SharePoint: Risk Register in 15 Minutes

Key insights

• Risk Register in SharePoint Lists replaces spreadsheets for live risk tracking.
  It stores risks centrally so teams update the same record in real time.
• Essential columns: Title, Description (cause–risk–effect), Probability, Impact, Calculated Risk Score and Status.
  Include triggers and closure dates to track lifecycle and ownership.
• Quick build steps: Create a Custom SharePoint List, add choice and number fields, add a Calculated Risk Score column, and apply Conditional Formatting.
  Create tailored Views and Filters for different teams.
• Automate and integrate: use Power Automate or SharePoint alerts for notifications, enable version control, and connect lists to Teams or project pages.
  Link the register into your QMS and ISO 9001 processes for audit-ready traceability.
• Advanced items: build an FMEA list and add an RPN calculated column, plus a Mitigation Actions list to track tasks.
  Use color rules to surface high-severity risks fast.
• Benefits and best practices: focus on Collaboration, Traceability, and Scalability.
  Avoid common errors by standardizing fields, assigning owners, and testing automations before rollout.

Video Overview

In a recent YouTube tutorial, Dougie Wood [MVP] demonstrates how to build a Risk Register in SharePoint in about 15 minutes. The video targets teams that use Microsoft 365 and auditors or managers working with ISO 9001 quality processes, and it walks through list creation, calculated columns, and conditional formatting. Importantly, the presenter emphasizes a no-code approach so viewers can follow along without development skills. As a result, the tutorial aims to move organizations away from spreadsheet-based registers toward a cloud-based solution that supports collaboration.

How the Register Is Built

First, the tutorial shows creating a blank SharePoint list and adding key columns such as title, description, probability, impact, and status. Then, the video explains how to add a calculated column that multiplies probability and impact to produce a risk score, and how to use conditional formatting to highlight high-severity items. Next, the presenter demonstrates adding a basic Failure Mode and Effects Analysis (FMEA) style column and linking mitigation actions using a separate list for follow-up tasks. Consequently, the result is a simple, structured register that supports quicker identification and prioritization of risks.

Moreover, Dougie highlights the value of views and filters to tailor what different teams see, which helps keep the list useful for various roles. He also walks through how to embed the list on SharePoint pages or connect it to a Teams channel so stakeholders can access the register where they already work. By the end of the build steps, viewers get a practical example that they can adapt to their organization’s terminology and scoring scales. Therefore, the demo serves both as a template and a learning tool for basic customization.

Automation and Integration Options

After the list is functional, the video covers basic automation options such as alerts and workflows, calling out Power Automate as a common next step to notify owners or escalate risks. These automations help enforce updates and keep teams accountable without manual chasing, which increases traceability and audit readiness. Additionally, Dougie points out version control and permissions as simple governance tools within SharePoint that support audit trails. As a result, teams can build useful controls without bringing in external software.

However, automating workflows introduces tradeoffs: simple automations scale well but can become hard to manage as complexity grows, while sophisticated flows can solve many needs but require design time and maintenance. Furthermore, integration with task trackers or project management tools improves follow-through on mitigation actions but can complicate ownership and duplicate data if not planned carefully. Thus, organizations must weigh immediate gains against long-term maintainability when adding automation layers. Ultimately, a staged approach often minimizes risk: start small, then add automation as processes stabilize.

Tradeoffs and Practical Challenges

Switching from Excel to a list-based register improves collaboration and reduces version conflicts, yet it also introduces new challenges in governance and permissions. For example, SharePoint scales better for concurrent edits, but administrators must design access controls to prevent accidental changes or visibility issues across teams. Moreover, calculated columns and conditional formatting work well for many scenarios, but they can limit more advanced analytics or custom scoring that organizations may want later. Therefore, teams should balance quick wins with an eye toward future reporting and integration needs.

Another common challenge Dougie addresses is user adoption: users comfortable with Excel may resist change until the new list proves faster and more reliable. Training and simple documentation help, but time investment is necessary to align people and processes. In addition, organizations must consider data retention, export requirements, and audit trails, especially when registros feed into formal ISO 9001 systems. Consequently, project leads should plan both technical setup and change management to avoid surprises during audits or handovers.

Practical Takeaways for Teams

Overall, the tutorial offers a fast, practical route to replace spreadsheet risk registers with a collaborative SharePoint list that supports basic scoring, views, and notifications. Dougie’s step-by-step approach makes the idea accessible: start with core fields, add a calculated score, then apply conditional formatting and simple automations to improve visibility and accountability. Importantly, teams should expect to refine columns, views, and workflows as real-world use exposes gaps and new needs. Consequently, a pilot rollout with a few projects often provides the best balance between speed and reliability.

In conclusion, the video by Dougie Wood [MVP] demonstrates that a functioning risk register is achievable quickly while also highlighting the tradeoffs between speed, complexity, and governance. For teams aiming to meet ISO 9001 expectations or to improve project risk visibility, the SharePoint approach offers a scalable path forward that reduces spreadsheet risk and improves traceability. Nonetheless, successful adoption depends on thoughtful permissions, clear ownership of mitigation tasks, and a plan to grow automation only as the process matures.

Keywords

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