As far a strategic workflows go within the corporate world, SharePoint is arguably one of the best productivity tools. It’s a platform that provides businesses and teams with opportunities to thrive.
SharePoint grants access to streamlined methods for communication, management and motivation. But to be truly effective, SharePoint needs to be organized in terms of infrastructure, and its functions must be correctly carried out.
Below you’ll find eight tips for leveraging the system to improve efficiency within the workspace, as well as a few resources you can use to take full advantage of what SharePoint has to offer.
1. Centralize Any and All Essential Documents
You might be surprised by how many businesses operate SharePoint as a collaborative network, but complicate things when it comes to file accessibility.
Much of this has to do with the way administrators manage permissions, which can make file sharing difficult under certain conditions. This is one reason why it’s important to allow employees and external users access to an organized folder at a central location.
2. Integrate Web Applications With Other Tools
SharePoint can be made more user-friendly if its ability to sync with other programs and applications, like the Microsoft Office suite, is fully utilized for improvement. The rate at which your company and its employees achieve set goals should be a prime concern.
That said, you should ensure job roles are clearly defined and milestones are realistic. Draft organizational charts to display this information, which will help to avoid creating any bottlenecks, and then distribute them to your project leaders.
3. Manage Your Securities
Multiple roles are involved in the maintenance of the SharePoint platform. The effective allocation of permissions and securities form a key part of this multi-faceted system.
Collaborative endeavours can be simplified and made more efficient if administrative responsibilities are given to an individual. Your business should also engage in the best practices for training initiatives, so managers are aware of who has rights to content.
Avoid common SharePoint pitfalls by assigning permissions with a clear way to determine problems in the pipeline, as well as an easy way to fix any discrepancies.
4. Connect to a Virtual Identity Server
When this intelligence portal is deployed without the appropriate measures in place, the system and its contents can be mismanaged, costing you money. Fortunately there is a solution in a Virtual Identity Server.
Once integrated, a VIS for SharePoint extends the functionality of Active Directory and provides a way for organizations to manage everything in a secure and timely fashion. Multiple directories can be joined in real time without duplicating LDAP objects, which can reduce overheads.
5. Make Your Metadata Work for You
The importance of good metadata extends beyond the simple ability to tell when a file was created and who created it. Metadata is the first step in improving dynamic workflows.
SharePoint users should be empowered to keep this information up to date and well maintained because it allows the platform to better interpret the information contained within it.
6. Improve Project Management
Project management is traditionally one of the most difficult aspects to maintain. Without it, deadlines or outcomes can be missed. Setting up sound procedures can be cumbersome out of the box, but its value cannot be overstated.
Perhaps the most effective way to work around this is to sort your projects based off of a single template. This will promote efficiency and a familiarity between teams and projects.
7. Create SharePoint Networks With Clients
Companies that service external users such as clients, vendors or customers may need to think about pushing the technology of SharePoint into these relationships.
This will allow a business to operate more smoothly, even when those outside the organization don’t have the licenses needed to operate Microsoft subscriptions. Fortunately, there are a variety of ways firms can establish close working structures through SharePoint Online.
8. Draft a Disaster Recovery Plan
Business owners should be prepared to back everything up to an unaffiliated drive, such as OneDrive, in case there’s a problem. A non-destructive workflow and quality disaster recovery methods should be in place, and all parties involved should understand the protocols.
Protect your SharePoint content and upload files to cloud-based applications. Beyond this, you should also organize a schedule and adhere to it. Establish regular restore points, whatever that means for you and your business.
Some of these suggestions may be more easily implemented than others, depending on how long you’ve been using SharePoint. Focus on the platform’s creative aspect and aim to spend less time fighting impractical and outdated work routines.
If you can find a way to implement a few of these tips, you’ll be more productive. And your teams will begin to see the benefits, as well.
Image by Benjamin Child