You’re Making a Big Mistake: SharePoint is More Than Just Document Management

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In today’s fast-paced business environment, efficiency and productivity are paramount. Yet, many companies are making a significant mistake by using SharePoint solely as a document management system. While SharePoint excels at storing and organizing documents, it offers a plethora of other features that can dramatically improve business processes, collaboration, and overall productivity. Here’s why you should stop underutilizing SharePoint and start leveraging its full potential.

1.?Automated Workflows

Example:?Automating Leave Requests

SharePoint allows you to create automated workflows that streamline repetitive tasks. For instance, you can automate the leave request process. Employees can submit their leave requests through a SharePoint form, which then automatically routes to their manager for approval. Once approved, the system updates the leave calendar and notifies HR.

Cost of Waiting:?Manual processes are time-consuming and prone to errors. Automating workflows can save hours of administrative work each week, allowing your team to focus on more strategic tasks.

2.?Collaboration and Communication

Example:?Team Sites and Communication Sites

SharePoint’s team sites and communication sites are designed to enhance collaboration. Team sites provide a shared space where team members can collaborate on projects, share documents, and communicate in real-time. Communication sites, on the other hand, are perfect for broadcasting information across the organization, such as company news, announcements, and events.

Cost of Waiting:?Poor communication and collaboration can lead to project delays and misunderstandings. Utilizing SharePoint’s collaboration tools can improve team efficiency and ensure everyone is on the same page.

3.?Business Intelligence and Reporting

Example:?Dashboards and Reports

SharePoint integrates seamlessly with Power BI, allowing you to create interactive dashboards and reports. You can visualize data from various sources, track key performance indicators (KPIs), and make data-driven decisions.

Cost of Waiting:?Without real-time insights, you may miss out on critical business opportunities. Leveraging SharePoint’s BI capabilities can provide you with the information you need to stay competitive.

4.?Content Management and Publishing

Example:?Intranet Portals

SharePoint can be used to create a robust intranet portal where employees can access company policies, procedures, and other important documents. You can also publish news articles, blogs, and other content to keep your team informed and engaged.

Cost of Waiting:?An outdated or disorganized intranet can lead to information silos and decreased employee engagement. A well-maintained SharePoint intranet ensures that employees have easy access to the information they need.

5.?Integration with Other Microsoft 365 Tools

Example:?Microsoft Teams Integration

SharePoint integrates seamlessly with other Microsoft 365 tools, such as Microsoft Teams. You can link SharePoint document libraries to Teams channels, making it easy for team members to access and collaborate on documents directly within Teams.

Cost of Waiting:?Disconnected tools can lead to inefficiencies and frustration. Integrating SharePoint with other Microsoft 365 tools creates a cohesive digital workplace, enhancing productivity and user satisfaction.

6.?Security and Compliance

Example:?Data Loss Prevention (DLP) Policies

SharePoint offers advanced security features, including data loss prevention (DLP) policies, which help protect sensitive information. You can set up DLP policies to identify, monitor, and automatically protect sensitive data across SharePoint and OneDrive.

Cost of Waiting:?Without proper security measures, your organization is at risk of data breaches and compliance violations. Utilizing SharePoint’s security features can help safeguard your data and ensure compliance with industry regulations.

7.?Customizable Forms

Example:?PowerApps Integration

With PowerApps, you can create custom forms and applications that integrate seamlessly with SharePoint. This allows you to tailor forms to your specific business needs, such as custom approval processes or data entry forms.

Cost of Waiting:?Using generic forms can lead to inefficiencies and data entry errors. Customizable forms ensure that your processes are streamlined and data is accurately captured.

8.?Document Version Control

Example:?Version History and Restore

SharePoint’s version control feature allows you to track changes to documents over time. You can view previous versions, see who made changes, and restore earlier versions if necessary.

Cost of Waiting:?Without version control, managing document changes can be chaotic and error-prone. Version control ensures that you always have access to the most accurate and up-to-date information.

9.?Task Management

Example:?Planner Integration

SharePoint integrates with Microsoft Planner, allowing you to create and manage tasks within your SharePoint environment. You can assign tasks, set due dates, and track progress, all within a centralized location.

Cost of Waiting:?Inefficient task management can lead to missed deadlines and project delays. Using SharePoint for task management ensures that everyone knows their responsibilities and deadlines.

10.?External Sharing

Example:?Secure Guest Access

SharePoint allows you to securely share documents and collaborate with external partners, clients, and vendors. You can control access permissions and ensure that sensitive information is protected.

Cost of Waiting:?Without secure external sharing, collaboration with external stakeholders can be cumbersome and risky. SharePoint’s external sharing features streamline collaboration while maintaining security.

11.?Mobile Accessibility

Example:?SharePoint Mobile App

The SharePoint mobile app allows employees to access documents, collaborate, and stay informed on the go. Whether they are traveling or working remotely, the mobile app ensures that they have access to the same resources as they would in the office.

Cost of Waiting:?Limited mobile access can hinder productivity and responsiveness. The SharePoint mobile app ensures that your team can work efficiently from anywhere.

12.?Knowledge Management

Example:?Wikis and Knowledge Bases

SharePoint can be used to create wikis and knowledge bases where employees can share expertise, best practices, and solutions to common problems. This centralized knowledge repository can be invaluable for training new employees and ensuring consistency across the organization.

Cost of Waiting:?Without a centralized knowledge base, valuable information can be lost or siloed. SharePoint’s knowledge management features ensure that critical information is easily accessible to everyone.

13.?Project Management

Example:?Project Sites

SharePoint’s project sites provide a dedicated space for managing projects. You can track project milestones, assign tasks, share documents, and communicate with team members, all within a single platform.

Cost of Waiting:?Disorganized project management can lead to missed deadlines and budget overruns. SharePoint’s project management features help keep projects on track and within budget.

14.?Employee Onboarding

Example:?Onboarding Portals

Create an onboarding portal in SharePoint where new employees can access all the information they need to get started, including training materials, company policies, and contact information. This portal can also include automated workflows to guide new hires through the onboarding process.

Cost of Waiting:?A disjointed onboarding process can lead to confusion and decreased productivity for new hires. A SharePoint onboarding portal ensures a smooth and efficient onboarding experience.

15.?Event Management

Example:?Event Calendars and Registration

SharePoint can be used to manage company events, including creating event calendars, sending invitations, and tracking registrations. You can also use SharePoint forms to collect feedback after events.

Cost of Waiting:?Inefficient event management can lead to low attendance and poor engagement. SharePoint’s event management features streamline the process and ensure successful events.

Conclusion

By only using SharePoint as a document management system, you’re missing out on a wealth of features that can transform your business operations. From automated workflows and enhanced collaboration to business intelligence and robust security, SharePoint offers tools that can significantly boost productivity and efficiency. The cost of waiting is high—don’t let your organization fall behind. Start exploring and implementing SharePoint’s full capabilities today.

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