16 Signs You Might Need SharePoint

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1 16 Signs You Might Need SharePoint

2 Utilizing SharePoint s collaboration features, it is easier than ever for everyone to work off the same document stored in one location.

3 What is SharePoint? SharePoint is an enterprise-level content and project management system from Microsoft that lets you manage collaboration and customize workflows for higher employee engagement and productivity. It is the ecosystem in which many different people can create content, manage teams, approve concepts, evaluate risk, share files and ultimately empowers people to turn ideas into products. Who Should Use SharePoint? Imagine all of your important company announcements stored in a single location, reducing the amount of mail flowing into your inbox. Processes are completely automated, creating free time that you can dedicate to more important tasks such as fulfilling the strategic vision of your organization. Collaboration among employees has increased dramatically as everyone has access to communicate within and outside of the organization at any time. You easily keep up-to-date with every department on a regular basis through your company social network. If this sounds like an improvement to your current workflow, then you should take a closer look at SharePoint. What Are Features of SharePoint? Here are some of the features of SharePoint: Document and picture libraries Social integration Business Intelligence tools Customizable workflow SharePoint app and add-on store Meta data and tagging based file organization Co-working document space Website content management and publishing Integration with existing Office applications Calendars Single point-of-reference for files Advanced search capabilities Plus many more Sounds good, but how do you know if SharePoint is right for you? 3

4 The responses are valid for SharePoint 2013 on-prem or SharePoint Online. 1) Your administrator is spending half the IT budget on more storage for everyone s quotas A majority of saved s contain attachments, which can suck storage away very quickly. With SharePoint, you can store chains making it your one-stop-shop for documents. Save your Exchange administrator some heartache and simply store one copy of your documents. Reference documents with links in s when necessary and your Exchange administrator will thank you. 2) Your company s communication is made up of All Office s sent haphazardly No one likes having his or her inbox full of company spam that you wish was directed at your junk folder. Feel like you miss the important s you should read? With collaboration features within SharePoint, it is easy to help make communication more relevant to the user. Basic social based templates are available in SharePoint, enabling you to make it so the user themselves can follow people, documents, sites and be alerted if they want information they feel is relevant themselves. With collaboration features within SharePoint, it is easy to help make communication more relevant to the user. 3) Everyone on your team has different versions of the same working document Utilizing SharePoint s collaboration features, it is easier than ever for everyone to work off the same document stored in one location. With version control, you can track changes, force people to check documents in and out and publish when you are ready. In addition, with the latest version of Office, you can edit documents in conjunction with people allowing for real-time collaboration. 4

5 With version control, you can track changes, force people to check documents in and out and publish when you are ready.

6 4) You can t find the one document you need to do your next task Search is one of the greatest features of SharePoint. The Search Engine inside SharePoint can grab information from the text inside of any Office or PDF document. Tagging your document with meta data makes it even easier to find the document within the site. Add in the query rules and security trimming made available within SharePoint, and you now have a robust search capability that can be tweaked to your company s needs. 5) The thought of BYOD scares you to death BYOD is now standard and a key element to an overall mobility strategy. Unfortunately, with that comes the challenge of having your systems support the different sizes and types of these devices. SharePoint handles this by utilizing the latest in responsive design functionality and with Office Online services (formally known as Office Web Apps). BYOD is now standard and a key element to an overall mobility strategy. Office Online services provides the ability for users to edit basic Office documents through a browser instead of having the software installed on your tablet. Microsoft has also provided several apps that are available for free download from your specific app store whether that be ios, Windows or Android, to make it easier than ever to work with your company s SharePoint application. 6) Your Intranet or Internet site looks like something from the start of the new millennium Bland company websites can cut down on user adoption and make your marketing department cry. Such sadness! With SharePoint Composed Looks, it is easy to create appealing sites without a degree in user experience (UX). If you want to make your marketing department really happy, look no further than the new Design Manager Tool in SharePoint. Use your web skills with HTML and your favorite web development tools to produce beautiful master pages without needing to know every SharePoint control. 6

7 Profile capabilities in SharePoint make it is easy for users to share their skills, interests, past projects and more, and have all the information searchable by everyone in the company.

8 7) To update any content on your Intranet or Internet site, you have to talk to that one guy who knows HTML Allowing individuals to focus on their content and easily publish the content on their own should be the goal of any company s collaboration initiative. With the publishing features available in SharePoint, it takes just a little work up front for a UI expert to create basic templates for content through page layouts. Once the layouts are in place, it is easy for the user to focus on what they do best, content. Create a new page, pick a layout, fill out a couple of content placeholders and publish. And there you have it, a beautiful page designed by the expert and created by a user. 8) To find those individual(s) who have a specific skill, you have to go to HR or send an out to the whole company Profile capabilities in SharePoint make it is easy for users to share their skills, interests, past projects and more, and have all the information searchable by everyone in the company. Have some extra items to track for each user s profile? No problem. It is easy to add in fields to the user profile template. 9) The thought of a legal hold or audit keeps you up at night ediscovery makes it easier than ever for litigators to discover the content in SharePoint and, if needed, to place in-holds on the content of an entire site for a designated amount of time. With the help of Record Center, you can easily archive information into a secure location for access in the future. 10) Your company or team calendar is a piece of paper in your break room Make it easy for people to add events or other relevant information to a calendar and provide several different views with color overlays based on the category you desire with SharePoint calendars. You then have the option to take the nice new calendar and display it anywhere on your site. Create different looks in various locations on your site to accommodate different needs and say farewell to the days of the paper calendar hanging in the break room (if you want). 8

9 You can automate the process of approving documents without having a programming degree with built-in and customizable approval workflows.

10 11) Company reporting requires multiple Excel files that have to be updated as new data is supplied Utilizing Excel Services and Power View, report creators can now focus on aggregating the data into one location and creating an interactive data exploration, visualization and presentation experience that encourages intuitive ad-hoc reporting. 12) Your to-do list is spread across your desk Within SharePoint, users can create tasks and assign them to individuals with basic task lists or automatically via workflows. Use your own personal task view provided through My Site to know what tasks have been assigned to you. Take things to a higher level by adding Project Server (or Project Online) to your SharePoint instance to utilize the full power of Microsoft s Project application. 13) Approval processes consist of sending a document via to everyone and compiling acceptance/rejections You can automate the process of approving documents without having a programming degree with built-in and customizable approval workflows. There are several approval workflows available out of the box that can easily be setup to do single to three stage approvals. Simply fill in the names of the individuals needed for approval at each stage and there you have it a nice workflow that will notify the individuals at every point of the process. You can also setup your own custom workflow process on any list or document with 100+ workflow actions available within SharePoint Designer. 14) The company s salary document was put on the file share for all to see Security is critical to any system. SharePoint makes it easy to ensure that only the people who can view important information are the people you choose. The search engine utilizes security trimming to ensure that if you don t have permission, you can t see that document in your search results. If you need to take it a step further, look into document rights management. This is an additional service available that can encrypt documents and require authentication to open. Utilizing documents rights management ensures your sensitive information doesn t get in the wrong hands. 10

11 The search engine utilizes security trimming to ensure that if you don t have permission, you can t see that document in your search results.

12 15) When there is a need to capture information, it always ends up as an Excel document or Access database that no one can find or manage Custom lists allow users to create information stores without the need of a database administrator. Lists can have their information filtered into different views to provide a custom experience for other individuals. Even more complex functionality can be created within SharePoint by utilizing REST calls or InfoPath forms. 16) Your file share consists of 5+ levels of folders that make no sense to you Folders within a file share were once a great way to organize a large amount of documents based on a desired organization structure. The issue with folders is that one user, who might not have been part of the original hierarchal design, might think the structure should be something else and so on and so forth. The end result is a complex structure that means something different to each individual. Within SharePoint, documents can have meta-data tagged to them. Documents can be grouped and filtered by those same tags with the use of views. This creates an option for different people to organize the information through their own views and not directly affect the whole organization. 12

13 Learn More We invite you to visit our blog and watch our What s New in SharePoint 2013 webinar. Then, Meet Nathan to learn more about SharePoint and the people at Apparatus who manage it. About Apparatus Apparatus specializes in durable, scalable managed IT solutions backed by our unparalleled technology insights that deliver increasing business value to our clients over time. Our top notch suite of highly configurable, enterprise consulting solutions stretch across unified communications, collaboration, business intelligence, mobile and cloud computing. Add transparent client service and a culture of passionate technologists, and you ll see what s propelled Apparatus into the top ranks of managed service providers worldwide. Recognitions: - Inc List of Fastest-Growing Private Companies - Ranked 23rd Worldwide MSPmentor Managed Service Providers List - Eli Lilly & Company Global Supplier Award Winner Best Places to Work in Indiana Next Steps We invite you to Whiteboard Wednesday to come visit our office and talk about challenges facing your company with expert members of our team. Contact Apparatus for information on security tests and assessments. Learn more about information security on the Simplify IT blog. 13

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