In a time where employees “are up to 17% more satisfied with their job” when they collaborate and can leverage digital collaboration solutions, it is no wonder that organisations are regularly looking for ways to achieve this level of business efficiency. As such, while there are a plethora of solutions available, you cannot afford to ignore a robust document management solution.
Microsoft’s SharePoint tool can magnify your team’s collaboration and innovation capabilities. The following guide will delve into the fascinating world of SharePoint, its features, and its practical applications in the real-world business environment.
What is SharePoint in simple terms?
First launched in 2001, SharePoint is a workplace collaboration platform that primarily functions as a document manager and storage system. This means that it gives organisations all the power and tools they need to share information and keep everyone up to date on company operations. Specifically, it provides a secure, highly configurable space to store, organise, share, and access files/information from any device.
- SharePoint Online (a web-based or cloud version).
- SharePoint On-Premises (the version that is hosted onsite).
How SharePoint boosts collaboration and innovation in business
SharePoint is well-equipped to streamline collaboration and innovation in your business. As a document manager and teamwork facilitator, it serves as a strong foundation to bolster your team’s productivity in the following ways:
- Simplified collaboration, seamless project alignment – the program allows several users to work on a document in real time. This allows you and your team to focus on your projects with the peace of mind of knowing that everyone is following the same track.
- A digital boardroom – its interactive platform facilitates brainstorming and sharing of ideas, leading to game-changing decisions that will revolutionise your business’s products and services.
- Streamlined workflows – the application’s integration abilities allow it to be enhanced with tools like Microsoft Power Automate. With this, you can automate essential processes (e.g., approval flows) to reduce repetitive tasks and free up valuable time for your team.
Key features of SharePoint for effective document management
The program is packed with several features that make it an effective document manager. Here are some highlights:
- Versioning – keeps track of each version of a document, ensuring that you can see its edit history. You can also restore a document’s previous iteration whenever necessary.
- Access control – enables you to manage who can see, access, edit, and share information within the SharePoint environment. This ensures that sensitive data is kept secure from unauthorised access.
- Content management – provides a centralised platform for storing, organising, and sharing documents and other digital content between team members within an organisation. Within SharePoint, content management takes the form of libraries, lists, team sites, etc.
- Integration with the Microsoft Office 365 suite – SharePoint Online can readily integrate with Microsoft’s workplace productivity solutions, such as Yammer, Outlook, OneDrive, and Microsoft Teams.
What can SharePoint be used for?
As a versatile document manager, SharePoint can be used in various ways to inspire collaboration and innovation in business.
They are:
- Project management – users can create SharePoint sites for specific projects, making it easier to track progress, manage tasks, and communicate within a dedicated space.
- Employee training – the platform can be used to develop and distribute training materials for employees
- Intranet – users can build company intranets to streamline information access and sharing, ensuring that employees are aware of the latest announcements and data.
- Enterprise resource planning – effectively oversee essential business functions, such as compliance.
Tips for maximising the full potential of SharePoint
- Customise the platform – from adding web parts to choosing a theme, businesses should tailor SharePoint to satisfy their needs and reflect their brand.
- Training – ensure that your team is well-trained and comfortable with using SharePoint as a document manager and as a collaboration platform.
- Create metadata policies – metadata refers to the descriptive details or attributes associated with content. Have clear policies about the customisation of metadata to ensure that information is stored accurately and is easily searchable.
- Partner with a SharePoint service provider – take advantage of expert knowledge and specialised support that enhances organisational efficiency and collaboration.
Take your business’s information management to the next level with the experts
As a collaborative document manager, SharePoint is a powerful platform that can improve employee efficiency while promoting collaboration and innovation in business. However, correctly implementing and managing SharePoint can be challenging.
The SharePoint professionals at Platform 24 can assist your business with everything to do with Microsoft’s collaboration platform, from implementation and customisation to ongoing support. If you are eager to streamline your business processes, collaboration efforts, and document management, contact Platform 24 today.
