Fostering team collaboration is essential to any business. Often collaborative efforts boost workplace productivity, spur innovative ideas for new services or products, and create the best possible deliverables for clients. It’s a win-win-win situation, and as a business leader, something you want to create an effective environment for.
Team collaboration can be complex- especially in a remote work environment. Effective collaboration requires the help of technology tools and appropriate training. Microsoft 365 has been continually updated with communication and collaboration in mind by leveraging cloud computing. SharePoint is at the center of Microsoft 365’s collaboration abilities. For our own organization, SharePoint has been integral to maintaining collaboration and efficiency while our workforce is dispersed and working from home.
5 Benefits of SharePoint
Microsoft SharePoint creates a virtual workspace where teams can store files, collaborate, and complete tasks. One truth to running a successful business is that the communication tools in place need to be ones that people can actually use.
To illustrate some of the benefits of SharePoint in a modern setting, here are five ways the application can help teams collaborate.
1. Make anywhere your office.
Once an instance is created, SharePoint becomes the central virtual location where team members can store all their necessary files and information they need for their work. Not only are shared documents stored there, but team members can chat, video conference with Teams, set up and complete tasks, and compare calendars. Having everything they need in a centralized and accessible location allows your team to work from anywhere.
2. Never worry about having an outdated document again.
SharePoint storage uses the same synchronization protocols as Microsoft OneDrive, so every document, and every edit of a document, is saved instantaneously and continuously to the cloud. From there, the updated version is synced to all devices connected to the network, keeping every team member up to date at all times.
SharePoint documents also allow more than one team member to access, edit and annotate a document simultaneously. A helpful tip: SharePoint records document history, allowing you to quickly review edits anyone else has made to the document and restore an earlier version if needed.
3. Give access only to those who need it.
One of the primary features of Microsoft SharePoint is its built-in security. Only authorized members can access their designated SharePoint site’s documents. This gives employees the access to what they need, without putting other team’s files at risk.
4. Save your money by utilizing what you already have.
One of the best things about SharePoint is that you are likely already paying for it. If you have Microsoft 365, SharePoint comes included in your subscription. Another bonus- it seamlessly integrates with your other Microsoft 365 apps like Outlook and Teams- increasing your team’s file accessibility and ability to collaborate.
5. Customize SharePoint to fit your business exactly.
You can keep the default online SharePoint features and benefits, or you can work with an IT provider like ourselves to leverage unique tools and integrations to tailor SharePoint to your business needs and increase efficiency.
Making the Switch To SharePoint
With a workforce operating in a mobile environment, companies need to invest in solutions that make working from anywhere as easy as possible- but with tools, you only get out what you put in.
To ensure the success of a SharePoint (or any tool) implementation, you need to take the time to learn what your team needs, gather their feedback, configure the tool accordingly, and offer multiple opportunities for your employees to complete trainings to learn the tool.
One of the most common mistakes we see is poor organizational planning that leads to confusion and an unwillingness from employees to use the tool. With SharePoint specifically, we recommended spending a lot of time solidifying your group and team organization before launching. Start small- you can always add more folders or channels later.
Additionally, secure configuration of SharePoint is an area where we would strongly recommend that you work with an expert partner to make sure that users, files, and folders are set up with exactly the permissions that are appropriate. SharePoint defaults to more openness than we are comfortable recommending for most businesses.
Are you interested in setting up SharePoint or optimizing your M365 platform? As Microsoft Partners, we know Microsoft 365 inside and out and would be happy to help guide you through it. You can book an introductory call with us via the link below.
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