In today’s collaborative work environment, effective document management and seamless communication are crucial. Microsoft SharePoint is a powerful platform designed to meet these needs, transforming how organisations store, share, and manage information. Whether you’re a small business or a large enterprise, SharePoint provides tools to help your team collaborate more efficiently. In this post, we’ll explore what SharePoint is, its core features, and how businesses across Australia can leverage its capabilities for better productivity.
At its core, Microsoft SharePoint is a web-based platform that enables businesses to create, manage, and share content. Originally launched in 2001, SharePoint has evolved into a robust tool used for document management, internal communications, collaboration, and workflow automation. It integrates seamlessly with other Microsoft 365 applications like Word, Excel, Teams, and Power BI.
Organise, store, and share documents securely.
Allow team members to collaborate on projects, with real-time updates.
Build a company-wide intranet to streamline internal communications.
Quickly find files, documents, or conversations with advanced search.
Automate business processes like approvals, document reviews, and more.
Businesses today face increasing demands for efficiency, security, and collaboration. SharePoint provides solutions tailored to meet these needs. Below, we discuss the primary benefits that SharePoint can offer Australian businesses.
SharePoint allows organisations to centralise document storage, making it easy for teams to access and manage important files. This feature is particularly valuable in preventing version-control issues, as all documents are stored in a single, secure location with access based on roles and permissions.
SharePoint’s collaboration tools enable teams to work together in real-time, regardless of their physical location. With integration into Microsoft Teams, SharePoint allows multiple team members to edit documents simultaneously, leave comments, and see updates instantly. This fosters a culture of collaboration and efficiency.
A SharePoint intranet can be tailored to reflect your company’s branding and organisational needs. Intranets are useful for sharing company-wide news, announcements, and documents. For legal firms or businesses with multiple departments, SharePoint can help ensure that important information is consistently communicated across all teams.
Security is a critical concern for businesses, especially those dealing with sensitive information. SharePoint offers robust security features such as role-based permissions, multi-factor authentication (MFA), and data encryption to protect your documents. This makes it easier for Australian companies to comply with data protection regulations.
SharePoint’s workflow capabilities allow businesses to automate routine processes. From approving invoices to reviewing documents, workflow automation saves time and reduces human error. SharePoint can be integrated with Power Automate to expand its automation capabilities even further.
SharePoint comes in two main variants: SharePoint On-Premise and SharePoint Online. The right choice for your organisation depends on your specific needs, including budget, scalability, and security requirements.
This version of SharePoint is hosted on your company’s physical servers, which gives your IT department complete control over your data, security, and customisations. SharePoint On-Premise may be a good option for businesses in highly regulated industries, such as finance or healthcare, where data privacy and compliance are paramount.
SharePoint Online is a cloud-based service provided by Microsoft as part of the Microsoft 365 suite. It offers the same powerful features as SharePoint On-Premise but without the need for extensive IT resources to manage hardware and software. This version is ideal for businesses seeking scalability, mobility, and lower upfront costs.
Setting up Microsoft SharePoint requires careful planning and alignment with your business needs. Whether you choose SharePoint On-Premise or SharePoint Online, the following steps outline the process to get your SharePoint environment up and running.
Before you begin, it’s essential to understand what your organisation needs from SharePoint. Are you looking to manage documents, create an intranet, or streamline project management? Identifying key pain points will guide how you configure SharePoint.
SharePoint uses a site-based structure. Depending on your business model, you can create separate sites for different departments, such as legal, HR, or marketing, and subsites for specific teams or projects. Organising your SharePoint this way helps to maintain clarity and ensures that teams only have access to the documents relevant to them.
With SharePoint, you can control who can view, edit, or share documents by setting user-based permissions. This is critical for organisations that handle sensitive information. SharePoint allows for granular control, ensuring that only authorised personnel can access specific data.
SharePoint can be customised to match your company’s branding. From logos to colours, your intranet and SharePoint site can reflect your organisation’s identity. Moreover, SharePoint offers integrations with other Microsoft 365 apps, which can be configured to create seamless workflows.
Once your SharePoint environment is configured, it’s crucial to train your employees on how to use the platform. This will ensure your team makes the most of the platform’s powerful features. Microsoft offers a variety of training resources, and your IT department or SharePoint consultant can offer tailored training sessions.
For those new to the platform, here is a step-by-step guide to help your team start using Microsoft SharePoint effectively.
If your organisation uses Microsoft 365, you can access SharePoint directly through your web browser by logging in to your Microsoft 365 account. Alternatively, you can download the SharePoint mobile app for easy access on-the-go.
Once inside SharePoint, you’ll notice different sites related to your organisation. These could be department-specific sites, project-based subsites, or even a company-wide intranet. Use the left-hand navigation pane to switch between these sites.
Uploading documents to SharePoint is simple. Navigate to your designated Document Library and click on the Upload button. You can drag and drop files or browse your computer to select the files you wish to upload.
Once your document is uploaded, you can share it with specific team members. Click on the file, select Share, and enter the email addresses of your colleagues.
Once your document is uploaded, you can share it with specific team members. Simply click on the file, select Share, and enter the email addresses of your colleagues. You can also set permissions to control whether they can view, edit, or comment on the file.
One of the most powerful features of Microsoft SharePoint is real-time collaboration. Once you share a document, multiple users can open and work on it at the same time. Edits are visible to everyone in real-time, and you can see who’s working on which section of the document.
SharePoint is a versatile tool that can be used across various industries. Here are some common use cases for SharePoint in Australian businesses, particularly in collaborative and data-driven industries:
Legal professionals need to manage massive amounts of documents securely. SharePoint’s robust document management features allow legal firms to store case files, track document versions, and ensure that only authorised personnel have access.
Australian SMEs can benefit from SharePoint’s ability to serve as a company intranet. This helps in internal communications, especially for teams working remotely or from different locations across the country.
Schools and universities in Australia can use SharePoint for creating student portals, managing courses, and facilitating collaboration between faculty and students. The platform makes it easy to distribute and collect assignments, share resources, and keep track of academic progress.
For Australian businesses looking to maximise the effectiveness of Microsoft SharePoint, here are some best practices to follow:
When dealing with sensitive information, it’s critical to set appropriate permissions in SharePoint. Only allow access to those who need it, and regularly review access settings to ensure they align with current roles and responsibilities.
SharePoint integrates seamlessly with other Microsoft 365 tools, including Teams, OneDrive, and Outlook. These integrations streamline workflows and enhance productivity. For example, you can automatically sync SharePoint document libraries with OneDrive, allowing team members to access documents even when they are offline.
While SharePoint Online stores your data in the cloud, it’s still important to regularly back up important documents to ensure business continuity in case of accidental deletion or malicious attacks. Use third-party tools that integrate with SharePoint to automate the backup process.
One of the benefits of SharePoint is its customisability. From branding your intranet to building custom workflows, make the platform work for your business by leveraging its customisation features. This will improve user adoption and make the tool more relevant to your team.
SharePoint is packed with powerful features, but your team needs to be trained to use it effectively. Regular training sessions ensure your employees understand how to maximise the platform’s potential, leading to increased productivity and collaboration.
With more businesses in Australia embracing flexible working conditions, SharePoint is an invaluable tool for supporting remote teams. Here’s how SharePoint enhances remote work environments:
SharePoint allows employees to securely access company data and collaborate from anywhere in the world. Whether working from home or travelling for business, SharePoint ensures your team stays connected and productive.
As mentioned earlier, SharePoint supports real-time document collaboration, making it easy for remote employees to work together as if they were in the same office. Changes made to documents are reflected instantly, reducing the need for back-and-forth emails.
SharePoint’s mobile app allows employees to access documents, update files, and collaborate on-the-go. This flexibility is especially useful for employees who work from different locations or need to access information during client meetings.
While Microsoft SharePoint is a robust platform, some businesses may want to consider alternatives. Below are a few alternatives to SharePoint, along with their pros and cons:
Google Workspace offers similar features to SharePoint, including document management, collaboration tools, and cloud storage. It’s ideal for businesses already using Google’s ecosystem. However, it lacks some of the advanced customisation options available in SharePoint.
Dropbox Business is another cloud-based document management tool with a user-friendly interface. It offers simple file sharing and collaboration features but lacks the depth of SharePoint’s workflow automation and integration with other enterprise applications.
While Slack is primarily known for communication, it can also be integrated with document management tools like Google Drive or Dropbox. However, it doesn’t offer the robust document storage and management capabilities that SharePoint provides.
Microsoft SharePoint is an incredibly versatile platform that can transform how your business collaborates and manages information. From enhanced security and document management to workflow automation and real-time collaboration, SharePoint offers an all-in-one solution for businesses of any size.
Whether you’re a legal firm needing secure document storage or a school looking for an easy way to manage courses, SharePoint’s wide array of features make it the go-to solution for businesses in Australia.
If you’re considering implementing SharePoint for your business, CRT Network Solutions can help you every step of the way, from setup to ongoing support. Contact us today to learn how we can customise SharePoint to meet your business needs.
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