Microsoft SharePoint is an extremely powerful intranet software platform designed to manage all manner of content – documents, pages and lists alike.
SharePoint is also an invaluable communication platform. Teams can collaborate in real time on events, news and information via SharePoint.
All of this is made possible thanks to its scalable architecture. Furthermore, it boasts an efficient permissions system and security measures.
Document Management
SharePoint as a Document Management System (DMS) enables organisations to centralize and manage their files more efficiently, improving accessibility while decreasing risks of data loss. Furthermore, SharePoint facilitates collaboration among team members from within and outside an organisation on documents related collaboration on documents – supporting remote working practices while increasing productivity.
SharePoint stands out as an adaptable DMS software solution capable of meeting individual business requirements, from support for different file formats allowing users to upload, store, and retrieve their files easily; to its support of end-user devices and operating systems. This makes SharePoint an invaluable asset in meeting such diverse business demands.
SharePoint features an intelligent version control system for tracking changes to files, known as revision history. This means multiple users can simultaneously edit a single document while each edit is tracked and saved separately as a new version. Furthermore, co-authoring and the use of folder hierarchies help prevent accidental file clutter common when sending email attachments.
SharePoint also boasts the unique capability to monitor when and by whom files were accessed, enabling compliance monitoring and helping prevent sensitive information from falling into the wrong hands. Furthermore, DMS platforms like SharePoint can be used to plan and enforce information management policies across content types as well as implement bar code implementation for physical documents correlated with electronic counterparts.
SharePoint also boasts an invaluable search capability that utilizes metadata and content type management, speeding document retrieval. This can be especially helpful for large lists or libraries where manually searching would take forever to locate specific documents.
SharePoint was designed to accommodate an unlimited amount of documents, making it suitable for small and large businesses alike. To protect performance, Microsoft advises that sites and folders hold no more than 50,000 items to avoid server performance degradation and folders within site collections shouldn’t contain more than 10,000 documents; otherwise they risk becoming overburdened and slowing down overall platform performance.
Team Collaboration
Modern workplaces use collaborative tools that enable team members to chat, video conference, set tasks and compare calendars – but without being able to organize this information into one dedicated area for each project – can often cause miscommunication and decrease efficiency. Microsoft collaboration tools, like SharePoint team sites and Microsoft Teams can address this issue by providing virtual spaces dedicated solely to specific projects with team members working on them.
The collaboration platform provides a space where team members can share documents, collaborate on them in real-time, discuss changes and store files in OneDrive (the company file storage solution). Furthermore, this platform connects all these different tools, offering employees one central place from which they can work on everything at the same time.
SharePoint team collaboration sites enable you to easily design a customized homepage for your team, adding widgets that meet the unique requirements of your project. In addition, these sites include document management features like team calendars and task lists – even hosting websites or blogs exclusive to your team!
Microsoft Teams is a communication and collaboration tool designed to work seamlessly with all of the services your business utilizes. Its functionality includes persistent workplace chat, video meetings, file storage, application integration and seamless connectivity to existing apps like Skype and OneDrive; eliminating employee need to switch applications in order to complete work efficiently.
Dependent upon the type of team you select, there can be standard, public, or private groups. Each type of team connects to a SharePoint site used for file storage (known as Teams-connected site) and each can feature one or more channels where people can be invited into.
Intranet/Extranet Portals
SharePoint is a robust platform for creating an intranet portal that will enhance internal communications and employee engagement, and facilitate business workflows of all kinds. With its advanced document management features and wide adaptability, SharePoint is increasingly chosen by organizations worldwide for building an intranet that meets individual organizational requirements and meets employee engagement goals. Plus, its flexible features let you design an intranet that’s highly personalized to fit the specific needs of each organization; its scalable nature means your intranet will remain ready for upgrades without further investment from you!
An intranet can help your company increase employee efficiency by automating processes that were once performed manually by employees. This can save both time and resources. With SharePoint you can even set up a news channel that keeps employees up-to-date on business developments and progress.
SharePoint intranets can serve as an effective platform for external collaboration with partners and customers, providing secure extranet setup where documents and content can be shared securely among various external parties with full visibility of who accesses what. They’re an ideal choice for businesses that must share sensitive or confidential information securely, replacing emails or manual processes.
Create a portal to provide targeted information for remote staff, customers and suppliers. This could include creating a knowledge base where customers can quickly find answers to frequently asked questions; or providing customers with access to their own account details and bills directly – something which will reduce helpdesk support burden while providing increased self-service options for customers.
Kira, as an esteemed Microsoft Partner in the UK, can assist your company with implementing and customizing SharePoint to build an intranet that fits its specific requirements. We can offer end-to-end solutions or integrate it with existing systems to seamlessly add it into your current setup – with cloud hosting for data safety and security as standard – or provide hybrid options if your legal or regulatory obligations require certain elements to remain on-premises.
Content Management
SharePoint isn’t often utilized as a CMS platform, but when it is, it often serves business websites – not online magazines with daily articles to publish – with vast amounts of data that needs to be managed in an orderly, visually appealing fashion.
Microsoft provides a robust suite of content management tools and features to meet these demands, with one such being its Content Organizer which automates document delivery using custom rules and drop-off libraries, helping reduce end user document submission errors while saving time spent moving files around.
Media asset libraries are another useful feature, providing an ideal place for audio, video, and image files to be dropped-off for easy retrieval and easier browsing by users. They feature rich metadata information to facilitate their easy identification; additionally they feature thumbnail views to quickly navigate assets in this library.
A powerful way to optimize content workflows is the managed metadata service, which enables administrators to define metadata taxonomies that apply across lists and libraries for an unifying search experience across business content.
Records center, another feature, allows companies to maintain accurate records while notifying relevant people of changes, including libraries, lists or individual web pages. Businesses also benefit from having “in place” record control enabling them to select and secure specific items – especially essential when meeting compliance or regulatory requirements.
