SharePoint: What It Is and How It Should Be Used
SharePoint is an advanced platform within the Microsoft 365 suite that is often misunderstood in many business environments. While it’s commonly used as a simple file storage solution, SharePoint’s true potential lies in its robust capabilities for document management, collaboration, and process automation.
At its core, SharePoint provides a centralized location for organizing, managing, and sharing documents securely across teams. However, it goes beyond just storing files. When used properly, SharePoint allows businesses to automate workflows, manage content efficiently, and integrate seamlessly with other Microsoft 365 tools such as OneDrive and Teams.
Despite its power, SharePoint is often underutilized or misused. Many businesses treat it merely as a cloud-based storage system, missing out on its full potential. To truly benefit from SharePoint, businesses must focus on organizing their data, automating workflows, and leveraging its integration capabilities.
Why SharePoint Is Underutilized
While SharePoint is a comprehensive tool, many businesses fail to use it to its full potential, often making the following mistakes:
- Using SharePoint Simply as a File Storage System:Though SharePoint can store documents, it’s also a sophisticated tool for automating workflows, organizing data, and ensuring secure collaboration. Without proper implementation, it’s easy to treat it like Dropbox or Google Drive—leading to a disorganized system that doesn’t take full advantage of its capabilities.
- Neglecting Workflow Automation: SharePoint offers a variety of tools for automating business processes. However, many businesses still rely on manual systems or spreadsheets, missing out on the efficiency gains that automation provides.
- Inadequate Security Setup: SharePoint integrates with Active Directory to manage permissions and control access to sensitive data. Without proper configuration, however, businesses risk exposing their data to unauthorized access.
- Poor Organization of Data: Proper data organization is key to maximizing SharePoint’s potential. Without thoughtful structure, it can quickly devolve into a disorganized storage system, making it difficult to retrieve important files when needed.
Case Study: How ASC Used SharePoint to Transform Workflow for a CPA Client
A recent example of SharePoint’s impact comes from our work with a CPA client who was struggling with a time-sensitive project—managing over 100 applications for COVID relief funds for churches. Initially, they used Excel to track each application, but this solution quickly proved inadequate. It was difficult to track progress, and the process was too manual to scale effectively.
The Challenge
The client needed a better solution to manage this large volume of data and ensure that each application moved efficiently through the process. They were looking for a tool that would allow their team to collaborate, track progress, and meet strict deadlines without missing critical information.
The Solution: SharePoint Implementation
We introduced SharePoint as a solution to automate and centralize the tracking process. By using SharePoint lists, we created a workflow that allowed team members to track the status of each application in real time. Each application was color-coded (green for on track, yellow for potential delays, and red for issues), allowing the team to prioritize their efforts and stay on top of deadlines.
This streamlined process not only improved the team’s efficiency but also enabled the firm to offer more cost-effective services to their clients. The client was able to charge significantly lower fees than their competitors, saving their clients thousands of dollars.
The Results
The success of this SharePoint solution led the client to request additional workflow automation for other areas of their business, including bookkeeping, audits, and tax return management. Over time, we developed several SharePoint-based applications to automate and track these processes, improving efficiency across the board.
As the client’s business grew, they sold their bookkeeping division to a larger firm. We then helped migrate all the SharePoint applications to the new company’s SharePoint environment, demonstrating how scalable and flexible SharePoint can be for growing businesses.
Key Benefits of SharePoint for Businesses
When implemented correctly, SharePoint offers numerous benefits for businesses, including:
- Improved Workflow Automation: SharePoint automates repetitive tasks, such as approvals and document management, allowing businesses to focus on higher-value work.
- Centralized Data Management: All business documents and data are stored in one secure, easily accessible location, making it easier to manage and collaborate on important files.
- Enhanced Collaboration: Teams can work together seamlessly, share files in real time, and track the progress of projects, all within the SharePoint environment.
- Robust Security: SharePoint integrates with Microsoft’s security protocols, ensuring that your data is protected and only accessible by authorized users.
- Scalability: Whether you are a small business or an enterprise, SharePoint can grow with your organization, providing solutions that scale as your needs evolve.
Final Thoughts
SharePoint is a powerful tool for businesses, but many organizations fail to unlock its full potential by using it merely as a file storage system. As demonstrated in the case study above, SharePoint can be used to automate workflows, enhance collaboration, and streamline business operations. For businesses that are ready to move beyond basic document storage and take advantage of SharePoint’s full capabilities, proper implementation is key.
If you’re interested in exploring how SharePoint can improve your business processes, we can help. Our team at ASC Group specializes in implementing SharePoint solutions tailored to your specific needs, helping you save time, reduce costs, and increase productivity.
