Modern SharePoint significantly boosts productivity by streamlining document management, enhancing communication, and offering powerful integration with Microsoft 365. It enables users to work more efficiently with easy access to the tools and information they need. SharePoint sites can be used to store, organize, and share documents, while SharePoint Teams removes barriers for remote teams.
SharePoint Online offers cloud-based shared storage with SharePoint Online, eliminating the need for duplicate files and ensuring that multiple versions of the same documents are securely stored. SharePoint also provides various tools such as wikis, blogs, calendars, content management systems, and project management systems, allowing employees to collaborate on projects and share information.
One way SharePoint helps in organizational productivity is by promoting collaboration on tasks and projects. SharePoint sites can create and manage project workspaces, where team members can collaborate on tasks. Team leaders can grant permissions for collaboration on tasks, and SharePoint Online promotes collaboration by allowing employees to work together in real-time on documents, spreadsheets, and presentations.
The app allows users to access files, collaborate on the go, and receive crucial notifications, ensuring productivity even when away from their desk. However, disruptions can affect productivity, as users must navigate search results to find the information they need. Regularly reviewing and optimizing customizations can ensure that SharePoint performance remains high.
In conclusion, SharePoint is a widely used enterprise-level platform that enhances productivity by streamlining document management, enhancing communication, and integrating with Microsoft 365.
📹 The One MISTAKE Everyone is Making with SharePoint
When you move your documents to SharePoint, you can either create multiple SharePoint sites or move all of your data inside one …
How does workspace affect productivity?
A cluttered, noisy, or uncomfortable workspace can lead to decreased productivity and motivation, increased stress and burnout rates, and decreased job satisfaction. Poor lighting, excessive noise, and lack of privacy can contribute to a stressful work environment, resulting in increased absenteeism and turnover. Employees may seek employment elsewhere or call in sick more frequently to escape a toxic workplace.
What are the benefits of working with SharePoint?
Microsoft SharePoint is a web-based content management system (CMS) that enhances collaboration, content management, and remote work efforts. It allows users to quickly find and collaborate on content, improves communication, supports remote work, offers scalability, integrates with generative AI, protects sensitive information, and offers a familiar interface. SharePoint can be purchased with a Microsoft 365 subscription or as an on-premises system, offering workflow automation, document management, and compliance features to streamline operations. Its seven benefits make it an ideal choice for organizations looking to enhance collaboration, content management, and remote work efforts.
What are five strengths of using Microsoft SharePoint?
Microsoft SharePoint is a web-based application that offers multi-purpose functionality, centralized administration, customization, document management, collaboration, site consolidation, integration with existing apps, enhanced security, and ease of use and design assistance. With over 75 Fortune 500 companies using it, it offers a similar user interface to Office 365 and is known for its ease of use and great user experience. SharePoint can streamline business processes, reduce costs, encourage information sharing, transparency, and collaboration, and provide numerous benefits for users, developers, and designers.
Why not to use SharePoint for intranet?
SharePoint has limited customization options, making it difficult for businesses to create an intranet that reflects their culture and meets their needs. The platform’s predefined templates and functionalities may not align with unique processes and workflows, stifling the ability to create an intranet that truly reflects the company’s culture. SharePoint can be expensive to implement, with high licensing costs and resource requirements. Companies often need to hire SharePoint experts for setup, management, and troubleshooting, which adds to the overall cost.
Internal IT staff may also be burdened with this tedious process, taking away from their daily tasks. Additionally, SharePoint does not always integrate well with non-Microsoft products, leading to inefficiencies and disjointed user experiences.
What is the main purpose of SharePoint?
Microsoft SharePoint is a secure platform used by organizations to create websites, allowing secure storage, organization, sharing, and accessing information from any device. It requires a web browser like Microsoft Edge, Internet Explorer, Chrome, or Firefox. The latest version of SharePoint is available for SharePoint and SharePoint Server 2019. SharePoint can refer to various products or technologies.
When to not use SharePoint?
SharePoint is a powerful platform used by many organizations for various business problems due to its complexity, time and money investment, lack of cloud optimization, and high costs. Many clients are seeking alternatives to SharePoint, as it is the number one intranet software and about half of all intranets are built on it. This is due to its high cost, lack of cloud optimization, and high adoption rate.
When not to use SharePoint?
As reported by Computerworld, SharePoint is a cloud-hosted intranet with constrained and costly customization options. The software is not an optimal choice for those seeking a cloud-hosted intranet. The total cost of ownership can be considerable, with additional costs such as hosting, maintenance, and support. In light of these considerations, SharePoint is not a recommended option for cloud-hosted intranets.
What are the disadvantages of using SharePoint?
SharePoint is a popular document management and collaboration system, but it has several drawbacks, including complicated setup and maintenance, high licensing and hosting costs, employee training requirements, poor search capabilities, SharePoint’s tendency to become messy, and slow adaptation. While SharePoint offers benefits such as collaboration, communication, and productivity, it is important to consider the potential long-term costs and benefits before making a decision. While Microsoft offers numerous benefits, it is crucial to weigh the potential drawbacks and determine if SharePoint is the right choice for your company’s document management needs.
Can SharePoint be used as a quality management system?
Effective data quality relies on efficient metadata management, which provides definitions and documentation for proper data consumption across the organization. SharePoint helps track and manage metadata within the document library, keeping information up-to-date. Customized SharePoint workflows can automate user notifications, ensuring relevant information is communicated to relevant users. SharePoint also enables effective internal communication, as the complexity of communication has increased with the rise of digital transformation.
It plays a key role in building dedicated communication sites and leveraging communication channels like Microsoft Teams, Yammer, and Outlook email within the SharePoint intranet. BizPortals 365 offers next-gen SharePoint Quality Management Solutions, allowing businesses to move from conventional Excel spreadsheets and offline files to SharePoint, providing better control of data, greater visibility, and enhanced workflow capabilities for efficient business process management.
What are the four factors affecting productivity?
Productivity is crucial for success in various aspects of life, including school, work, and personal life. It relies on four main factors: the right tools, physical health, workload optimization, and a productive environment. Luxafor, a leading productivity gadget company, offers a range of tools designed to enhance focus, improve communication, and streamline workflows in both personal and professional settings. Despite the challenges, productivity can be restored through various reasons, making it an essential aspect of success. Ultimately, nothing is impossible in terms of productivity.
How does SharePoint improve productivity?
SharePoint enhances workplace productivity by promoting seamless collaboration on tasks, allowing team leaders to grant different access permissions and employees to work together on files from anywhere and on any device. Its co-authoring function allows multiple people to work on a document while chatting within the same document. SharePoint also seamlessly integrates with other Microsoft Office products, facilitating streamlined collaboration.
Project management is made easier with a centralized location for information and records, and its own lists feature allows for the creation of tasks for various project processes, resulting in faster work.
📹 How to Improve Usability and Drive Productivity in SharePoint/Office 365 with Wendy Neal
Beneficial in helping the users leverage SharePoint through analytics uh can also measure productivity so a great example of this …
You’re absolutely right! I do this always when migrating file servers to SharePoint. One or more sites per department depending on size or for larger orgs a region/department setup. I also am a Trams advocate and often recommend adding teams from the get go for the SP sites of appropriate. Sensitive sites I usually turn off external sharing for but keeping it in for less sensitive data such as marketing where you want to share externally. Also for collaborations I do prefer shared websites in teams for two main reasons. Security since the shared website in fact is a separate site, and ease of use not having to switch orgs in teams to collaborate. But it requires an admin setting for B2B sharing to be set for it to work.
External share never worked for me. I’m a third party consultant NOT from the companies, and they insist on throwing sharepoint links at me so that i could download archives from there. Bulk download just doesn’t work from web browser (always ends up with a txt error log). Adding a folder in the explorer (via internet explorer, tweaking “trusted sites settings, etc.) doesnt work too due to library check-ins mess, and filepath characters limitation – half of the files not shown. I don’t have any buttons to sync the folder with my 365 account. Am i missing something? I end up spending 2-3 days downloading 100 GBs of pdfs manually.
What I would love to see is a “So your organisation has set it up making that fundamental error… here is how to effectively retrofit in that environment” – that is where I am at right now, and all the info I find simply gives reasons not to start that way. The reality is that it happens, and the best training would be on getting the most of a poor environment.
Great article Jonathan, thank you. What software or utilities do you recommend to manage sharepoint online (M365) permissions? Currently I am setting permissions using the web browser which is a total nightmare. I quickly realized that SP permission are much harder to implement that using file explorer on NTFS volumes. Also noticed that if you delete a M365 user from the admin centre it doesn’t remove it automatically from sharepoint groups.
Morning Jonathan I want to ask 2 things totally off the topic. Hope you can assist. Can I color folders without downloading software. We have 3 salespeople and on sharepoint I need to know which client belongs to which salesperson. Second question. Are there any way how I can automatically save emails to specific folders on sharepoint?
I struggle with clients who want to treat SharePoint like a network drive. Dump all content into a single document library in a single site. Sync that document library and, hey presto, you have recreated the old network drive! Except Microsoft places processing restrictions on a library that has over 100,000 items.
Here’s where I’m struggling. I want each department to OWN their business data, but I also need different departments to collaborate where responsibilities overlap like a Venn Diagram. Further, I want to add meta-data that specifies the Vendor, or the Item, or the Customer that’s associated with various records or documents, but SharePoint doesn’t allow me to maintain a single Vendor List in a Vendor Management Site and link it to AP Invoices in the Accounting Site and Contracts in the Legal Site. I either have to put everything in one site where it has access to the Master Lists, or I have create redundant Master Lists wherever they are needed. How do you square the circle of maintaining separation of concerns while still facilitating collaboration? Do PowerApps offer solutions that bridge the gap? Teams?
Did you listen to me speak somewhere? I always tell people that libraries are like lockable filing cabinets. That is where I advise breaking permission. I also advise against using Documents for a folder structure if it is a Teams site because it gets junked up with attachments from Planner and Teams discussions.
Hi Jonathn. I found i have to removethe site groups because the default group lets anyone see the file in the sun folders. is the is standard. I then had to have 5 main folders and usually one more secure, I then provide secuirity groups to separate the two types of folder to restrict certain staff from management type folder. Is this correct. This makes the original three three levels of site groups redundant. eg zThe site veiw group can see all folders regardlees of security. The issue is then staff dont see the site in search becuase i am not using site level groups?!!!
Great article as always! 🙂 Do you have any upcoming articles, for example, on best practices regarding Compliance, Information Protection, Data Lifecycle Management, and similar topics in SharePoint? I have watched your other articles as well, but I’m particularly interested in best practices related to data security in this area! 🙂