Traditionally, the most technologically advanced document management and collaboration solution was using shared file systems hosted on an in-house server as the means for document storage management and collaboration - but today, new solutions, such as SharePoint, provide greater productivity.
Microsoft Sharepoint Online simplifies and streamlines this process.
What exactly is SharePoint? Simply put, it enables employees to build websites to store, organize, share, and access company information from any device.
Builtwith states that we are aware of 4,830 active Microsoft Sharepoint websites and an additional 38,040 websites that have used the program in the past. This invaluable asset could revolutionize any company from within! Today, we'll explore how this software could completely revolutionize your firm - from streamlining processes and building an efficient team to happy and returning customers!
What Are The Primary Purpose Of Sharepoint?
Imagine running a business process that spans multiple locations; assuring all employees have easy access to business intelligence and mission-critical documents could prove challenging without Microsoft SharePoint, enabling authorized workers to open, review, modify, and share these files wherever they may be located around the globe.
Your office workers and remote team members will take advantage of its ease of use; all they require is access to the Internet! Like Google Drive, SharePoint works similarly but offers additional tools and functions, making it a more sophisticated multifunctional solution.
SharePoint serves many functions - shared file repository, blog site, content management system (CMS), intranet platform - and is widely available across numerous versions like Server and Online for Office 365 users.
When creating your Microsoft team site on SharePoint, you can add features such as:
- File Versioning
- Confidentiality and Check-in and Out are among some services that help maintain file versions for file system users.
- Indexing and Searching
- A specific web interface.
- Smooth interaction with other Windows programs
What exactly is SharePoint used for? You may use it for any endeavor to bring your organization together. The platform allows you to save and preserve any data, from development project team deliverables to internal conversations, without limitation.
Read More: Unlocking the Power of Microsoft SharePoint: Guide
What Are The Benefits Of Sharepoint?
As an owner or manager of an enterprise, investing in tools and technologies that bring employees closer together makes sense.
Let's examine how Microsoft sharepoint benefits could support your organization.
Benefit 1: Improved Data Management
Research demonstrates that employees spend approximately 28% of their workday reading and responding to emails in their inboxes - approximately 2.6 hours and 120 messages daily per employee! This statistic alone highlights how overwhelmed today's workforces can become in terms of data - customer service requests, meeting minutes, or marketing reports - all present somewhere within it all.
An attempt at organizing everything may prove challenging, however. While you could create a complex file system on your desktop computer to organize work-related papers, what happens if an off-site employee needs to access one of those papers? Your company data spans projects, development teams, and sizes.
Even experienced leaders sometimes struggle to stay on top of everything - that's where SharePoint comes in handy! Users can instantly gain control of specific data points they require without wading through excessive paperwork.
With SharePoint Online, people may access it anytime from anywhere - no need to sacrifice best practices to take advantage of this revolutionary form of data management!
Your SharePoint custom solution works seamlessly with Microsoft's Office Suite - Excel, PowerPoint, Word, and Outlook as well as Unified Communications Server and Exchange Server - users have access to line-of-business systems like Dynamics CRM via adjustable backend connections that facilitate tailored views and interactions - simplifying data management!
Benefit 2: Simplifying Business Functions
Consider how your company approaches daily company tasks and routine functions such as initiating, maintaining, and reporting them - for instance, some everyday activities may include
- Sending a paper or item for approval.
- Collecting Feedback
- Gathering signatures
- Tracking an issue, project, or job.
- Routing a document for publication
SharePoint comes equipped with pre-built workflows designed to automate tasks and other activities so that employees may use these custom workflows with client apps, email programs, and browsers for an uncomplicated and consistent user experience, extensive experience.
Benefit 3: Users Regulatory Compliance And Cyber Security
Professionals from diverse fields such as healthcare, law, and finance must abide by stringent regulations and rules; many requirements include maintaining excellent document control practices.
As part of an organization's compliance goals, safeguards should be implemented to ensure that only authorized individuals gain access to sensitive employee and client data.
SharePoint allows users to set security settings that adhere to their compliance standards at each checkpoint; you may also specify storage policies and what actions need to be taken when business requirements, business operations, business goals documents expire - this ensures you remain compliant while efficiently controlling business-critical information.
Even if your organization doesn't adhere to stringent compliance standards, establishing controls over data access is still crucial for its security and success.
SharePoint allows you to set specific permissions that determine ownership for various entities:
- SitesFoldersListsDocumentsWeb Apps are valuable resources.
- Your employees can set additional security settings that require them to review documents before alteration, examine all changes made by anyone altering a document, and even return a document to its original form with just one click.
Benefit 4: Improved Content Management System
Enterprise users, from bloggers and media gurus alike, work diligently behind the scenes to optimize your company's content strategy.
A successful one requires timely approvals, modifications, and employee input - something an outdated network of folders may fail to provide.
Furthermore, it may be hard to distinguish which document was handled when or whether its version currently on view represents what was initially available to reviewers or reviewers in past iterations of reviews.
SharePoint offers quick solutions for these and many more issues, and investment provides quick custom solutions.
Users may generate and submit material quickly for approval - within seconds! With its document library templates enabling easy navigation between original content and its translations, SharePoint simplifies multilingual content management for worldwide companies with multilingual needs.
Benefit 5: Unrivaled Collaboration
Even with only a handful of employees, their ability to communicate and collaborate must be mutual. Access to resources that will assist them in meeting their goal is necessary for discord and chaos to emerge inevitably.
This is especially evident with document control where person A might create something and expect Person B to examine it but then remember some necessary changes midway through Person Bs review that need making and then reopens it before saving again - leading them both down an unpredictable path that eventually ends with them both not accomplishing what was initially desired.
Due to both documents needing to be completed, no one knows which version is more accurate. SharePoint features version controls that track any change made to copies - date/time of the incident and a person in charge - while only one user may view files simultaneously; coworkers can share files and updates in real time, further strengthening collaborative efforts.
Benefit 6: Increased Productivity.
How much time do you estimate you devote each week searching through archives for files? From filing cabinets and folders, it can become mind-numbingly tedious to spend hours each workday looking for those files, which could save time finding something meaningful.
Searching your paperwork consolidated on SharePoint takes only seconds; save staff from an endless rabbit hole searching for forms; customize each MS SharePoint site to contain only those files and subfolders you require for optimal performance.
Timely decisions require quick decisions, with direct access to critical data sources available right when needed.
Not only is this an invaluable business owner management tool, but your staff also benefit significantly as less time is wasted searching for answers they require, allowing them to focus more on completing primary duties and contributing positively towards overall company goals.
Benefit 7: Sharepoint Has Centralized Administration.
As an administrator for your company's SharePoint solution, you may be required to make some setup modifications.
With such an expansive platform in mind, this task may appear to be tedious, but SharePoint offers a central management dashboard, which simplifies this task considerably.
Authorized administrators can make all their changes quickly from one central console without navigating between pages.
You're able to view, monitor, and change all this data with just one touch:
- Application management characteristics
- SharePoint Farms
- System settings
- Backups and Restorations
- SharePoint Upgrades
- Security Settings
- General application settings.
This feature allows you to control the entire SharePoint platform efficiently, regardless of scope and size.
Benefit 8: Sharepoint Is Easy Customisation
While SharePoint provides powerful core capabilities, your teams may require special features to meet their responsibilities effectively.
Microsoft Sharepoint developers may easily integrate new apps with this program.
With this option, your team members always have quick access to the tools needed for task completion. At the same time, managers can further personalize the SharePoint experience, modern experience for their organization by including a brand logo.
Benefit 9: No Sharepoint Development Is Necessary.
Your company's success hinges upon its ability to stay technologically innovative and relevant as trends shift, providing complex solutions tailored to clients demands.
Think coding knowledge will hold you back? Think again.
SharePoint makes this easier with features and collaboration tools designed to assist even non-developers in quickly creating websites or apps for teams or creating online tools to serve individual team members.
By taking advantage of SharePoint, you can set up new team sites quickly, customize existing ones, or develop dedicated online tools suited for specific team members - without worrying about application development skills being necessary!
Benefit 10: Skill Set Identification
Are You Running a Large Firm with Multiple Offices Performing Differing Functions? Keeping track of each team member and their specific skill sets and job duties could be challenging, without leaving someone out or falling short in coverage.
How can you quickly find assistance, information, or guidance from specific individuals within an organization of fewer than 20 people in one location? Getting connected is relatively easy if your organization only employs 20 individuals once; seek them out!
Searching through hundreds or even thousands of employees takes more time if using SharePoints organizational charts for them to quickly search each individual within your larger team and reveal their position within it; clicking each name reveals their role and availability status.
Who Would Benefit From Utilizing Microsoft Sharepoint?
SharePoint is an open and secure repository for creative materials such as program codes, graphic designs, audio clips, videos, website content, and invoices.
Furthermore, its tools for data analysis, as well as website templates, knowledge base templates, and project management procedures, make its use widespread from individual content creators to significant corporations - freelancers or small groups of creatives frequently using SharePoint during various phases of software, mobile app development or website content production projects.
SharePoint offers numerous powerful advanced features that may assist both individuals and teams with managing professional and personal tasks efficiently and successfully.
Some of the more frequently utilized ones include:
- File sharing among internal and external users.
- Project Assets Management involves overseeing photographs, articles, source code, and videos related to project assets such as photographs.
- Sites and subsites dedicated to decluttering teams and tasks.
- Staying in contact with collaborators using communication websites is critical for effective collaboration.
- Establish processes and reminders to facilitate projects and activities more smoothly and automatically.
- Use the search tool to locate resources, tasks, and files quickly.
- This mobile application gives users access to teams or internal communication sites from their phones.
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Conclusion
Many Fortune firms employ SharePoint as their document and collaboration control solution, making this an essential step if your firm wishes to join its ranks.
From content management tools like search to searching colleagues directly within SharePoint, SharePoint contains helpful features for business teams to function more effectively.
Your internal teams alone will reap the benefits of investing in SharePoint, but are you curious to explore its possibilities further and learn about its many uses for business? At Developers.dev, microsoft sharepoint development company.
We specialize in SharePoint that optimize your business workflows and team collaboration for enhanced productivity.
