Microsoft SharePoint has earned its reputation as a multi-purpose, configurable platform for organizational data management. While some organizations may use SharePoint as an information repository, others might use it for knowledge management.
Most organizations currently using SharePoint do so because of its undeniable value as an intranet. More dynamic setups also extend their intranets to create carefully managed extranets on SharePoint.
This blog will list about 5 proven ways Microsoft 365 and SharePoint can benefit your organization without breaking the bank!
An intranet is an organization-wide network where employees can interact, collaborate, and communicate information to perform tasks. SharePoint offers many features that are suitable to an intranet setup, making it an ideal option. The SharePoint homepage offers a direct link to all the internal services and actions set in place by the organization.
It also hosts libraries to manage content and search capabilities that make it easy to navigate. It has extensive sharing capabilities to keep the information flowing and pairs with a mobile app so users can work on the go.
Along with an in-built hierarchy section, organizations can use SharePoint to design workflows and assign duties. The work-related features are complemented with social options to create an interactive environment for the employees.
Extranets expand on intranet infrastructure for organizations that require frequent interactions with third parties, such as B2B matters or online marketplaces. They allow users to sign into your organization’s intranet while restricting access to sensitive information.
It enables extranets by giving the organization administrative authority to create a user-friendly interface for the third party while lowering the risk of a breach. By extending the intranet into a website that other users can also access, SharePoint Online makes the management of internal and external user experiences much easier.
Document Management System
Every organization needs a central repository that users can access to store and retrieve information as required. A Document Management System (DMS) is critical to the smooth flow of operations. It facilitates employees in navigating internal documents while safeguarding them from data breaches. SharePoint licenses host one TB (Terabyte) of data with an additional four TB of storage for each content database.
The platform is perfectly suited to act as a DMS, as it offers user-friendly indexing paired with metadata fields to make documents easy to locate. It supports a wide variety of file types, so multiple kinds of organizations can perform their tasks hassle-free.
SharePoint implements multiple layers of security to maintain the integrity of the documents. It also has versioning capabilities to audit documents conveniently. As with SharePoint for intranets, a DMS run on SharePoint offers impressive search capabilities, which is a crucial feature for a top-rated DMS.
Knowledge Management System
A Knowledge Management System (KMS) is different from the above-mentioned DMS. Its primary purpose is to assist users in resolving specific queries and providing precise information rather than entire libraries of documents. A KMS helps users perform their tasks, especially ones that require tacit knowledge.
SharePoint’s inbuilt capabilities allow users to navigate the available information in the form of FAQs and Wiki pages. This empowers users to instantaneously access the guides and address internal or external queries. The added benefit of having SharePoint as a KMS is that it works cohesively with an intranet managed, thereby also reducing the hassle of managing separate platforms for these Sharepoint functionalities.
Workflow Management System
Microsoft has designed SharePoint with process management in mind. Therefore, it serves as a natural Workflow Management System that organizations can use to streamline and audit their performance.
Several pre-built workflows exist within SharePoint for basic tasks such as approvals and reviews. Organizations can also build custom workflows that help them plan and execute their tasks. Added capabilities for monitoring the productivity of the workflows are also possible. SharePoint also offers an appreciable level of process automation, which is necessary for modern operations to run punctually and efficiently.
Conclusion
These examples of SharePoint’s versatility as a platform highlight its utility in any modern organization. However, while SharePoint can be a “Jack of all trades,” it is important not to perceive it as a “Swiss Army Knife.” Using SharePoint to perform multiple critical functions within an organization is not ideal, as the site infrastructure is not built to handle such use. It is better to specialize SharePoint or use it in moderation for all the stock uses it offers.