3 factors to consider for businesses using SharePoint

While SharePoint can be a godsend for many small businesses, lots of CEO’s and managing directors don’t fully understand it or put it to best use. Instead of using SharePoint to solve organisational headaches, many businesses are still relying on a spider web-style trail of spreadsheets and emails.

SharePoint can help manage the workflow of a variety of departments, but the ones where it can be most effective are often the ones whose staff cannot grasp the system and struggle with the technicalities. It’s worth making finding a solution for these people a priority, as without clear aims and focus any investment in SharePoint can be a wasted effort.

1.      Identify the problem

Even though it’s incredibly versatile, SharePoint isn’t an omnipotent fix for an entire office’s problems. Instead, it should be used to create solutions for specific areas that need improvement. As a first step to getting the most from SharePoint, a business must identify areas that have problems worth solving.

For projects, SharePoint should be used on areas that offer the biggest ROI and those that would benefit from automation. Look to implement the system in areas like:

• Project Management – collecting, collating and managing important documents such as project files or business notes. SharePoint excels at hosting and organising key documents.
• Finance – SharePoint is a great tool for managing expenses and other claim forms.
• Teamwork – For businesses, SharePoint can be used to create a shared workspace that helps maintain consistency, is easy to access and use and improves the experience for both staff and customers.
• Compliance – Workflow and document version control within SharePoint ensure that people adhere to procedures and best practices.

 2.      Plan the system before implementing

Due to the vast array of uses and applications SharePoint facilitates, it’s important to have a clear idea of what you’d like from it before you try to set it up. Make a sketch of the workflow, following the steps, gateways, data and documents as you go. There should be no guesswork in what you want from SharePoint.

Another key tip is looking at existing systems and repurposing them. If you’re trying to design a solution for handling customer enquiries or complaints, you could look at a system that is designed to manage non-conformity in manufacturing and find that the systems share 99% of the same DNA.

3.      Work with an experienced partner

Businesses that try to implement SharePoint without proper knowledge bring themselves headaches. It can also cause problems when they bring in actual SharePoint experts, who inevitably end up having to start from scratch rather than tackle poorly put together set-ups.

From the beginning, businesses should seek to work with a specialist SharePoint partner. Someone with experience of the system can work alongside company employees to build the perfect set-up. This eliminates the margin for error and ends up being both cost and time effective.

As we all know, SharePoint is designed to help businesses but can be extremely confusing for the uninitiated. If you work within a business or work with SharePoint and know some businesses that are floundering with the system, send them this article so they can have a read.

Properly implemented, SharePoint helps manage tasks and keep things running smoothly. A poor set-up can ruin the experience and cause users to curse the system. Make sure you take advantage of these tips and build the correct SharePoint solution.

 

 

 

by Tony Hughes via Everyone's Blog Posts - SharePoint Community