How to Achieve Digital Transformation with SharePoint

How to Achieve Digital Transformation with SharePoint

SHAREPOINT AT THE HEART OF DIGITAL TRANSFORMATION

As the digital estate evolves and your teams grow, introducing efficiency can be a tricky objective.

SharePoint can make huge differences to your Digital Transformation objectives. Simple things like content expiry within libraries or specific documents ensure time-restricted collateral like marketing or sales information is relevant and up-to-date.

Moving to web-based forms for procurement, expense, holiday request, new supplier request or self-certified absence recording can all be achieved through simple customisation of your SharePoint environment.

Need an action to be carried out in response to a new record or uploaded document into a SharePoint library? Workflows provide a robust and scalable solution to business activities where the burden of remembering to action something is offloaded to the SharePoint system itself.

Consider processes where users complete a Word or Excel document to achieve a single goal, email it (or print), pass it between departments and wait for the response. A custom SharePoint list that delivers content in a graceful web-based form can transform a department. SharePoint can reduce risk by combing features and making people more productive in ways you might not have thought possible.

Capturing building inspection information on a clipboard or Excel? SharePoint is accessible on mobile devices too. Using a custom form to surface the specific questions, you only need to handle the data once and it’s available for analysis immediately.

WHAT CAN SHAREPOINT DO FOR US?

Having big ambitions for SharePoint is great but often it is the small things that make the biggest differences.

Your users and department heads will know what causes the most frequent delays. They will have first-hand knowledge of the hold-ups that processes defined years or even decades ago cause.

There’s often a grey area between knowing something should be more efficient and working out how to actually achieve that efficiency.

Making people more productive is what SharePoint does really well. It’s high levels of customisation give it flexibility, make it enjoyable for users and encourages employees to get on with what they are good at rather than struggling with daily tasks which just hold them back.

SHAREPOINT ROI

Many organisations already have SharePoint as it comes with many of the Microsot Office 365 subscriptions. Even more have on-premise versions but don’t know what to do with it.

Lots of SharePoint features are quick wins with minimal configuration and by implementing even a small set of SharePoint features, the ROI can be almost instant.

There’s a way we can help you.

We can provide analysis, guidance and a strategy to get SharePoint making a difference very quickly without the learning curve of a new in-house skill set.

MAKING A BIG IMPACT WITH SHAREPOINT BASICS

Only a small fraction of organisations use SharePoint’s full capabilities. Mostly, this is because SharePoint is deemed to be a complex product.

Indeed, SharePoint can deliver complex solutions way beyond document sharing but it can also deliver huge benefits from small investments of time and configuration.

Consider the number of documents in an organisation which are duplicates simply because everyone is allowed to create folders in the existing file system. By introducing metadata, SharePoint removes the need for folders; neatly organising documents and making them easy to find using filters.

Consider content long thought lost because nobody knows where it’s stored. Creating proposals or quotes from scratch is the norm because no one knows which historic document contains the text they want right now. “It must be here somewhere,” is a frustrating strategy. SharePoint search can uncover that content and empower staff with time-saving results based on historic documents.

Consider the repeating question of “who’s got the latest version of the quote, I need it now?” SharePoint removes this risk by introducing version control, document publication and approval processes. It ensures that there is only one version of your document; it’s in the correct SharePoint library, accessible to all with the correct permissions and isn’t stuck on someone’s laptop who can’t be reached.

Configuring SharePoint with simple-to-implement functionality like this can make a big impact on business.

SHAREPOINT ISN’T JUST ABOUT SHARING

There’s a problem with sharing everything.

Many departments collect information that shouldn’t be shared. To solve this, users often collect information and store it locally thereby introducing risk to the business.

SharePoint securely manages content that can be secured to specific people, groups or teams. SharePoint is big on security from document collections right down to individual list items. Security can be changed on the fly too.

Consider a client proposal that has evolved over time and is now ready for client approval. A simple action against a document such as a change in metadata can trigger the action to set it to read only:- no more edits; by anyone except for the most senior of personnel.

Organisations capture employee data. Information such as workstation assessments can be scheduled and captured in SharePoint, the data is automatically secured to an individual, HR department & compliance officer. Data is available immediately and that calendar reminder and inbox full of Word docs become a distant memory.

GETTING MORE OUT OF SHAREPOINT

If your organisation already has access to SharePoint, it is quite likely that you’re only using a small amount of its capabilities.

Getting more out of it is usually challenging either because nobody knows how to expose SharePoint’s rich set of features or because it might not seem necessary.

It’s not easy to determine whether your organisation needs more out of SharePoint but if you’ve reached the point where you would like to find out, maybe it’s time to explore more of its vast capabilities with us.

THE RISKY “WE’VE ALWAYS DONE IT THIS WAY” STRATEGY

This old adage is a commercial risk.

We know from numerous industry leaders that if you keep doing things the same way, you’ll get the same results and whilst systems and processes developed several years or even decades ago work, they can’t compete with the new kids on the block who are embracing SharePoint’s digital asset management capabilities.

Older processes and systems are inherently inefficient but by migrating content and processes to SharePoint, your organisation can keep pace with the new entrants.

SharePoint can empower your leaders with real time data, secure your digital estate, enable collaboration between users on single documents and much more.

You might be surprised at just how much difference you can make by using SharePoint with some help from SBL.

SHAREPOINT CAN HELP YOU EVOLVE,

SBL CAN HELP YOU WITH SHAREPOINT