and that the announcement is accurate and compelling.
• Example 2: Announcing a Change in Company Policy: Before announcing a change in company policy, share a draft news post with HR, legal, and senior management. Ask them to review the policy details, legal implications, and potential impact on employees. This ensures that the policy is fair, compliant, and well-communicated.

Conclusion

Sharing draft news posts in SharePoint is a simple but powerful way to improve communication, ensure accuracy, and foster collaboration within your organization. By following the steps and best practices outlined in this guide, you can create more effective news posts that resonate with your audience and achieve your communication goals. So go ahead, give it a try, and see the difference it can make!