Fiona Frost | Business Development Manager at claireLOGIC
Cloud based document management solutions like SharePoint provide centralised access to documents, schedules, project plans, and tools to communicate with other team members. SharePoint however, offers all of these features, and more, particularly when used in combination with Office 365.
SharePoint allows you to share and manage content, knowledge, and applications to empower teamwork, quickly find information, and seamlessly collaborate across the organisation.
Users primarily interact with SharePoint using a web browser. From here, they can interact with all the different elements found within SharePoint.
SharePoint empowers teamwork with dynamic and productive team sites (like mini web sites) for each department or project within your business. You can share files, data, news, and resources. You can customise your site to represent the look and feel of your business and streamline your team’s work by organising data how you want it to be structured. You teams can securely collaborate inside and outside of your business, using PCs, Macs, and mobile devices.
The significance of this functionality is that it allows your business to organise documents and files in a structured format with the ability to manage version control. SharePoint is ideal for businesses who want a more structured approach to organising their files and folders or need to manage projects in line with their company process or perhaps for compliance reasons.
Perhaps one of the most powerful features of a document library is its content management with version control. While working on a document that is in a document library, other users can edit it at the same (referred to as co-authoring). If you wish, you can check out a file to ensure that you are the only one that can edit and work with the file until it is checked back in. You can also track versions of files so that you can revert back to a previous version after it has been edited.
SharePoint is also an ideal tool for building an internal company intranet (internal website). You can improve organisational efficiency by sharing common resources and applications on home sites and portals. Sites can be easily built and designed how you need it to look to get the information across to your teams. This level of personalisation is combined with the ability to securely integrate access to company files and data related to those pages or stories, such as projects or departmental analysis.
SharePoint can be used in combination with Power Flow. Both applications are included with popular Microsoft 365 subscriptions. From simple tasks like notifications and approvals to complex operational workflows, SharePoint can help. With SharePoint lists and libraries, Microsoft Flow, and PowerApps, you can create rich digital experiences with forms, workflows, and custom apps for every device.
SharePoint lists collect data—just like you might in Excel—and are easy to share and manage on an intranet. More than ten million custom lists are in use across Office 365—from simple lists like contacts and tasks to lists that power mission-critical business operations for large enterprises.
You can automate tasks for you and your team to improve your organisational processes. Use the simple, visual designer in Power Automate to lay out the steps. You can do everything in Power Automate from configuring alerts and approvals to modelling complex, multistage processes.
SharePoint’s biggest strength is that it’s the central hub of your Office 365 set-up – linking projects, documents and schedules seamlessly. Used in conjunction with Microsoft Teams ensures that your structured document solution, together with any processes, is accessible to use and share whilst using Microsoft Teams and collaborating with other team members.
To streamline your business content with this essential productivity tool all you need is an Office 365 subscription. The most popular plans include SharePoint at no additional Cost. Speak to us at clareLOGIC for help and advice on which version you will need, and how to get setup to start using SharePoint.
Once you are running in Office 365, don’t forget that an independent backup solution is required. Get a price for a backup solution using our pricing calculator.