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How SharePoint Can Benefit Your Business? - Evolvous

Maximizing Productivity: How SharePoint Can Benefit Your Business

SharePoint provides numerous benefits for business operations, including improved collaboration, streamlined workflows, simplified document management, and increased efficiency. Its seamless integration with Microsoft 365 helps teams to easily manage their projects and tasks, making it an essential tool for any productive business. In this blog we will explain how SharePoint can benefit your business.  

Benefits of SharePoint for business operations  

SharePoint is a web-based collaborative platform designed for businesses to streamline and enhance their operations. It offers multiple benefits for businesses by providing a unified and centralized space for communication, collaboration, document management, and information sharing.   

One of the most significant benefits of SharePoint is its ability to improve communication among team members and departments. With SharePoint, team members can efficiently communicate and collaborate on projects in real-time. Additionally, the platform’s document management system allows for easy and secure sharing of files across the organization.   

Another advantage of SharePoint is its flexibility and scalability. The platform can be customized to meet the specific needs of businesses of all sizes and industries. Whether it is creating custom workflows or integrating with other tools and applications, SharePoint offers the necessary tools for businesses to optimize their operations.   

With SharePoint’s comprehensive security features and permissions management, businesses can rest assured that their confidential information is protected from unauthorized access or data breaches. Additionally, the platform’s built-in compliance features ensure that businesses comply with industry regulations and standards.   

Overall, SharePoint empowers businesses to operate more efficiently and effectively by enhancing communication, collaboration, and productivity. Its customizable and flexible nature, coupled with its comprehensive security and compliance features, makes it an excellent choice for businesses seeking to optimize their operations.  

Increased Collaboration

SharePoint is a powerful platform that has revolutionized the way organizations collaborate and share information. The platform offers a wide range of features that make it easy for team members to easily collaborate on files, track projects, and manage tasks.  

One of the key benefits of using SharePoint for collaboration is that it allows teams to work on the same document at the same time, regardless of their location. This real-time collaboration helps to reduce the need for endless email threads and cumbersome document versions. Additionally, SharePoint has security and permission controls that give managers control over sensitive data and ensure that the right people have access to the information they need.  

Another feature that enhances collaboration in SharePoint is the capability to set up team sites. Team sites provide a centralized location where team members can share ideas, goals, and important documents. This promotes a sense of ownership and belonging, which in turn leads to increased collaboration and participation.  

Overall, SharePoint has become an essential tool for organizations to promote collaboration and streamline processes. By using SharePoint, teams can work more efficiently, share knowledge more effectively, and produce better results.  

Enhanced Communication  

One way to use SharePoint to improve communication is by creating a central hub for team members to access important documents, schedules, and project information. This can reduce the need for constant emails and updates and ensure everyone is working on the same information.   

SharePoint can also be used to create workflows and automate tasks, such as sending notifications when a document is updated, or a deadline is approaching. This can help teams stay on track and prevent important tasks from slipping through the cracks. In addition, SharePoint allows for easy collaboration on documents, with version control and permissions management to ensure everyone is working on the most up-to-date version of a file.   

By leveraging the communication-enhancing capabilities of SharePoint, your organization can improve collaboration, productivity, and achieve better results.  

Efficient SharePoint Document Management  

Efficient document management is critical to the success of any organization, and SharePoint is one of the most versatile tools available for managing documents. However, if SharePoint is not set up and used correctly, it can quickly become a cumbersome and inefficient system.   

To ensure efficient document management in SharePoint, there are several best practices that organizations should follow. First, it is essential to establish clear guidelines for document creation, revision, approval, and deletion. This will help ensure that documents are correctly classified, organized, and maintained.   

Secondly, organizations must design a logical and intuitive folder structure in SharePoint to help users easily locate and access documents. Thirdly, document libraries should be configured to enforce permissions, versioning, and auditing policies, ensuring document security and compliance.   

Finally, organizations should leverage SharePoint’s advanced functionalities, such as workflows, to automate document management processes and save time and resources. By following these best practices, organizations can efficiently manage their documents in SharePoint, resulting in increased productivity, streamlined operations, and better collaboration.  

Improved Reporting and Analytics  

With the ever-increasing volume of data being generated by businesses today, the need for effective reporting and analytics has become more critical than ever before. One of the most popular tools used by organizations to improve their reporting and analytics capabilities is SharePoint.   

SharePoint enables businesses to create powerful dashboards and reports that allow them to gain insights into their operations, identify trends and patterns, and make better-informed decisions. By leveraging the powerful reporting and analytics features of SharePoint, businesses can create customized reports and dashboards that are tailored to their specific needs.   

With a range of data visualization options, including charts, graphs, and other interactive tools, businesses can analyze their data in real-time and gain a deeper understanding of their operations and customers. In addition to its reporting and analytics capabilities, SharePoint also offers advanced features that allow businesses to automate their data management processes, from data collection to analysis and reporting.   

This helps to reduce the time and effort required to generate insights and enables businesses to make more data-driven decisions. Overall, SharePoint offers a powerful way for businesses to improve their reporting and analytics capabilities and gain deeper insights into their operations and customers. With its advanced features and customizable options, SharePoint enables organizations to stay ahead of the curve and make more informed decisions based on data.  

Increased Security and Compliance  

Security of your sensitive data is critical, given the abundance of security threats that your data is exposed to. SharePoint uses robust security features to protect your business data.  

For starters, SharePoint allows you to control access to documents and resources, based on their user roles and permissions. This means that not every document would be accessible to everybody. A particular document will only be accessible to the people who have permission to do so. You can also set up fine-grained access controls, allowing you to control who can view, edit or delete specific files or folders.  

When different users are working on the same document at the same time, it is important to keep track of the changes. SharePoint comes with versioning capabilities, which helps you to maintain a complete history of the document changes. You can identify which user made what changes and even restore previous versions.  

Compliance is another major issue when it comes to data storage. As a business, you need to make sure that you comply with the data protection laws that apply to your industry and the geography that you operate in. It comes with features like data retention policies, eDiscovery, and legal holds. You can define policies to automatically retain or delete documents based on specific rules. With eDiscovery you can search and retrieve relevant documents during legal proceedings. On the other hand, legal hold prevents deletion of documents that may be subject to legal requirements. 

How to Implement SharePoint for Your Business 

Implementing SharePoint for your business typically involves several steps. While the specific process may vary depending on your organization’s requirements, here are three general steps to consider: 

Planning and Analysis:

Planning is the first stage of the process. You will need to have a detailed discussion with all your stakeholders to ensure that you build a strategy that aligns with your goals.

  1. Identify your business objectives!

    Determine the specific goals and objectives you want to achieve by implementing SharePoint. This could include improving collaboration, document management, workflow automation, or creating a centralized knowledge repository.

  2. Assess your requirements:

    Conduct a thorough analysis of your organization’s needs and processes. Identify the key areas where SharePoint can provide value and determine the features and functionalities required to meet those needs.

  3. Define the scope:

    Based on the identified objectives and requirements, define the scope of your SharePoint implementation. Decide which features and functionalities you will prioritize, consider the budget and timeline, and identify any potential risks or challenges.

  4. Create an implementation plan:


    Develop a detailed plan outlining the steps, resources, and timeline required for the implementation. This plan should include tasks such as infrastructure setup, user training, migration of existing data, and customization if necessary.

Configuration and Deployment: 

Now, you will have to configure and deploy the SharePoint environment. Here are the things that you should do.

  1. Infrastructure setup:

    Set up the necessary hardware and software infrastructure to host SharePoint. This may involve installing and configuring servers, databases, and network components. You can choose to host SharePoint on-premises or use SharePoint Online as part of Microsoft 365.

  2. SharePoint configuration:


    Configure SharePoint according to your requirements. This involves setting up sites, libraries, lists, permissions, workflows, and other components. Customize the look and feel of SharePoint to align with your organization’s branding and usability preferences.

  3. Data migration

    If you have existing data stored in other systems or file shares, plan and execute a data migration strategy to transfer the data to SharePoint. This may involve mapping the data structure, cleaning up and organizing data, and performing the actual migration using SharePoint migration tools or manual methods.

  4. User training and adoption

    Provide comprehensive training to users on how to use SharePoint effectively. Encourage user adoption by highlighting the benefits and capabilities of SharePoint, conducting workshops or demos, and providing ongoing support and guidance.

Governance and Maintenance:

For standardized operation, it is important that you establish a governance policies and maintenance programs. Here are the actions that need to be executed.

  1. Establish governance policies:

    Define governance policies and guidelines to ensure the proper use, security, and management of SharePoint. This includes policies for user permissions, content management, version control, and compliance.

  2. Monitor and maintain SharePoint:

    Regularly monitor the performance, availability, and security of your SharePoint environment. Apply updates, patches, and security fixes as necessary. Continuously review and optimize the SharePoint configuration based on user feedback and evolving business needs.

  3. User support and feedback

    Provide ongoing support to users and address any issues or questions they may have. Encourage user feedback and suggestions for improvements to enhance the SharePoint experience and drive user adoption.

  4. Continuous improvement

    Regularly assess the effectiveness of SharePoint in meeting your business objectives. Identify areas for improvement and enhancement. Explore new features and capabilities offered by SharePoint and incorporate them into your implementation to further optimize business processes.

SharePoint Best Practices – Tips You Should Follow 

Here are five best practices for SharePoint that can help you optimize your usage and get the most out of the platform: 

Plan and structure your site: Before you start building your SharePoint site, take the time to plan its structure and organization. Consider the information architecture, document libraries, lists, and site hierarchy. A well-thought-out structure will make it easier for users to navigate, find content, and collaborate effectively. 

Define permissions and security: SharePoint offers robust security features that allow you to control access to your content. Take the time to define and manage permissions at the appropriate levels. Regularly review and update permissions to ensure that users have the necessary access without compromising security. 

Use metadata and tags effectively: SharePoint allows you to add metadata to your documents and items, making it easier to categorize and search for content. Leverage metadata and tags to enhance the findability and discoverability of your files. Create consistent and meaningful metadata fields and encourage users to fill them out consistently to improve search results and document management. 

Encourage collaboration and version control: SharePoint is a powerful collaboration platform. Promote collaboration by enabling features such as document co-authoring, version control, and check-in/check-out. This ensures that multiple users can work together on documents without overwriting each other’s changes, and it helps track document history and revisions. 

Train and engage users: SharePoint can be a complex platform, so it’s crucial to provide training and support to your users. Offer comprehensive training materials, conduct workshops or webinars, and encourage users to explore and learn about the features and capabilities of SharePoint. Regularly communicate with your users, share best practices, and encourage adoption to maximize the platform’s value. 

Conclusion: 

SharePoint can have a range of tremendous benefits for your business if you implement it in the right way. It is advisable to get a trusted consultant like Evolvous on board. Evolvous is a certified Microsoft Gold Partner, offering complete support to setup, deploy and maintain your SharePoint environment and utilize its potential to the maximum. Contact us today and discover how our customized SharePoint solutions can help your business. 

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