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Microsoft 365: What is MS SharePoint? 5 Use Cases for Small Business



Reading Time: 3 minutes Microsoft SharePoint is a business software available via Microsoft 365.  It is used primarily as a management and knowledgebase system, that also enables companies to easily share files and communicate both within and outside the company.  In this article aimed at small businesses in South Africa, we look at five typical use cases of Microsoft SharePoint.   What is Microsoft SharePoint? Microsoft SharePoint is a web-based collaboration application aimed to help businesses manage documents, communication, announcements, workflows, and processes more efficiently. It can serve both internal users (employees) as well as external users like customers, suppliers, and contractors. The software is included in all Microsoft 365 small business plans, or as a stand-alone option.   5 Typical Use Cases of Microsoft SharePoint: #1 – Document Management: SharePoint can be used to securely manage documents, information, and records. It offers features for managing different versions of documents, tracking and notifying of changes made to those documents, as well as controlling user access. Because it is cloud-based, it also serves as a type of partial data backup source. Best of all, SharePoint features real-time sharing and editing across a variety of Microsoft files such as Word, Excel, and PowerPoint. Super helpful for […]
Microsoft 365 - What is MS SharePoint - 5 Use Cases for Small Business
18 Nov, 2022
Reading Time: 3 minutes

Microsoft SharePoint is a business software available via Microsoft 365. 

It is used primarily as a management and knowledgebase system, that also enables companies to easily share files and communicate both within and outside the company. 

In this article aimed at small businesses in South Africa, we look at five typical use cases of Microsoft SharePoint.

 

What is Microsoft SharePoint?

Microsoft SharePoint is a web-based collaboration application aimed to help businesses manage documents, communication, announcements, workflows, and processes more efficiently. It can serve both internal users (employees) as well as external users like customers, suppliers, and contractors.

The software is included in all Microsoft 365 small business plans, or as a stand-alone option.

 

5 Typical Use Cases of Microsoft SharePoint:

#1 – Document Management:

SharePoint can be used to securely manage documents, information, and records. It offers features for managing different versions of documents, tracking and notifying of changes made to those documents, as well as controlling user access. Because it is cloud-based, it also serves as a type of partial data backup source.

Best of all, SharePoint features real-time sharing and editing across a variety of Microsoft files such as Word, Excel, and PowerPoint. Super helpful for remote employees.

#2 – Knowledge Management:

SharePoint is excellent for storing and sharing information. It helps businesses capture and share best practices, procedures, and processes. It provides a secure central location for storing and searching for documents and information, which is then easily accessible for employees on their own.

For example, standard HR documentation such as sick and annual leave forms and workplace policies can be stored on the company SharePoint. Employees can access, view, download, and even submit these forms via SharePoint directly – as opposed to manual back-and-forth with HR staff. 

The same applies to other departments where staff training videos, SOPs, product lists, manufacturing recipes, supplier details, customer details, etc. can be stored in SharePoint for direct access.

#3 – Company Intranet:

SharePoint is adaptable, comprehensive, organised, robust, and affordable, which makes it excellent for creating your enterprise intranet. 

This intranet will function as the collaboration hub of your organisation to source and share information, company news and updates, and facilitate discussion. Access and permissions can be customised per user whilst dedicated pages/hubs can be created for different departments and teams.

Even if the internet is down, SharePoint intranet can be configured to run on the local server. Thus, giving staff access to files and communication even during downtime scenarios.

 

Related:

Take Your Company to The Next Level with a SharePoint Intranet

 

#4 – Project Management:

SharePoint’s project management features include the creation of team sites that are centralised storage hubs for all project-related matters for specified users – for example, delivery schedules, presentations, and checklists. 

SharePoint also ensures the effective management of interactive logs, calendars, deadlines, meetings, feedback, process workflows and activities like decision approvals and signature collections. All this takes place within SharePoint – saving your business the cost and time of using multiple solutions and software vendors.

#5 – Collaboration:

One of SharePoint’s standout attributes for businesses of all sizes is the collaboration features. These include:

  • Content management.
  • Customisable messages.
  • Versioning of files.
  • Provision of predefined and custom templates.
  • Document co-authoring and approval of workflows.
  • The creation and ongoing development of robust document libraries.

 

Related:

How to Use SharePoint to Collaborate with a Remote Project Team

Ready to Unlock the Power of SharePoint for Your business? 

iSite Computers can help your business migrate to and benefit from this versatile platform.

We can also help you customise it to meet your specific needs, train your staff on how to use it, and provide any ongoing support you might need. 

Contact us to set up your free 30-minute consultation.

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