Top 10 Benefits of SharePoint

Microsoft SharePoint is a game-changer for businesses, transforming collaboration and document management. From seamless communication to robust security and scalability, there are many Benefits of SharePoint. Its powerful features and integrations with Microsoft tools enhance collaboration, simplify document management, and automate processes. 

According to Statista, the number of cloud-based SharePoint users has increased by 19 per cent over the past four years. If you wish to discover how this service optimises workflows, improves information sharing, and drives efficiency, propelling your organisation towards success, this blog may aid you greatly. In this blog, you will learn about the top 10 Benefits of SharePoint in great detail. Let’s delve in deeper to learn more!

Table of contents 

1) Benefits of using SharePoint

   a) Enhanced collaboration and communication  

   b) Streamlined document management  

   c) Increased productivity and efficiency  

   d) Improved access and mobility  

   e) Enhanced security and compliance  

   f) Customisation and extensibility 

   g) Integration with Microsoft 365  

   h) Scalability and enterprise-grade capabilities  

   i) Business intelligence (BI) and reporting  

   j) Cost savings and ROI 

2) Conclusion 

Benefits of using SharePoint

There are many advantages of Microsoft SharePoint, from enhanced collaboration to improved access and mobility. It offers a range of features, such as streamlined document management, increased productivity, and integration with Microsoft 365. Some such Benefits of Microsoft SharePoint are as follows:

Enhanced collaboration and communication 

Effective collaboration and communication are vital for success in today's fast-paced business environment. Microsoft SharePoint excels in this area, providing organisations with a robust platform that enhances collaboration among team members and facilitates seamless communication.  

SharePoint offers many features that promote collaboration, such as document sharing, co-authoring, and version control. Moreover, team members can work together on documents in real-time, removing the need for multiple file versions and ensuring everyone is on the same page.  

SharePoint's integrated chat and notification system enables instant communication within teams. Users can discuss, ask questions, and share updates directly within the Microsoft environment. This feature streamlines communication and reduces reliance on external tools or email threads, resulting in more efficient and effective collaboration.  

Organisations can foster a collaborative work environment by leveraging SharePoint's collaboration and communication capabilities. This allows you to break down communication barriers and enable teams to collaborate seamlessly on projects. This increases productivity, better decision-making, and a more cohesive workforce. 



 

Streamlined document management 

Efficient document management is crucial for organisations to maintain productivity and ensure easy access to critical information. Microsoft SharePoint excels in this aspect, offering a powerful suite of tools that streamline document management processes.  

SharePoint provides a centralised storage system where authorised users can securely store, organise, and access documents. With features like metadata management and powerful search capabilities, locating the right document becomes quick and effortless. Users can easily categorise documents, use advanced search filters and assign metadata tags to find the necessary information.  

SharePoint enables version control, ensuring that document revisions are tracked, and previous versions can be accessed. This prevents confusion caused by multiple versions and enables teams to collaborate seamlessly without the risk of working on outdated documents.  

Leveraging SharePoint's document management features, organisations can reduce manual document handling, minimise the risk of data loss or duplication, and improve overall efficiency. The streamlined document management system promotes better organisation, accessibility, and collaboration, allowing teams to work more effectively and make informed decisions based on accurate and up-to-date information. 

Increased productivity and efficiency 

In today's fast-paced business landscape, productivity and efficiency are key to success. Microsoft SharePoint significantly drives these outcomes by offering various features and tools that boost productivity and streamline workflows.  

One of the primary ways SharePoint enhances productivity is by automating manual processes. Its workflow capabilities enable organisations to design and automate various business processes, such as approval workflows, document review processes, and task assignments. Automating these processes eliminates time-consuming manual tasks, allowing employees to focus on more value-added activities.  

SharePoint also includes robust task management features that enable teams to create, assign, and track tasks within a centralised platform. This fosters better task coordination, collaboration, and accountability, improving productivity and project execution.  

SharePoint seamlessly integrates with other Microsoft tools, such as Outlook and Teams, providing a unified productivity suite. Users can access and interact with the documents directly from their familiar interfaces, eliminating the need to switch between different applications. This integration enhances efficiency, reduces context switching, and promotes a seamless working experience. 

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Improved access and mobility 

SharePoint provides a responsive and intuitive web interface, allowing users to access documents, sites, and features across different devices, including desktops, laptops, tablets, and smartphones. This flexibility ensures that team members can retrieve and work on documents regardless of location or device, enabling productivity.  

SharePoint offers a dedicated mobile app that provides a tailored and optimised experience for mobile devices. This service allows you to view, edit, and share documents, receive notifications, and participate in discussions from the convenience of your smartphones or tablets. The mobile app empowers remote and distributed teams to collaborate effectively, regardless of their physical location.  

SharePoint's access and mobility features extend beyond document access. Users can securely access sites, participate in discussions, and contribute to projects outside the organisation's network through the tool's external sharing capabilities. This enables seamless collaboration with clients, partners, and stakeholders, fostering productivity and enhancing business relationships. 

Enhanced security and compliance 

SharePoint provides advanced security measures, including data encryption, access controls, and authentication mechanisms. This promises that only authorised individuals can access and modify sensitive documents and information. Administrators can define granular permissions, assigning specific access levels to users and groups, thus safeguarding confidential data from unauthorised access.  

SharePoint offers built-in compliance features that help organisations meet regulatory requirements. It supports compliance standards such as General Data Protection Regulation (GDPR) and Health Insurance Portability and Accountability Act (HIPAA), ensuring that sensitive data is handled and stored promptly. It provides features such as audit logs, document retention policies, and eDiscovery, enabling organisations to track and manage content following legal and industry-specific obligations.

SharePoint allows organisations to implement Information Rights Management (IRM), which provides an additional layer of protection to documents and restricts their usage and distribution. This ensures that sensitive documents remain secure even when shared outside the organisation.

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Customisation and extensibility 

SharePoint provides a range of customisation features, such as the ability to create custom lists, libraries, and workflows. Organisations can design and configure sites to match their branding, ensuring a consistent and familiar user experience. Additionally, this tool offers web parts, customisable components that can be added to pages to display specific information or functionality.  

SharePoint supports the creation of custom workflows and forms using Designer or Microsoft Power Automate (formerly known as Microsoft Flow). This enables organisations to automate and streamline their unique business processes, making this service an adaptable platform for various industries and use cases.  

SharePoint's extensibility capabilities allow organisations to integrate third-party applications and tools seamlessly. This enables businesses to leverage existing systems or incorporate specialised functionality to enhance this tool’s capabilities further. 

Integration with Microsoft 365 

MS SharePoint seamlessly integrates with the broader Microsoft 365 ecosystem, enhancing collaboration, productivity, and the overall user experience. This integration benefits organisations that already utilise Microsoft 365 tools and services.  

SharePoint integrates seamlessly with Microsoft Teams, the popular communication and collaboration platform. Users can access its documents directly within Teams, facilitating efficient collaboration and content sharing. The document libraries can be added as tabs in Teams channels, enabling teams to access and collaborate on documents without leaving the Teams interface.  

SharePoint integrates with other Microsoft 365 applications such as Outlook, Excel, and PowerPoint. Users can easily attach documents to Outlook emails, collaborate on Excel workbooks, and embed documents in PowerPoint presentations. This integration ensures a unified and connected experience, removing the need to jump between different applications, thus streamlining workflows.  

SharePoint leverages the security and compliance features of Microsoft 365. This means that this Microsoft tool benefits from the advanced threat protection, data loss prevention, and data governance capabilities provided by Microsoft 365, ensuring that sensitive information stored in it is well-protected and meets regulatory requirements.  

SharePoint becomes a cohesive part of the productivity suite by integrating with Microsoft 365, enabling organisations to leverage the full power of Microsoft's ecosystem. This integration enhances collaboration, simplifies document management, and promotes a seamless user experience across various Microsoft 365 applications. 

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Scalability and enterprise-grade capabilities 

Microsoft SharePoint is designed to meet the needs of organisations of all sizes, from small businesses to large enterprises. It offers scalability and enterprise-grade capabilities that enable organisations to grow and adapt without limitations.  

SharePoint's scalability allows organisations to expand their usage and accommodate increasing data and users. It can handle large document repositories, support high user concurrency, and scale storage capacity.  

SharePoint offers enterprise-grade capabilities that meet the demands of complex business environments. It provides robust security features, such as data encryption, access controls, and identity management, to safeguard sensitive information. It also supports advanced governance and compliance features, ensuring adherence to regulatory requirements. 

Business Intelligence and reporting 

MS SharePoint offers powerful Business Intelligence (BI) and reporting capabilities, empowering organisations to gain valuable insights from their data and make data-driven decisions.  

SharePoint integrates with Microsoft Power BI, a leading BI tool, allowing organisations to create interactive dashboards, reports, and data visualisations. You can connect lists and libraries to Power BI, enabling them to analyse and visualise data directly within the tool’s environment. This integration provides a seamless and unified experience for Data Analysis and reporting.  

SharePoint allows users to create custom reports using tools like Designer, SQL Server Reporting Services (SSRS), or Power Automate. These reporting tools enable organisations to design and generate custom reports based on their requirements, providing valuable insights into Key Performance Indicators (KPIs), project progress, and other relevant metrics.  

SharePoint offers data connectivity features, such as connection to external data sources such as Excel workbooks, SQL databases and lists. This enables organisations to aggregate data from various sources and create comprehensive reports and analytics.  

Organisations can effectively analyse data, visualise trends and patterns, and make informed decisions by leveraging SharePoint's Business Intelligence and reporting capabilities. Its integration with Power BI and other reporting tools empowers users to access real-time insights, enabling them to drive business growth and improve operational efficiency. 

Cost savings and ROI 

SharePoint eliminates the need for traditional paper-based processes and manual document handling. Organisations can reduce printing, storage, and paper-related costs by transitioning to digital document management. Moreover, its workflow automation capabilities streamline processes, saving time and reducing labour costs associated with manual tasks.  

SharePoint's collaboration features enable remote work and virtual team collaboration, reducing the need for physical office space and associated overhead costs. This tool allows teams to work together seamlessly regardless of location, reducing travel expenses and increasing productivity.  

SharePoint's integration with other Microsoft tools like Microsoft 365 provides a comprehensive productivity suite, eliminating the need for separate service investments. This consolidation of tools and licenses leads to cost savings and a more streamlined IT infrastructure. Its scalability allows organisations to adapt and grow without significant additional costs. As business needs evolve, this tool can accommodate increased data storage, user scalability, and feature enhancements, ensuring long-term cost-effectiveness.

Conclusion 

We hope you read and  understood the Benefits of SharePoint. By leveraging these benefits, you can transform your work processes, foster innovation, and drive business success. With enhanced features to assist you on collaborative projects, streamline document management, and much more, you can always rely on SharePoint to get the job done.