SharePoint Workflow That Works For You

Jun 6, 2024Blog

5 Reasons Why A SharePoint Workflow

Your SharePoint workflow can make or break your efficiency. If you’re a business leader, you’re always trying to improve your digital operations and make your processes more efficient. Cloud storage has become the norm in today’s business world, but SharePoint does so much more. Here are five reasons why SharePoint can change the speed and efficiency of your business operations for the better.

1. Superior Collaboration with a SharePoint Workflow

Our post-Covid world has made digital collaboration the new norm. When choosing a platform, consider speed as a key factor.

SharePoint can help make collaboration fast and effective. SharePoint makes it easy for teams to collaborate, whether they are close by or far apart. It allows for simple sharing and editing of documents, updating statuses, and keeping everyone in the loop.

2. Clean Up Your Documents

Stop me if you’ve heard this one: “Where did I save that file? Does anyone know where that former employee put that document? Can we find the first version of this spreadsheet?”.

SharePoint offers a sophisticated system to organize, store, and manage documents with ease. Version control and check-in/check-out processes help keep your documents current and track changes effectively. Its streamlined integration with Microsoft Office enhances productivity and streamlines workflows. How you organize your documents and keep track of edits will determine how efficient your workflow is.

3. Improved Security

When you adopt SharePoint, you’re joining a community. There is a vast array of resources, forums, and support available from both Microsoft and user communities. Whether you need troubleshooting help or ideas for custom solutions, support is never far away. Especially if you have a professional partner who can help you navigate your business landscape and optimize SharePoint.

A managed service provider (MSP) like Winsor can help you set up and customize SharePoint to fit your specific needs.

SharePoint is an excellent tool for managing both accessibility and permission control. It helps keep your client’s sensitive data safe and ensures you meet regulatory requirements and guidelines. With features that support audit trails, retention policies, and document archiving, keeping compliant becomes more straightforward.

4. Accessible Anywhere, Anytime

As remote work becomes more common, having access to your business tools from anywhere is crucial. SharePoint’s cloud features let you and your team access files, data, and resources on any internet-connected device. Here are some reasons why having work available anywhere can work in your favor:

Boosting Morale and Productivity

Flexibility and Convenience: SharePoint’s cloud-based architecture ensures that employees are not tethered to their desks. Team members can easily access tools and information for their tasks. This is true whether they are working from home, traveling for work, or at a client site. This flexibility can lead to improved work-life balance, boosting employee morale and overall job satisfaction.

Real-Time Collaboration: With SharePoint, real-time collaboration is not just possible; it’s easy. Multiple team members can work on the same document simultaneously, with changes being updated in real time. This means no more waiting for emails with attachments or dealing with version control issues. Instant updates and notifications keep everyone on the same page, streamlining workflows and accelerating project timelines.

Increased Responsiveness: Being able to access up-to-date data and resources from anywhere allows employees to respond quickly to emerging opportunities or challenges. For instance, sales teams can access the latest product information and customer data while on the road, enabling them to make informed decisions and close deals faster. Similarly, field service teams can update job statuses and access relevant documentation on-site, enhancing service delivery and customer satisfaction.

Gaining a Competitive Edge with your SharePoint workflow

Real-Time Data Updates: SharePoint’s real-time data synchronization means that your team always has access to the most current information. This is particularly advantageous in fast-paced industries where timely data is critical. Whether it’s updating inventory levels, tracking project progress, or analyzing sales figures, having the latest data at your fingertips can provide a significant competitive edge.

Enhanced Mobility: The ability to work from anywhere reduces downtime and increases the overall agility of your business. Employees can continue to be productive during commutes, business trips, or any other time away from the office. This continuous connectivity ensures that critical tasks are not delayed and that your business operations remain smooth and uninterrupted.

Seamless Integration: SharePoint integrates seamlessly with other Microsoft 365 apps like Teams, OneDrive, and Outlook, creating a cohesive and powerful ecosystem. This integration further enhances mobility and collaboration, as employees can easily move between tools and platforms without losing context or productivity.

Implementing SharePoint’s Accessibility Features Into Your Workflow

1. Cloud Migration: If your organization hasn’t already moved to SharePoint Online, consider migrating from on-premises solutions. SharePoint Online provides the full range of cloud-based features that facilitate anytime, anywhere access.

2. Mobile Optimization: Ensure that your SharePoint sites are optimized for mobile use. This includes configuring responsive designs and simplifying navigation to make it easy for users to access information from smartphones and tablets.

3. Employee Training: Conduct training sessions to familiarize your staff with SharePoint’s features and best practices for remote access. Highlight how to use mobile apps, sync documents for offline access, and collaborate on documents in real time.

4. Security Measures: Implement robust security protocols to protect data accessed remotely. This includes multi-factor authentication (MFA), secure VPNs, and data encryption. Regularly update security policies to address new threats and ensure compliance with relevant regulations.

5. Leverage Microsoft 365 Integration: Maximize the benefits of SharePoint by fully integrating it with other Microsoft 365 tools. Encourage the use of Teams for communication and collaboration, OneDrive for file storage, and Outlook for email management, all seamlessly linked with SharePoint.

5. Robust Security Features in your SharePoint Workflow

Security is a top priority in a SharePoint workflow. Set up specific access permissions to control who sees what, ensuring that sensitive information stays just that—sensitive. With Microsoft’s support, you can trust that top security measures protect your data.

Even if compliance isn’t a central focus of your business, managing who can access your data is still crucial. SharePoint gives you the power to establish precise permissions, ensuring control over various entities such as:

·        Sites

·        Folders

·        Lists

·        Documents

·        Web applications

SharePoint keeps documents secure by letting team members check them out before making edits. It also tracks any changes made to a document. Additionally, it allows for easy restoration of documents to their original state with just one click. This level of oversight not only secures your information but also streamlines document management across your company.

Features will never be all you need. You need a good partner to help make sure your system is safe and easy to use.

Stay a while. We have plenty to read.
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