What Perks Can Microsoft SharePoint Bring to Your Business?
A company’s ability to operate efficiently depends on how effectively it uses the resources at its disposal. While 80 percent of Fortune 500 organizations utilize SharePoint, many small and midsized enterprises still don’t properly integrate it into their operational procedures. From internal portals to project management, collaboration, and more, SharePoint is a powerful tool that can improve almost every element of a business.
Because most Office 365 subscriptions include SharePoint, SMBs have greater access than ever. According to Windows Central, more than 50,000 new small business users sign up for Office 365 monthly. Given this, many small and medium-sized businesses (SMBs) might not know how to utilize SharePoint in a way that makes sense for their company or how to begin setting this potent technology to function effectively.
A Quick Overview of Microsoft SharePoint
Simply put, SharePoint is a Microsoft software that offers businesses a versatile and configurable means of storing and retrieving data. Additionally, it functions as an intranet where a group of people may upload and access information, files, and other materials.
Additionally, it enables management to design department-specific portals or news feeds for disseminating information across the entire organization. Much of the content is shareable with other employees and accessible through URLs, unlike document management systems that use folders as their storage medium. SharePoint is a great addition to many small organizations because of the many ways it can be used.
The most popular version of the program is SharePoint Online, which is included in many Microsoft 365 license bundles. The ability to safely collect data up to 1TB of storage on the cloud is its best feature.
Additionally, firms choose to host their data onsite or on servers offered by nearby IT companies. SharePoint Server is available to them as well. This web-based platform for collaboration is very adaptable and well-liked.
Around 85% of Fortune 500 firms, according to Microsoft and certain surveys, use this software, and with more than 10 million SharePoint sites already online, close to 250 000 enterprises are using it.
Only and only the program’s versatility allows it to be adjusted to practically any size business. It is useful and generally accessible not only for larger corporations but also for small firms.
Employing the self-contained SharePoint environment can also address common data management problems, security challenges, and internal message issues.
10 Ways SMBs Can Boost Business Efficiency and Collaboration Using Sharepoint
The fact that Microsoft Sharepoint is a web-based collaborative platform is the main factor driving the increase in the usage of this software by businesses and organizations. That implies that anyone can use it from any place.
Aside from that, another significant benefit of adopting Microsoft Sharepoint is that it offers access to all of Microsoft Suite’s features. The question then becomes, is that it? Are these the sole explanations for why so many businesses use it? But NO is the response!
So, here are some important ways that Microsoft SharePoint can assist your company in striving and prospering in the current competitive environment.
1 : Promotes Remote Access and Employee Mobility
This is one of SharePoint’s best features as businesses began to embrace mobility, remote access, and bring-your-own-device policies as employees demanded quick access to vital business applications anytime and from any location.
And Sharepoint accomplishes this. Yes, one can access company data from anywhere in the world using their devices by using SharePoint Mobile and SharePoint Online.
One can collaborate with coworkers even if they are not at the office. It implies that one can access, edit, and review documents whenever they want on whatever device works best for them.
2 : Provides a Standardized and Efficient User Experience
Since SharePoint is a Microsoft product, it is tightly connected with the specific Microsoft programs that your staff uses daily, including Word and Excel. This also outlines how users interact with information and expedite procedures like gathering signatures, reviewing and approving documents, reporting, and monitoring issues.
Additionally, since SharePoint is a component of Office 365, your company needs an account to use it, as everyone on your team will be using the same most recent version of Microsoft products. It implies that any Microsoft programs you already own or add to your package in addition to your Office 365 account, such as Microsoft Office, will provide a consistent experience throughout the organization.
3 : Aids Employees in Making Knowledgeable Decisions
Mission-critical data is gathered from many sources via the interactive business intelligence portals of SharePoint, which then provide the data in an accessible and user-friendly format, such as dashboards and graphs, for usage by employees to make more informed business choices.
Users can also create and submit content for approval while effectively building tailored views.
4 : It makes it Simple to Collect Important Business Information.
Utilizing Sharepoint will allow for more effective use of the data. This is because we can gather data from partners, clients, and suppliers using a straightforward web interface thanks to its sophisticated electronic forms.
The integration of validation rules ensures the consistency and accuracy of the collected data, and the direct link with back-end systems eliminates the possibility of human data entry errors.
Forms in SharePoint include expense reports and registration forms for events. The forms can be altered and range in complexity from simple to complicated. Simple forms can gather the critical data and information a business needs, yet complex forms can play a crucial role in lengthy business processes.
5 : Facilitates Collaboration
The way it fosters collaboration is another crucial aspect. Yes, it enables efficient communication among the entire team via a single platform. Well, for businesses with far-flung locations, this characteristic is very profitable.
There was a time when isolated branches would have been cut off from the rest of the company. Still, SharePoint connects everyone to communicate constantly by promoting a culture of collaboration and creativity.
It provides a common area to encourage debates through forums and discussion boards. It makes a company’s goals and metrics available to all employees, whether used as a document management solution or an intranet portal.
6 : External Users Can Securely input Data.
The intranet allows for the creation of specific pages for external-facing uses. Additionally, onsite contractors can complete orientation training, and interviewees can complete online applications without having access to (or even knowledge of) the intranet and the data contained inside. Additionally, certain pages may request credentials to protect the information.
HR departments can benefit greatly from this kind of external interface, particularly when they have to onboard new hires who don’t yet have full access to the intranet.
Another benefit is that the inputted data can be made available to the appropriate teams, even in a highly protected manner, without compromising privacy or security issues.
7 : Customization of Security
Data security is unquestionably one of the most crucial aspects of any organization. And this is why IT departments adore SharePoint the most – it makes it simple to define safe boundaries around different material tiers.
Even though there is restricted access to information based on roles and requirements, the intranet allows storing all corporate data.
Additionally, because the data is held on an intranet that requires login credentials and is not even searchable, it is not accessible to average internet users. The best thing is that, even after being established during setup, these security levels can be modified as the needs of the business evolve.
8 : Facilitates Meeting Regulatory Requirements
One can ensure that sensitive company data is successfully controlled by lowering the risk of litigation to their firm, particularly by adopting security, storage, and audit practices in line with compliance regulations.
Similarly to that, SharePoint also provides peace of mind by enabling the protection of files from illegal use. Employee rights can be managed at the folder and document levels, and the cloud-hosted data can also be encrypted to prevent unauthorized access.
9 : Enables Quick Content Discovery
Consider when to see the documents before your colleagues know you do. That was made possible through Sharepoint. There are several ways to make it happen with SharePoint Intranet.
The first method is your document portal, which uses machine learning to identify the content that is most suitable for you. Besides, there is also the possibility to publish news items to the audiences of your choice, such as places, departments, jobs, or groups, through the strategic content targeting of the content creators. The fourth method is an advanced search, which lets you quickly find what you’re seeking.
10 : Protocols for Recordkeeping and Security
As data protection laws become more stringent globally, organizations are forced to manage their retained data actively. And one of SharePoint’s best characteristics is that it can securely and effectively manage personal data.
For instance, it is possible to store documents that have expiration dates. However, understanding your legal requirements around data transfer and storage is important. You should also know how SharePoint will manage the data by default rather than through custom programming.
Additional Advantages of SharePoint for SMBs
In addition to its many business applications, SharePoint excels in some other crucial areas as well:
Consistent and Familiar User Experience
SharePoint’s seamless user experience helps users interact with their content, processes, and important business data by connecting to popular email clients, online browsers, and desktop apps like Microsoft Word, PowerPoint, and Excel.
Scaling Flexibility as an Organization Expands
Every business aspires to be successful and expand over time. SharePoint satisfies this fundamental demand for expansion by offering choices that let companies use the licenses they need, saving resources on unnecessary purchases. SharePoint also caters to businesses that like to operate in small numbers and remain flexible.
No in-house developer? No issue!
Without a developer’s help, create the tools and solutions your business needs. Without prior development knowledge, teams may quickly and efficiently create solutions using SharePoint’s built-in features quickly and efficiently.
An extremely flexible and configurable technology is SharePoint. It can be configured to handle a variety of business solutions effectively and powerfully. It can help your staff members work more productively. It will assist you in consolidating your data storage. Since most SMB employees work remotely, this is ideal for them. You should consider utilizing the Microsoft 365 suite for your company.
So far, we’ve seen several cases demonstrating how Microsoft SharePoint is a strong platform offering a wealth of advantages to your company.