Users often wonder whether they are taking full advantage of SharePoint as a solution. They are faced with deciding what functionality would work best for their intended objectives. The best way to properly use SharePoint hinges on:
- Properly assessing problem areas, challenges, or obstacles in the path to your company’s growth.
- Identifying the features from SharePoint that best meet these objectives.
The first thing to keep in mind is that SharePoint is a software platform, a cluster of features grouped under one software name. The SharePoint infrastructure is designed to be customizable to where and how it best meets your organization’s unique needs and challenges.
These features are organized into 5 sections:
(1) Organize, (2) Share, (3) Discover, (4) Build and (5) Manage.
Today we will cover Organize, Share and Discover.
The first thing a company does once it gets SharePoint is to organize itself. For companies without SharePoint, important files are usually placed in a widespread network of drives or hidden in email boxes. This makes it difficult for an employee to retrieve or find pertinent information to their assigned task. SharePoint moves these files from their remote widespread network of drives or hidden email boxes and places them onto a centralized location. This streamlines and consolidates the whole retrieval and search process on the part of the employee.
The best example is the annual budget process. Often, one excel spreadsheet is sent to all pertinent staff (department heads or project managers). These documents are then sent back to the accounting department where it gets analyzed and pieced back together. SharePoint allows these same employees to edit and collaborate the same document in real time, without having to send or receive various versions of the same document at sporadic moments in the day. The final document ends up having more accurate information, in less time with a reduction in costs and resources.
Once a company organizes its information and places them in a centralized location, users are then able to use a link that takes them to the location of the file they are searching for. SharePoint streamlines the process of how employees are sharing information. This avoids being inundated with emails that have outdated or irrelevant information.
SharePoint also gives the user the ability to line up supporting information in a particular site and acquire social exchanges (or discussions) for future reference.
The streamline process facilitates a user experience for easy discovery. SharePoint’s search capability thoroughly explores content and understands the relationship between the content being searched and the site structure. This produces a result that goes beyond a search in file share. Managers can easily locate documents, discussions, information as well as related skills and expertise from employees across their own organization.
The Best Way to Make Sure You Take the Proper Steps
Acquiring SharePoint was the first step to addressing a series of obstacles and challenges that your businesses is facing. In order to best optimize what SharePoint has to offer, one must first properly evaluate areas that need improvement. Then, one must identify which features from SharePoint best meet these objectives.
As is evident, there are many variables that need to be taken into account in order for a business to properly optimize its use of SharePoint. The best way to make sure that you are taking the next proper steps is to sit down and speak with a reputable and well-established SharePoint professional and discuss your options.
If you are considering optimizing your use of SharePoint our team can provide assistance. Click here to contact us today.
Image Credit: Adam Levithan