Microsoft SharePoint needs no introduction, as it is today one of the most popular platforms known to improve collaboration, maximize efficiency and productivity at the workplace.
Over the last year, the number of SharePoint integrations has increased exponentially. According to ShareGate’s new benchmark report, State of Microsoft 365: Migration, Modernization, and Security in 2021- “57.3% of organizations completed a SharePoint or Microsoft 365 migration in 2020”.
However, even as many continue to move to SharePoint, it is often under-used or limited to a certain extent mostly because they consider it a tool like word or excel with limited possibilities. What makes SharePoint unique is that it is a platform and not a tool, and to understand that there are a few things that are often overlooked.
Here are a few pointers on how to make the best out of SharePoint.
SharePoint comes as a bundle with your O365 subscription
Did you know that, though? So, as a matter-of-fact, your Office 365 includes SharePoint Online which ideally allows creating, sharing and managing data, users, role based access restrictions, site pages, and other resources.
To give an example, One Drive channel used for day-to-day file sharing has a SharePoint team site that makes it work.
SharePoint online comes with a lot of benefits that small businesses (especially) should make the most of. While the previous versions of SharePoint may have been targeted towards mid to large enterprises, the latest SharePoint online (that comes with O365), an enterprise grade CMS is now available to smaller organizations to be used downright.
How to Make the Best out of Your SharePoint Investment?
To answer that, let’s look at what exactly SharePoint can do? If you go by the standard list, it would be:
- Internet websites
- Collaboration portals
- Process sites
However, to make things simpler, let’s break it down into easy-to-use examples that can be easily applied even by a non-technical person.
Using SharePoint as a Document Repository
SharePoint Online is a wonderful document management system. While a collaboration portal primarily, SharePoint offers effective alternative to storing and organizing documents along with creating an easy-to-use filing system for quick searches. It facilitates effective collaborations that can actually happen, anytime, anywhere, on any device with multiple users working on a file at the same time. This also makes managing documents easier, along with staying true to the compliance standards. To put it simply, it allows easy collaboration, control branding, sharing, versioning and more all at once.
Creating an Intranet portal
Intranets are an essential within any organization for secure sharing and communication and for building a community and culture. SharePoint online gives you just that with a dash of innovation. It is accredited as an engaging, informative, personalized option that can be integrated with the other portals and sites in your intranet and also with other Microsoft 365 apps like Microsoft Teams and Yammer. The perks of SharePoint online are that it offers rapid deployment and has a user-friendly interface that makes its use easier.
In other words, you can have an enterprise-level intranet portal that promotes communication across the organization. It also enhances collaboration and sharing and helps to build a culture within your organization.
In addition to these there are some complex organization wide deployments that can be done using SharePoint online. While the process can be done easily, some applications may need an extra help from specialists like us. The applications include (but are not limited to):
Custom Solution for Enterprise Intranet Portal
SharePoint can be customized based on your organization’s requirement. We specialize in assisting with the same. Our approach involves understanding your key requirements, target audience, and creating a plan that prioritizes your business model. The process often includes analyzing the existing intranet and creating a prototype based on all the information before actual implementation.
While branding is just one aspect, SharePoint is really centralized and can be used to create different web applications for different departments and teams, allowing to create a clear distinction where needed.
HR Processes Automation
If it’s about automated processes, then SharePoint Workflows are inevitably the best for automating tasks and approval processes. Using SharePoint Online can not only reduce the time and efforts for HR workers but also simplify the processes like on-boarding, leave processing, etc. Along with workflows, the notification system, quick bulk file upload, employee self-service for administrative procedures, and calendaring options that are integral for HR automations are all included in the extensive customizable applications of SharePoint Online.
While this may seem more or less like complying with the market trends, for small and medium companies targeting growth, SharePoint online can be used as a centralized business Intelligence (BI) platform. Integrated with Microsoft Office and Office Web Apps, Excel, and Access Services, SQL Server connectivity, and other external data sources, SharePoint can assist in fast and secure business analysis.
From branding to publishing to communication and collaboration, SharePoint Online is a platform that has multiple uses. However, to make good use of all the applications, an organization needs to have a team with the necessary skill sets. But, if you wish to stay clear of the implementation and maintenance parts and yet reap the benefits, then outsourcing is the next best option.
Need help to get started?
And if you are wondering what makes Mundrisoft (or us rather) different from all the service providers in the market? That’s because we have worked with every single version of SharePoint that Microsoft has ever released, and that gives us an in-depth know-how of its various applications.
We can help you conceptualize the right solution for your need. Request a free one to one consultation for your next SharePoint project.