The benefits of Microsoft SharePoint – Collaboration, productivity and beyond

The benefits of Microsoft SharePoint – Collaboration, productivity and beyond

Łukasz Potrzebka

In modern businesses where collaboration and information sharing play a key role, tools like Microsoft SharePoint have emerged as powerful catalysts for success. SharePoint is more than just a software; it’s a comprehensive collaboration system that empowers teams, enhances productivity, and transforms the way businesses operate. In this blog post, we’ll delve into the world of SharePoint, unraveling its core purpose and exploring the myriad benefits it brings to companies of all sizes.

What is SharePoint?

At its core, Microsoft SharePoint is a dynamic collaboration system with the primary goal of facilitating teamwork and streamlining processes within organizations. SharePoint offers a centralized platform where teams can work together seamlessly, access critical information, and automate workflows across various business units.

Sharepoint – A brief history

In the early days of SharePoint’s on-premise era, it was often dubbed as the “file share on steroids,” a testament to its capabilities to manage documents and content at an enterprise level. During this period, SharePoint was primarily recognized for its robust infrastructure and intricate configurations – characteristics that IT departments adored. Yet, for the business users, it was a different story. Its complex navigation and less intuitive interface earned it a reputation: “loved by IT, hated by the business.” 

But as technology evolved, so did SharePoint. Transitioning to the cloud era, Microsoft shifted its focus to significantly enhance the user experience. Gone were the days of the clunky interfaces. Instead, SharePoint Online emerged as a modern CMS system, seamlessly integrating with the broader Microsoft 365 platform. Today, SharePoint isn’t just another tool in the arsenal; it’s a pivotal one. Serving as the foundational layer for Microsoft Teams and Stream, SharePoint underscores its importance by bridging collaboration and content in an environment where fluidity and user-centric design reign supreme.

What are the benefits of using SharePoint in companies?

1. Enhanced collaboration and productivity

SharePoint is a game-changer when it comes to enhancing collaboration within a company. It provides an intranet-based cross-collaboration experience that allows teams to securely share information, collaborate on projects, and manage content effectively. Whether your organization is large or small, SharePoint enables information workers across all verticals to be more productive and connected.

2. Secure information sharing

In an era where data security is of utmost importance, SharePoint offers robust security features. It allows organizations to control access to information, ensuring that sensitive data remains confidential. With SharePoint, you can implement granular permission settings, granting access only to authorized personnel. This means that confidential documents, proprietary information, and sensitive data are safeguarded from unauthorized access.

3. Streamlined content management

Managing content can be a daunting task for businesses. SharePoint simplifies this process by providing a centralized repository for documents and data. Users can organize content efficiently, making it easy to locate and share critical information. Version control ensures that the most up-to-date content is readily accessible, eliminating confusion and errors caused by outdated documents.

4. Scalability and customizability

SharePoint is designed to grow with your business. Whether you’re a startup or an enterprise-level organization, SharePoint can accommodate your needs. Its flexibility allows for extensive customization to align with your specific requirements. You can tailor sites, pages, and features to match your company’s unique workflows and processes. As your business expands, SharePoint scales effortlessly to meet increased demands.

5. Integration with other Microsoft tools

SharePoint seamlessly integrates with other Microsoft 365 tools using the Power Platform. This integration enhances collaboration by providing a cohesive ecosystem where users can access SharePoint’s features alongside familiar tools that they use in their day to day work. The platform also empowers businesses to create custom solutions using a minimal amount of coding.

How Can Your Company Get Started with SharePoint?

Embarking on the SharePoint journey is a strategic move that can transform your organization’s operations. Here’s a step-by-step guide to help you get started:

1. Start

Establish a diverse team to gauge your organization’s readiness. Go beyond the IT department to involve stakeholders from different teams. Use the Advisor for SharePoint tool, and gather user feedback to tailor content and identify early adopter groups.

2. Experiment

The Experiment phase lays the groundwork for SharePoint piloting. Here, you should set up policies and governance models. Decide permissions, approved apps, and data protection. Define measurable goals by consulting stakeholders for process improvements.

Communication is vital; begin with an email from the leadership team, highlighting SharePoint’s advantages. Combine this with a kickoff event to generate excitement, receive feedback, and introduce the early adopter program.

3. Scale

After the Experiment phase, having honed your SharePoint skills, it’s time to expand your deployment. Broad rollout demands a larger implementation team. Adjust governance policies as you add departments and set organization-wide goals for efficiency improvements.

Establish realistic IT readiness milestones. User training may be extended for added SharePoint capabilities. 

To summarize

Microsoft SharePoint is not just a software; it’s a strategic asset that can revolutionize the way your company collaborates, manages content, and automates workflows. By leveraging SharePoint’s capabilities, businesses can achieve enhanced productivity, streamlined processes, and heightened data security.

IT-Dev can help

If you haven’t explored the potential of SharePoint for your organization, now is the time. Discover how it can transform your workplace, boost productivity, and foster a culture of collaboration.

Find out more about how IT Dev can support you in building an impactful and engaging company intranet.

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