September 24, 2022

The power of SharePoint at the service of business information

In the market for document management solutions, Microsoft SharePoint occupies an extremely important place. It is estimated that the number of enabled stations exceeds the threshold of 200 million globally, but the strength of this product included in the Microsoft 365 offer is enormous, especially by virtue of this integration.

SharePoint is a perfect fit for the world of Microsoft Office 365, and its hooks to Microsoft solutions for process and workflow governance make it even more interesting. Yet, in many business situations, all of this potential is under-exploited. The advantages of centralized management of documentary information that each company produces and exchanges during its processes are not perceived in their correct dimension.

When SharePoint is used, it is not well managed, as if it were a simple file server and not as a powerful tool for classifying, synchronizing, and distributing information. Eventually, in many cases, office workers fall back into the same habits, into the same mess. And important electronic documents end up in some kind of directory that only two people can remember – when they’re not on vacation or sick.

In a situation like the one we are all going through, with limited workplace attendance and workers forced to operate from home, SharePoint would help solve a lot of problems. The excuse for not trying to exploit its full potential cannot stop at the evolution of a product that in about twenty years of life has undergone a transformation, like all Office 365 products.

The world of office work has been able to adapt very well to changes which, among other things, always go in the direction of simplification and greater use of time-saving automatisms. The fact is that, when it comes to document management, SharePoint is not a magic bullet that suddenly makes the information circulating in the company more accessible. Nothing can replace the desire to organize documents, classify them according to the functions performed, select them in order of importance, establish the roles and priorities of those who can access them, and consequently fill in the sites, lists, the famous metadata (the relative information to information) of SharePoint.

In other words, it is necessary to define and implement a correct document strategy to avoid the risk of ineffective implementations. Without a clear and shared vision, collaborators return to exchange information in a disorganized way, creating precisely those bottlenecks that SharePoint is called upon to solve. How to deal with all this? Preliminarily building an effective documentary policy. By creating and updating a taxonomy that, through the metadata and the types of the various contents, allows to classify the files in an appropriate way through the numerous customizable parameters available to SharePoint. Establishing who should create or modify a document and who should use it, under what circumstances.

Governance of this type also includes a phase of formation and acculturation. SharePoint users must be aware of the structure of the environment, and of the differences between sites, libraries and lists; they need to know where to enter new information and where to find existing information. But we must also leverage the capabilities of SharePoint in streamlining and automating the assignment of metadata, which must be standardized and shared; in managing aspects such as the conservation of documents and their duration over time; in favoring the main rules that will govern information flows.

To define a correct document strategy and implement it effectively in SharePoint, easily overcoming the differences between the “classic” and “modern” views, do not hesitate to contact the experts of Al Rafay Consulting (ARC) best Microsoft development company, a Microsoft partner that has always specialized in communication and creation of websites. and company portals. Don’t let the potential of SharePoint go to waste!

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