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MICROSOFT SHAREPOINT.

According to Microsoft (who make SharePoint), a massive 78% of the Fortune 500 companies use SharePoint.  Large, successful, companies use it and Microsoft have sold millions of licenses. Let’s find out what is it and why it matters to your organization.

What is it?

SharePoint is a document management and collaboration tool. It enables organisations to share content used for internal purposes.  With tight joins to Office 365 and a versatile set of technologies, it’s an easy to use document management system.

WHY SHAREPOINT MATTERS.

SharePoint’s main functions are:

  • to store documents in a more effective format rather than a regular folder system
  • bring an organisation together so that everyone receives critical information that’s relevant to them – collaboration

The organisational benefits of using SharePoint

  1. Context around documents and folders

The best way to describe a file on SharePoint is as “a developing product of information”. This product has a past, as well as up to date context. It’s alive!

In traditional networks, a document is usually stored in a folder on a server. Multiple people can’t access the file and there’s no version history. Whereas, SharePoint has more information about the file, bringing context around the folder itself by tracking versions of the document.

  1. Enable constant communication with all staff

Organisations without SharePoint might send a group email attaching the latest version of the file. The issue with this approach is a lot of information gets missed, ignored or sometimes lost and staff lose out on the valuable information they need.

It enables important information to be visible to staff and communicated effectively for collaboration.

  1. Store all information in a central location

SharePoint centralises information to one internal location so staff can find it easily. Simply post updates from the CEO, changes in meeting or important events. If you need to announce it: just post it.

  1. Encourages collaboration

Microsoft designed SharePoint help organisations collaborate. This is achieved by getting information to a central point. When organisations have people spread across multiple locations and working remotely it comes into its own. SharePoint helps staff connect to work together. It helps in the sharing of ideas, fosters creativity and builds company culture.

GET STARTED WITH SHAREPOINT
Microsoft SharePoint Benefits

The challenges of Microsoft SharePoint

  • Support for certain industry standards.

For some industries such as medical and financial a set of complex regulatory requirements for record keeping are required. In those cases, you should consult a professional about an industry-specific solution.

  • Customise out of the box with third-party solutions

For some organisations they won’t find everything they need already set up and will need to engage a third-party to build a customised solution. This can be easily achieved if you work with an IT service provider that has SharePoint experience.

Microsoft SharePoint team site

THREE KEYS TO SUCCESSFULLY IMPLEMENT MICROSOFT SHAREPOINT.

Carry out a business analysis and assess requirements

The first step to do a business analysis to assess your requirements. Ask some important questions, these can include:

  1. what you need from SharePoint,
  2. what SharePoint can do for you,
  3. what it can’t do for you.

Look at your current shared document drive and analyse it. Think about what you need from a collaboration viewpoint

  1. Okay, what do we need?
  2. What don’t we need?”
  3. What calendars need setting up?
  4. Do you want a forum for new ideas?
  5. Do you want a CEO Newsfeed?”

Many different collaboration forums can be created using SharePoint, but which ones are the most beneficial to your organisation? This is where a SharePoint consultant can help with your business analysis and help assess your requirements.

FIND OUT MORE

DETERMINE THE SHAREPOINT SERVICE MODEL THAT’S RIGHT FOR YOU.

There are a few different varieties of SharePoint.

Firstly, there’s a free version if you’re running a Windows Server with some limitations. Make sure to consult with your IT dept or Managed Service Provider.

Secondly you can leverage Office 365, which is Microsoft’s cloud SharePoint solution. This service model gives you quite a lot of storage—up to 100GB per site allocation

The third option, is to get your SharePoint solution hosted with a third-party provider such as Rock IT. This stops your data being stored in offshore.

Train staff on how to use SharePoint

SharePoint is easy to use and designed to allow non-IT people to administrate, update, and change it, with the right level of training.

There are many training courses are available via the Microsoft support website. You can download the video tutorials or share the links around the office.

This collaborative tool is definitely worth investigating to assist with bringing your organisation together. It’s easy to use and easy to implement.

Are you interested in learning how you can improve office productivity and increase collaboration?

GET STARTED WITH SHAREPOINT
Microsoft SharePoint models

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