SharePoint technology is a cloud-based service that is mainly utilized for content management. It was launched in 2001 and has undergone numerous updates to improve its service. As of today, it remains a vital tool for organisations as it helps promote cross-departmental collaborations by serving as a one-stop shop for all content needs, including task management, graphics, videos, data, and webpages.
3 Versions Of SharePoint
Microsoft SharePoint is currently available in 3 primary versions:
- SharePoint Online: This is a cloud-based service hosted by Microsoft and features SharePoint collaboration tools for businesses for the creation and management of intranets, websites, documents, collaboration, and extranets. This can be readily used as soon as you purchase the subscription; there is no need to deploy it or rely on physical servers.
- SharePoint Server: This involves on-site deployment which offers the benefit of full control over your data. However, its installation and configuration require more skills to ensure proper deployment. Its features are very similar to SharePoint Online with additional tools such as enterprise search, workflow, and business intelligence.
- SharePoint Foundation: SharePoint Foundation lets you access tools related to basic site creation, collaboration, and other essential features that most organisations need.
Top 10 Reasons to Use SharePoint Technology
Here are the top ten reasons to use SharePoint technology in the workplace.
#1: Centralized Document Management
Beyond serving as a storage platform, SharePoint can also be used for document management which is particularly important for businesses that need to keep records of everything. SharePoint supports categorisation so that the team members can easily locate specific files and collaborate on them.
To do this, start by planning and developing a site hierarchy so you may identify which data you wish to add as well as how you plan to store it. You may create multiple sites and subsites for better organization. For example, you can categorise the documents based on what the different departments need access to. One subcategory can contain programming files to serve web developers while another can be used to store fiscal records for your finance department.
#2: Seamless Collaboration
SharePoint supports co-authoring which enables multiple people to work on a specific document, sheet, or presentation simultaneously. They also do not have to worry about overwriting one another’s work. This feature also saves a lot of time by empowering collaboration. Additionally, there are fewer chances of errors because multiple users can keep track of one another’s changes within the same file.
To edit a shared file, simply locate the document and click on “Edit.” Enable the co-authoring feature by clicking on the “Save & Checkout” button.
#3: Customizable Workspaces
SharePoint supports the creation of workspaces that you can build on a preexisting or a new site. You can also customise these spaces by selecting the structure and background, as well as by adding web parts.
To create a space, visit the homepage of the site or create a new one if you do not have any pre-existing sites. Select “Settings” > “Site Information” > “View all site settings.” Then, click on “Manage Site Features,” scroll down to “Spaces,” and hit the “Activate” button. Once these settings are toggled, you can now create your space by clicking on the “+ New” button on the homepage and then selecting “Space (Preview).” This should allow you to select which type of space you’ll create. Add a name and description, and hit “Create” to finish setting up your new workspace.
#4: Powerful Search Functionality
The search functionality of SharePoint can be tailored to your organisation so that your users can easily locate documents and files through keywords and filters. The SharePoint search bar is located at the header and the suggested results update as you type.
To enable this feature, make sure to add all of your content to the search index. Afterwards, every search query crawls the database and adds site columns and values to the index so that the properties can be managed.
#5: SharePoint Integration Services with Microsoft 365 Apps
SharePoint’s integration with Microsoft 365 applications allows dynamic and productive teamwork for numerous workspaces. The site is fully customisable to align your team’s workflow. SharePoint can also be integrated with other Microsoft tools such as Teams, OneDrive, and Office 365 so data management across multiple platforms has never been easier. Another amazing feature is how there are code-free interactions with a ton of third-party apps, from Zendesk to Salesforce, so businesses can now automate workflows according to their needs.
#6: Enhanced Security Features
SharePoint employs high-level security measures such as data loss prevention or DLP, user authentification, and data encryption to ensure that your documents stay protected and to support secure collaboration between users. All of the user data is encrypted with AES 256-bit keys and every step of the process is FIPS 140-2 Level 2 validated. Additionally, not anyone can access the service. Every engineer who needs access to the data must first request it and this is only available for a limited time. The system is also equipped with anti-malware scans that check each document before uploading. Advanced Threat Protection or ATP is also employed to analyse the content in order to identify potential threats.
#7: Automated Workflows
SharePoint is integrated with Power Automate which allows you to create your own automated workflows. You also have the option to check out over a hundred SharePoint templates as a starting point for your automation.
These automated workflows help streamline your process and save your team a lot of time. They use triggers to start specific actions so you may get your desired results without the need for manual approval. For instance, the normal document approval process would require creating the document, forwarding it to the reviewers, and then revising any rejections before it is ultimately approved. That means that someone has to keep track of the document and chase the reviewers just to nudge it along the approval process. But when you automate this, the checking, tracking, and reminding are done automatically. The people involved are notified and there is no need to manually monitor every step of the process which significantly speeds it up and reduces the regular influx of interruptions.
#8: Mobile Accessibility
The SharePoint Mobile app is available for both iOS and Android so you can stay connected with your team even if you are on the go. Through your phone, you can access different files, stay on top of recent changes, open essential links, and be able to collaborate with your colleagues. The mobile app is also equipped with AI that fosters an understanding of what you are working on and how the work of your colleagues relates to you. The app itself is also integrated with the same data privacy measures as the desktop version to ensure that your data remains protected.
#9: Scalability for Growing Businesses
SharePoint is designed to grow with you and your business. For example, the storage capacity can easily be expanded to cater to your needs as you scale your business. Since it is cloud-based, you can easily avail more features or purchase more user licenses as your business expands. The handy automation helps streamline your workflows to maintain organisation even as your manpower increases. There are countless opportunities for better file organisation and data management which means that you can keep up with the influx of new content to manage as your business grows.
As proof of its capabilities, you can take a look at the major corporations that use SharePoint in their workplaces, such as Wells Fargo, Johnson & Johnson, and Lockheed Martin. Up to 80% of Fortune 500 companies utilize SharePoint.
SharePoint’s commitment to scalability is not merely about accommodating growth but also facilitating it by providing a robust foundation for streamlined operations and efficient management of counseltrain courses.
#10: Cost-Effective Solution
SharePoint technology is available at multi-tiered price points so you may avail of the service that accurately reflects your budget, needs, and company size. Additionally, SharePoint is a multi-pronged service that can cover the majority of your needs as a business. It goes beyond mere data management and may serve as a customer relationship management (CRM) tool in which you can create a customer database and employ segmentation to finetune your customer sales journey and marketing campaigns. You can also use SharePoint as a human resource management tool that stores employee information, handles payroll management, and organises employee records such as health benefits and promotions. On its multifunctionality alone, it becomes a cost-effective solution by offering multiple roles on the same license.
Final Thoughts
SharePoint is a revolutionary tool and it remains to be the leading organization software for a reason. It is a multifunctional and well-rounded platform that caters to both individual productivity and cross-departmental collaborations. It is fully customisable to cater to the unique needs of your business and it is truly invaluable when it comes to streamlining your workflows.
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