At its core, the platform is built to store and manage information, namely files and documents. It is a highly customisable platform, providing organisations with the building blocks to create a variety of enterprise content and collaboration solutions including intranets and websites though Microsoft discourages organisations from using SharePoint to create a website solution.
This high level of customisation, however, can be a double-edged sword. A well thought out plan and structure is required, otherwise the solution can suffer from performance issues, poor usability and low adoption rates. The same concerns were found for SharePoint Online. Despite these statistics, SharePoint remains quite popular. The platform enjoys high awareness among organisations as a valid option to host an intranet, especially as it is part of the Microsoft Office suite of products that many organisations already use.
Extensive functionality Document library, assets library, task management, content management, security information management and Active Directory synchronisation are just a handful of the extensive out-of-the-box functionality offered by SharePoint. These features are predominantly used to help organisations store, share and manage digitalised information in a centralised location. The new version of SharePoint also comes with an improved mobile experience so staff can access the solution from mobile and tablet devices.
With diverse and abundant features to choose from, developers do not have to code each feature from scratch. Instead, developers have the building blocks in place so they can focus on developing their solution, and adding in customisations and enhancements according to your requirements. Integration with Office and existing Microsoft suites With SharePoint now part of the Office suite that you have likely already adopted, it makes it much more tempting to use it.
Since all Office products are built by Microsoft, they have been built to work together harmoniously. As an example, organisations can connect SharePoint with the products already offered through Office , such as built in access to Microsoft Outlook emails and One Drive storage. Additionally, as part of Office , new versions, improvements and features are rolled out on a regular and more frequent basis to SharePoint Online customers, and at no additional charge. Customers no longer need to wait years before new SharePoint on-premise versions are rolled out.
Integration with other systems While SharePoint offers a variety of functionality, it can be built to integrate with existing business systems such as a CRM or ERP system. This makes access to information easier by connecting data from different systems. Ability to customise Few organisations use SharePoint out-of-the-box as it was designed to be moulded to different business needs. What could take rooms of dedicated backlogs of documents can be a single laptop containing generations of information.
Digital documents too can be managed poorly and take up a lot of disk space, which is another place where having a document management system helps. With better managed documents, the space taken up by too many files due to a lack of organization is freed.
Majority of documentation has a regulatory requirement. Lack of it can mean a complete rejection of your documentation. Having a document management system makes it easier to follow these rules. They provide you with the ability to create presets, set up schedules, automate certain processes and follow templates. There is also a great deal of convenience that has proven to boost morale of workplaces. With the implementation of the systems, it becomes easier to remain in sync with other employees and contribute to changes before the document is finished.
It increases both consistency with work, and makes it easier to manage through different requirements. It can take a long time to find a document that is not properly organized, and even more if accidentally misplaced. Depending on how many files you have, it can take from minutes to hours. Having a document management system organizes your documentation in a way it becomes very easy to find the exact file you are looking for.
Besides general organization, the system can be implemented with word and phrase retrieval. In other words putting ina search phrase. This makes it extremely convenient for you and saving a great amount of time. A document management system makes collaboration and sharing extremely easy.
The documentation within the system is synced for everyone and sharing information and contributing to it between groups and individuals happens in real-time. The ability to share your documents with people in any place at any time, and the ability to simultaneously work on them, offer levels of convenience.
This convenience is unparalleled to any other method of document management. Through all these aforementioned benefits provided at our fingertips, managing our important documents is easier than ever.
Every business is saving money, time, inconveniences and their sensitive documents are safe and secure. As the market is full of businesses with digital documents that need management, it is only natural that countless companies have created their own systems as well.
The good ones greatly benefit the user. Also, there are options in the market that may not improve your workplace, or even have its own issues through poor programming. It is important to have a good management system. It is equally important to choose the right one. Out of all the Document Management Systems available on the market at the moment, SharePoint is one of the best options.
Finally, we get to SharePoint. Why SharePoint Document Management? It's no wonder government entities prefer SharePoint Online over the other cloud-based intranet platforms! What makes SharePoint stand out is, in part, its advanced capability to manage user permissions and how they relate to functionality. Companies can control user access to different sites, lists and libraries.
They can regulate who can view, edit, or delete documents or perform many other SharePoint actions. Permissions can be set for a single user or multiple users in the same Office group.
Until recently years ago , many users reported dreading the thought of having to work with SharePoint, especially on-prem. It was slow, clunky, and difficult to work with. Some users are still critical of their existing SharePoint installation, but things have changed.
In recent years, the platform transformed immensely. With SharePoint Modern experience, the platform is more user-friendly, faster, mobile-responsive, and aligns with what users are used to on the web. Users no longer need to struggle with slow page load and unreasonable limits. SharePoint is now better integrated with other Office services such as Teams and MS Flow, making it an integral part of the digital workplace.
With now 19 years on the market, SharePoint keeps its position as the most used collaboration solution. And with the progress that the platform has been making, it's not likely to go away anytime soon. Microsoft has changed the way it listens to customer feedback. Ten years ago, if you had a great idea for a feature or improvement, you had to be an insider or an MVP to get Microsoft's attention and even then, you'd never know what happens to your suggestion.
Now things have changed. You can see thousands of individual feature suggestions, and you can rally for the things that you care about.
Microsoft is transparent with its roadmap and when improvements will become available. With this investment in the platform, it will keep improving, staying relevant to changing business needs. Now that I laid out SharePoint's main benefits let's look at a few everyday examples. I'm focusing on top features because it's impossible to cover every edge case.
Content management lets you easily create and moderate news, events, forms, policies, articles for employees, new hires, and so on. It's everything from publishing a page to having it updated or approved. Author dashboard - see the approval and moderation stage for a piece of content. Document management has to do with how documents and files get stored in SharePoint and how employees can access them. Find forms, templates, policies, standard operating procedures SOPs from a single spot.
Knowledge management includes the ability for your team to. Enable employees to share ideas and help improve the process. Share project-specific information and track tasks using a Planner. Share knowledge through images designs, diagrams, charts and videos. Help your employees to find relevant assets they need for their work process maps and blueprints.
See what employees click on while on intranet pages, which parts get more attention, and which quick links are more popular. How can we help you? Blog Contact Home. Why SharePoint? SharePoint is an industry leading platform for intranets , secure document management , collaboration , and much more. More importantly, today SharePoint is not just for larger corporations; small companies can benefit from the utilization of SharePoint as well. SharePoint is now more than ever, designed for non-technical users.
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