How can SharePoint Help My Business? Let us show you 11 Benefits of SharePoint Online
As your business grows, so does the need for higher capacity and more efficient systems. When your business outgrows your earlier file management systems, it can be a struggle to find a solution.
You are not only looking for efficiency and increased capacity but secure options too. Fortunately, with SharePoint, that no longer needs to be a challenge. In one package, you have all these features and many more that will positively impact your business operations.
What is SharePoint?
SharePoint is a Microsoft product that serves as a form of a social network within the organization. In this intranet, employees can share files through uploads or just web links. It also has a newsfeeds feature that management can use to share important messages across the organization or particular departments.
The most popular version of this software is SharePoint Online, and it comes as part of the Microsoft 365 package. It is based on the cloud and offers a storage capacity of 1TB. If you prefer data storage on servers within your premises or closer to your location, then you can use SharePoint Server.
SharePoint is a versatile and flexible file management solution working best for both small and large companies. SharePoint can help your business in the following ways;
1. It is easy to use and tailor to your needs
Your employees will get the hang of the system in a short time. No extra IT skills are needed to get around the system. Better yet, your staff can set the pages to suit their requirements. For instance, rather than using a uniform setup, they can each change the dashboard to match their workflow. The easy-to-use interface also aids them in personalizing their pages.
2. You can control access to different information
You do not have to worry about everyone having access to sensitive information. SharePoint comes with options for controlling access to various data depending on employee roles. The access control can be set up at the beginning or as the need arise. Only people with the right credentials can access the files. Those without credentials will also not be able to search for the documents.
3. It will help you meet compliance regulations
Currently, there are several global standards for the handling and storage of personal data. In several sectors, businesses must comply with these standards to gain entry into the market. SharePoint has sufficient protocols to maintain personal data on a need-to-know basis and also a secure level.
You can also set data to expire at a certain data in compliance with the regulations so that personal data is not stored longer than necessary.
4. It can host external users securely
SharePoint can also cater for external users without compromising the security of the main network. Should your business need external users to access certain files and documents, a page can be created and curated to only access this information. The same applies to job applicants. They can access an application page online, and from this page, HR can use it to get information from them without granting them access to the main system.
5. Efficient communication
SharePoint provides an easy-to-access and use internal hub where staff communication can be shared. The newsfeed page helps keep staff updated on new policies, changes in the business, and announcements. Staff will receive notifications so as not to miss them. The homepage allows for clear and timely communication across the organization, which prevents confusion.
6. SharePoint is compatible with multiple devices
SharePoint allows you to enjoy the convenience of different devices since it can be used on all of them. You and your employees can use it on multiple devices, so you are not limited to the workstation. It also means your employees can access and share information even at home or while on the go.
The security of the network and data therein remains since employees must use their credentials regardless of the device. Regardless of the device one is using, you will still enjoy the full features of SharePoint.
7. It streamlines daily operations
SharePoint’s entire system increases efficiency in your daily operations since it is easy to use than many other file management systems. A user-friendly interface means the employees do not have to spend time daily setting things up or going through winding processes to perform duties on the platform.
The only time you will experience a small inconvenience is during the setup period, where the staff may temporarily deal with a higher workload.
8. It supports real-time editing
SharePoint is an excellent collaboration tool. It allows multiple users to edit one shared document in real-time. There is no need for several versions of the same document, which makes it hard to keep up with everyone’s contribution. by supporting real-time editing, remote employees and their office counterparts can collaborate on projects as if they were on the same desk.
You can also track all changes on the document and access the previous version of the document. The last function allows you to get back portions that may be deleted accidentally.
9. Customizable notifications
When collaborating on a document, you do not have to keep emailing each other when you make changes. SharePoint saves you the time you would have spent doing this by making the process automated. It will send you notifications whenever a change has been made. Should the notifications prove to many, you can customize the frequency settings to suit your preference.
10. Eases the authorisation process
Most of the time, company operations can stop or pause because of delayed authorization from higher offices. By streamlining communication and providing a straightforward communication platform, such delays disappear. You also prevent creating unnecessary paper clutter.
11. It has video hosting capabilities
SharePoint comes with video hosting capabilities that complement the instant messaging function. You can use this resource to host training videos for your company without uploading them to other platforms like Vimeo or YouTube first. Doing this allows your employees to access the videos at their convenient time and prevents sharing sensitive information on public platforms.
12. It integrates well with other apps
SharePoint is designed to work well with other apps, especially those within the Microsoft ecosystem. These apps include Outlook, PowerApps, and Calendar. This provides a convenient work environment, and you do not have to leave one app to use the other. This feature further enhances the seamless operations and allows one to work for a central place but with access to multiple resources.
We hope that this blog has enabled you to see the benefits of SharePoint to your business.
If you like the sound of the ‘hands-off’ experience and having your IT and Cybersecurity taken care of by highly trained professionals, we would love to hear from you. Call our friendly team of experts on 0345 314 2001 for a relaxed chat about how we can make all this happen for you. Our team is ready and waiting to help in any way they can.
You can also find us at www.teckgenius.co.uk, where you’ll discover our full range of services that help you leverage the power of technology whilst enjoying the cost-savings that it brings. Alternatively, please contact us here