What is Microsoft SharePoint?
Microsoft SharePoint is a powerful tool for businesses to improve their collaboration and stay more organised. It is a web-based collaboration platform which provides an incredibly secure location for users to store, organise, and access their files from any device. It is an essential component of Microsoft 365 and is widely used to simplify business processes. In this blog, we cover the many benefits of using Microsoft SharePoint.
Features of SharePoint:
- SharePoint centralises documents and data for easy access and collaboration.
- SharePoint also offers powerful search capabilities to help you quickly find information.
- It's a versatile platform that caters to businesses of all sizes including small businesses and large enterprises.s
- This tool is a comprehensive solution for achieving business goals efficiently.
- Businesses that use SharePoint benefit from its scalability. Whether adding users, expanding departments or increasing data storage, these changes are easy to make.
Benefits of Using SharePoint
1. Streamlines Document Management and Storage:
One of the key benefits of Microsoft SharePoint is its document management and storage features which makes managing documents a lot easier. It helps users work more efficiently by keeping all documents in one place, making them easy to find and use. Plus, since SharePoint integrates smoothly with other Microsoft Office tools, like Word and Excel, it's simple to edit and share documents within a familiar ecosystem.
SharePoint is also incredibly scalable when it comes to document management. Businesses can start small and then add more features as they need them, without having to overhaul their whole setup. This flexibility is especially important for growing businesses that need their document systems to keep up with them. This comes in handy, especially when documents get updated a lot, as it prevents losing data and keeps a clear record of all changes made. It helps manage the risks that come with editing and sharing documents. By automatically saving each version, teams can work knowing their changes are safe and they can always go back to older versions if needed. This feature not only boosts collaboration by allowing multiple people to work on a document at once but also ensures compliance and data integrity by keeping all past versions accessible.
2. Communication Sites and Hub Sites:
Another benefit of Microsoft Sharepoint is the Communication Sites and Hub Sites. Communication Sites are essentially digital bulletin boards, perfect for sharing broad information such as company announcements, department updates, or resources across the entire business. They ensure everyone has access to important information in an engaging way.
On the other hand, Hub Sites connect related sites to organise projects, departments, or regions into a cohesive structure. They improve discoverability and collaboration by bringing together related sites, sharing resources, and simplifying navigation. Being able to see news and activities from all associated sites in one place helps team members stay informed and aligned on project goals and business initiatives. These sites make it easier to share information and collaborate efficiently.
3. SharePoint Customisation:
SharePoint lets businesses tweak their sites to match their needs and make them more user-friendly. You can begin with basic changes and gradually ramp up to more complex tweaks like adding special web parts, crafting unique templates, or linking up with other systems. This adaptability is why SharePoint is a go-to for businesses that want a solution that can grow with them.
If you're new to customisation, SharePoint Designer is your friend. It's a free tool by Microsoft that lets you design your site and streamline workflows without needing to know how to code. It's especially handy for smaller businesses that don't have a tonne of resources. For more advanced customisation SharePoint supports multiple familiar web languages like JavaScript, HTML, and CSS. With these, you can build super-customised experiences and features.
4. Integrates With Other Microsoft Tools to Help You Work Smarter:
Integrating MS SharePoint with other Microsoft tools creates a smooth and efficient experience for users. This synergy is particularly handy for boosting collaboration and productivity across platforms like Microsoft Office 365, Teams, and OneDrive. By combining SharePoint with these tools, users can access, share, and manage content all from one place. This not only saves time by cutting down on app-switching but also keeps all documents and communications in one spot, making them easier to find and collaborate on.
What's more, is that tapping into Microsoft's ecosystem brings advanced security and compliance features into play, ensuring that sensitive info stays safe across the board. This beefs up project management and execution, leading to a noticeable uptick in productivity and efficiency. With integration, calendars, emails, and contacts sync up between SharePoint and Outlook, smoothing out communication. Linking up with Microsoft Teams means team members can collaborate on SharePoint docs in real-time during chats and meetings, adding an extra layer to teamwork.
5. Improves Data Security:
Another notable benefit of using Microsoft SharePoint is its comprehensive approach to safeguarding sensitive information. The platform comes with advanced security measures that protect against unauthorised access. This makes sure that only those with the right permissions can get their hands on the data.
What sets SharePoint apart is its flexible permission settings, allowing precise control over who can view, share, and edit documents. This not only boosts security but also streamlines collaboration, making it easier to work together on projects without sacrificing safety. Data encryption, both while stored and in transit, adds an extra layer of protection, shielding information from potential breaches and cyber threats.
Regular updates and maintenance keep SharePoint ahead of the curve when it comes to security. Microsoft is dedicated to keeping the platform secure, rolling out patches and updates to shore up any new vulnerabilities. By staying on top of these improvements, users can trust that their data is safeguarded by the latest security measures.
6. Increases productivity:
Microsoft SharePoint is also great at increasing productivity through its collaboration tools. It helps team members work together in real-time, breaking down barriers in businesses. This makes projects run smoother and improves the quality of work because everyone can share ideas and feedback easily. This leads to a more productive and innovative workflow.
Also, SharePoint is good at managing data. It keeps documents safe, makes them easy to find, and lets people share them without any hassle. This cuts down on wasted time and makes the business run more smoothly. With SharePoint, employees can spend less time on paperwork and more time on important tasks that help your business grow. Managing data this way is key to being more productive and effective overall.
7. Regulatory Compliance:
SharePoint is all about security, which is perfect for businesses that work in industries where they must comply with industry standards and regulations. SharePoint offers tools for managing documents securely, keeping them safe, and finding them easily, all of which are crucial for following complex rules. Plus, SharePoint keeps track of changes to documents and creates a trail so you can see who did what and when. This is extremely important for compliance purposes.
The platform's automated workflows also make it easier to follow the rules, cutting down on human errors and making things run smoother. With these features, Microsoft SharePoint is a must-have for any business wanting to stay on top of regulations, making sure they meet standards and laws while keeping everything running efficiently.
8. Manage Your Company's SharePoint From One Central Administration Console:
If you are in charge of your company's SharePoint solution, you will undoubtedly need to fine-tune the setup on occasion. That may sound daunting but don't stress. SharePoint has got your back with its useful central admin console.
With the right access, authorised admins can make all the tweaks they need from one easy-to-use central hub. This means no more jumping around different pages. This saves time and makes sure everything stays consistent and efficient. Whether it's adjusting permissions, organising sites, or adding new features, the admin console is there to make your life easier, taking the hassle out of managing SharePoint.
9. Workflow Automation: Save Time and Increase Accuracy:
Workflow automation is a game-changer for businesses looking to boost how efficiently they work. It allows businesses to automate mundane tasks, making things quicker and more accurate. SharePoint allows for unique workflows such as approving, tracking, and storing documents.
One powerful tool for workflow automation is Power Automate. This is a Microsoft Product which allows users to automate repetitive tasks within SharePoint and easily integrate different applications.
10. Improves Internal Communication:
Microsoft SharePoint is also great at improving communication among team members. The solution provides a central platform where information can be shared and accessed easily. This can help reduce miscommunication between departments and teams, which leads to a more collaborative and efficient team environment.
Decision-making is also made easier with SharePoint. When key senior members of staff have all the information they need, in one place, it means decisions can not only be made quicker but also what you have decided has a much more positive outcome.
Moreover, SharePoint allows for communication to be more transparent and visible. Team members can see who has access to documents and information, ensuring the right people are informed. This level of transparency can help prevent misunderstandings and ensure that communication flows smoothly.
11. Simple Interface:
SharePoint also comes with a simple and neat interface which allows you to easily navigate and use the platform without a steep learning curve. This simplicity is great for saving time so that you can focus on the tasks that matter most, without having to be weighed down by a complicated system.
SharePoint's simple interface allows employees to easily create, edit, and share documents, and communicate through discussion boards and chat. Its user-friendly design makes sure even those with minimal technical knowledge can use the platform effectively.
12. Better Content Management:
Effective content management is crucial for businesses to stay organised, and SharePoint is the best tool for just that. With features such as version control and document tracking, your team can easily access the most up-to-date information, reducing the risk of errors and confusion.
13. Fosters a Remote Working Environment:
SharePoint also offers SharePoint online, which is a cloud-based platform that allows you to collaborate from anywhere regardless of your physical location. You can use SharePoint Online with just a simple web browser, like Microsoft Edge, Internet Explorer, Chrome, or Firefox. This means you can access important documents from anywhere (as long as you have an internet connection!).
By using SharePoint Online, you can collaborate on projects in real-time, and stay connected with your team members from anywhere in the world.
