Leveraging SharePoint To Increase Team Collaboration

Fostering team collaboration should be a main goal for any business leader. When employees can collaborate, we see boosts in productivity, motivation, job satisfaction, and the quality of output. Essentially, increased collaboration among your team results in increased profits for the business- so why not prioritize it?  

Effective collaboration requires the help of technology tools and appropriate training. Microsoft 365 has been continually updated with communication and collaboration in mind by leveraging cloud computing. SharePoint is at the center of Microsoft 365’s collaboration abilities.  For our own organization, SharePoint has been integral to maintaining collaboration and efficiency while our workforce is dispersed and working from home. 

Software Doesn’t Solve Problems  

Though it is technically easy to set up SharePoint, in order to see positive impact you need to be intentional about customizing it for your business, training your team on how to use it, and committing to continual evaluations of the tool usage to ensure it is being used effectively. It is easy to just set up SharePoint and add your team to it, but you won’t be able to reap the full benefits without proper planning and customization. As Microsoft Gold Partners, we can help you navigate the planning and implementation process, and give you access to our Microsoft training courses to help educate your team.  

The 5 Key Benefits Of SharePoint 

Microsoft SharePoint creates a virtual workspace where teams can store files, collaborate, and complete tasks. One truth to running a successful business is that the communication tools in place need to be ones that people can actually use.  

To illustrate some of the benefits of SharePoint in a modern setting, here are five ways the application can help teams collaborate.  

1. Accessibility From Anywhere 

Once an instance is created, SharePoint becomes the central virtual location where team members can store all their necessary files and information they need for their work. Not only are shared documents stored there, but team members can chat, video conference with Teams, set up and complete tasks, and compare calendars. Having everything they need in a centralized and accessible location allows your team to work from anywhere.  

2. Document Synching & Simultaneous Editing  

SharePoint storage uses the same synchronization protocols as Microsoft OneDrive, so every document, and every edit of a document, is saved instantaneously and continuously to the cloud. From there, the updated version is synced to all devices connected to the network, always keeping every team member up to date.  

SharePoint documents also allow more than one team member to access, edit and annotate a document simultaneously. A helpful tip: SharePoint records document history, allowing you to quickly review edits anyone else has made to the document and restore an earlier version if needed.   

3. User-Based Permissions For Increased Security  

One of the primary features of Microsoft SharePoint is its built-in security. Only authorized members can access their designated SharePoint site’s documents. This gives employees access to what they need, without putting other team’s files at risk.  

4. You Might Already Be Paying For It   

One of the best things about SharePoint is that you are likely already paying for it. If you have Microsoft 365, SharePoint comes included in your subscription.  Another bonus- it seamlessly integrates with your other Microsoft 365 apps like Outlook and Teams- increasing your team’s file accessibility and ability to collaborate.  

5. Customize SharePoint To Your Business 

You can keep the default online SharePoint features and benefits, or you can work with an IT provider like ourselves to leverage unique tools and integrations to tailor SharePoint to your business needs and increase efficiency.   

Make The Switch To SharePoint Painless 

To ensure the success of a SharePoint (or any tool) implementation, you need to take the time to learn what your team needs, gather their feedback, configure the tool accordingly, and offer multiple opportunities for your employees to complete training to learn the tool.  

One of the most common mistakes we see is poor organizational planning that leads to confusion and an unwillingness from employees to use the tool. With SharePoint specifically, we recommended spending a lot of time solidifying your group and team organization before launching. Start small- you can always add more folders or channels later.  

Are you interested in setting up SharePoint or optimizing your M365 platform? As Microsoft Silver Partners, we know Microsoft 365 inside and out and would be happy to help guide you through it. You can book an introductory call with us via the link below. 

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