Can SharePoint improve collaboration within your organisation? Is it secure enough for data storing and sharing? Can SharePoint support remote and hybrid workforces? Syn-Star answers all your questions. Let’s dive in!
SharePoint, a Microsoft web-based application since 2001, enables organisations to store and organise a wide range of content and information. This includes documents, images, videos, news, links, data lists, web pages, and tasks. Think of SharePoint as a one-stop application for all your content needs.
SharePoint had many versions (latest desktop version SharePoint 2019) in the past but since it became available in the cloud as part of Office 365, it was rebranded to SharePoint Online. Since it is now part of the cloud, Microsoft constantly makes changes and updates to it.
There isn’t much of a difference in terms of capabilities. It is the same app, but SharePoint Online is based in the cloud, which was a necessary shift for many organisations when the Covid pandemic hit.
How SharePoint changed over the years:
As SharePoint integrated into the Microsoft 365 suite, its developers streamlined certain functionalities, creating specialised applications within the Microsoft 365 ecosystem. This strategic shift allowed for more focused and efficient tools like Planner that is created for task management.
Document Management for one, compared to other cloud document management systems like Dropbox and Google Drive, SharePoint allows you to create custom metadata to sort, group, and filter documents and improve the search experience. You can also store lists of information you would typically store in Excel, like lists of projects, lists of contacts, lists of issues, trackers.
2. Limited Integration – While SharePoint works well within the Microsoft ecosystem, integrating with third-party or non-Microsoft applications can be challenging.
3. Limited Offline Access – While some files can be downloaded for offline use, SharePoint’s full functionality requires an internet connection, which can be a problem for teams working in remote or low-connectivity areas.
Additionally, syncing files for offline use in SharePoint Online can be slow and troublesome, especially when multiple users are working on the same document simultaneously.
4. Compliance Challenges: Organisations in heavily regulated industries may find it challenging to configure SharePoint to meet specific compliance requirements without significant customisation.
If your business is already set up in the Microsoft ecosystem then, it is a great tool for document collaboration and management. SharePoint acts as a centre where all documents, files, and resources are stored, making it easy for teams to find and access the latest versions of files.
1. SharePoint’s version history allows you to track changes to documents, restore previous versions, and see who made each change, which is invaluable for quality control and accountability.
2. With SharePoint, multiple users can work on a document simultaneously, allowing for real-time collaboration without version conflicts.
3. Granular Permissions and Access Control: SharePoint’s permissions system allows you to control access at every level, from individual files to entire sites, keeping sensitive information protected.
4. Compliance and Data Protection: SharePoint includes data encryption, advanced threat detection, and compliance with standards like GDPR, HIPAA, and more, which is especially important for regulated industries.
5. Real-Time Communication: When integrated with Microsoft Teams, SharePoint allows team members to chat, hold online meetings, and access documents all from one place.
6. Search Capabilities: SharePoint’s search tools, including metadata-based search and custom indexing, help users quickly locate information, even within large libraries.
7. Automated Approvals and Notifications: SharePoint workflows can automate processes like document approvals, feedback requests, and reminders, saving time on manual processes and improving productivity.
8. Integration with Power Automate and Power Apps: With these tools, SharePoint can automate complex processes, creating custom apps that work directly within SharePoint to streamline unique organisational workflows.
9. Accessibility Across Devices: SharePoint is cloud-based (when using SharePoint Online), so employees can access it from anywhere, using any device with an internet connection, which is a big plus for remote or hybrid teams.
10. Offline Access with Syncing: SharePoint allows you to sync files to local devices, which is useful for accessing files offline and ensures that changes are automatically updated once reconnected.
11. Accommodates Large Amounts of Data and Users: SharePoint can handle large libraries, databases, and extensive user bases, making it suitable for both small teams and large enterprises.
12. Supports Business Growth: With its customisable architecture and scalability, SharePoint can grow alongside an organisation’s needs, adapting to new functions, projects, and departments as they develop.
13. Streamlined Communication with External Partners: When sharing documents or projects, external users can view and contribute without needing full access to internal files or systems. External document sharing with SharePoint is also secure.
14. Company documents like employee handbooks can be made readable on SharePoint. Employees can access information when they need it and management can make updates as necessary.
So, the verdict? SharePoint’s robust features make it a strong contestant for document management supporting team efficiency and productivity. It has robust security features, it is scalable and customisable making it ideal for diverse workflows.
If you would like to know more about SharePoint and how to set it up click here.
Agnes Molnar
Agnes is Syn-Star’s expert content writer, she has Master’s degree in English Literature that provides a strong foundation in writing and critical thinking of everything she does.
Qualifications: Masters in English Literature
In-house training: HubSpot SEO, WordPress Training.
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Agnes Molnar
Agnes is Syn-Star’s expert content writer, she has Master’s degree in English Literature that provides a strong foundation in writing and critical thinking of everything she does.
Qualifications: Masters in English Literature
In-house training: HubSpot SEO, WordPress Training.
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