Streamline the way you communicate and share information within the organisation with Microsoft SharePoint. Pull together all your databases into one main hub for the entire business. Dial A Geek offers services for secure and efficient migration, as well as consultancy for optimising your SharePoint sites.
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What is Microsoft SharePoint?
SharePoint is an internal content and document management platform for businesses. Organisations large and small can use it to build an intranet for all their resources and documents. You can even use it to create databases with a virtually infinite number of files. Beyond its capacity as a digital archive, the platform also allows for collaborative resource editing.
What is SharePoint Online?
SharePoint Online is a cloud-based solution that typically comes bundled with Microsoft 365 plans. The infrastructure behind your sites, such as storage and functionalities, is provided and designed by Microsoft, as opposed to on-premise servers or in-house IT teams.
What are the Benefits of using SharePoint?
Accessible, Powerful Content Management Tools
There was a time when feature-rich sites would have taken considerable time to code and deploy. SharePoint makes hundreds of functions accessible to even the smallest business units. The platform also seamlessly integrates with popular Microsoft 365 programs like Word, Excel, and Microsoft Exchange Server, so companies already using these apps won’t have to make dramatic process changes when moving to SharePoint.
Quick Access to Exactly what you Need
By gathering all the data any employee may need, SharePoint offers instant accessibility from any compatible device. No more data silos and less time hopping around different platforms. Miscommunication between on-site and remote teams is minimised, because everyone’s looking at the same thing.
Intelligent Data Management
SharePoint is not just a static repository. It’s a smart platform that creates working websites based on your needs. Instead of merely a course list for skill development, HR departments can add a scheduling function to make signing up as easy as clicking a call-to-action button. Employees can manage their healthcare benefits from one dashboard. Marketers can get access to the latest brand materials, which can be shown alongside updated brand guidelines and articles on good design. The possibilities are limitless.
Data management and sharing are among the top challenges faced by remote workers.
Through SharePoint, company-wide announcements and updates can be easily cascaded through everyone’s feed. There’s also greater visibility into the changes made to each document, and a greater knowledge behind why the changes were made beyond disparate emails and chat messages.
Keys to successful SharePoint usage
Comprehensive User Training
As is with onboarding onto any new platform, you will need to train your users to get the most out of SharePoint. Businesses will also want to outline goals to keep functionalities from sprawling out of control–just because you can create a subsite, doesn’t mean you should. The best SharePoint site brings the user to where they need to be as fast as possible, and to be able to do that, businesses need a nuanced understanding of the goal of each page and the needs and daily routines of employees.
Clear Policies for Governance and Permissions
Small companies may get by without pages of rules for using SharePoint but for enterprises creating potentially hundreds of pages, your self-service portal can easily devolve into an ugly, incomprehensible mess without specific governance policies. You’re going to want to look at everything, including designating roles, setting navigation and template standards, and limiting allowed fonts and colours. Companies in the legal, government, or healthcare sector also need to set specific permissions to comply with regulations for handling sensitive employee or consumer data.
Microsoft Sharepoint FAQs
How many People can use SharePoint?
That will depend on your subscription plan. Users on Microsoft 365 Business Basic or Business Premium plans are limited to 300 users. Enterprise-level tiers (E1, E3, and E5) can accommodate up to 500,000 users on their SharePoint sites.
What is the Difference between SharePoint and Teams?
Microsoft Teams is a communications hub that uses SharePoint in the background. Every time you make a new Channel, a separate SharePoint site is created to act as a repository for the files shared between these chats. SharePoint is also rarely used for talking–it’s a resource library and site builder, not a social app like Teams.
What is the Difference between SharePoint and OneDrive?
OneDrive is a cloud-based system for file storage and sharing. SharePoint is a tool that can host your resources and build sites, wikis, and databases.
Is SharePoint Online better than Self-Hosted SharePoint?
That depends on what you need. SharePoint Online removes the cost of setting up and maintaining your own infrastructure, but at the expense of customisability–you can only work with a limited set of integrations and functionalities made by Microsoft. These are powerful in their own right and are probably enough for many small to medium businesses. Yet any large enterprise requiring customised capabilities and extensions, or security configurations, may be better off with locally hosting and managing SharePoint.