Why have so many businesses migrated to SharePoint?
November 17, 2021

Files shared between computers and users can become a mess that is inefficient, time-consuming, and difficult to find. Microsoft SharePoint allows businesses to keep files together in one location with multiple views for users grouped by department or project to make it easy to find the exact file they need. Businesses have been switching from other shared drives such as Box, Dropbox, and Google Drive to Microsoft SharePoint for its easy accessibility, speed, and security.

A study performed by the Aberdeen Group showed that employees using Dropbox reported spending up to twelve hours per week looking for files they needed. Additionally, 36% of users in this study had problems with file access due to multiple versions or documents being locked down by another user. On the other hand, 96% of users reported these problems were solved by SharePoint, making it easy to find what they needed in seconds.

What is SharePoint

Microsoft SharePoint is a platform that lets users keep files together and share them easily with other employees within an organization or externally. It provides multiple views to easily find the exact file any user is looking for, with no need for them to scour through an entire shared drive of files. Access permissions can be set up on individual files or folders, but it also comes with default rules that provide full control over which users are able to edit, view, and even delete files.

Why businesses are switching to SharePoint

SharePoint gives employees the freedom to access files from anywhere by logging into a computer or mobile device with their organization's email address. It also provides advanced search capabilities to find what they need instantly without wasting time digging through folders full of documents or having to recreate them elsewhere. Files are automatically backed up for disaster recovery, and individual files can be permanently deleted if not needed to avoid filling up the entire shared drive.

Benefits of using Sharepoint over other file sharing programs like Dropbox, Google Drive, and Box

SharePoint is much more than just a shared drive; it has features that allow users to collaborate with each other on projects and share files internally or externally. Managers can easily assign tasks to employees within their organization through SharePoint, eliminating the need for emails or spreadsheets. External users are given a specific email address that lets them upload files directly into user folders, which eliminates the possibility of any file getting lost in an external inbox.

Drawbacks of using other file sharing programs like Dropbox, Google Drive, and Box

The biggest drawback of using a shared drive like Dropbox or Google Drive is that all files are stored in one location and cannot be kept separate. For example, an employee may want to share documents with another coworker for collaboration on a project, but those same documents could be used by another person for a completely separate project and cannot be kept separate. With Office 365, each user has their own OneDrive that is easily accessible by logging into the portal with an email account. If permissions are set correctly on individual files or folders, those documents cannot be shared with any other users without permission from the original creator. Files can also be shared externally by adding other Office 365 users through their email address, making it easy to collaborate with others without having to share files outside of the organization.

Office 365 combines the cloud capabilities of Microsoft SharePoint with an individual OneDrive into a single package that provides both file sharing and productivity tools. All documents are securely stored in this one cloud solution so employees can access them from anywhere, both internally and externally.

Best practices for managing SharePoint documents

Managing documents in the cloud can be daunting for companies because their employees are used to storing files on their local computers or with external shared drives like Dropbox or Google Drive. Employees may not know how to set permissions when uploading files or folders within SharePoint, which can result in files getting shared with the wrong people.

Good practices for managing SharePoint documents

The best way to prevent inadvertent sharing of important files is with folder permissions. Folders can be locked down so that only specific users are allowed to edit, delete, or even view their contents, while everyone else sees them as read-only. This creates a sandbox system where employees can safely collaborate on projects without worrying about who has access to the files.

Internal and external users of SharePoint need different permissions

Another concern is that managers want to make sure only authorized employees have access to their company's sensitive information, even if they are uploading documents from out of the office or using a mobile device. Office 365 has a feature that allows managers to create policies for how users on the network will access their OneDrive, which can be configured to require passwords or even fingerprint scanners on mobile devices.

Solutions for managing SharePoint documents

Employees who need more control over the files they upload into SharePoint should use Microsoft's desktop version of Office 365, which has a feature that lets them edit the permissions for their files before uploading them. This is especially useful for employees who may need to share a project with clients or other external parties because they can easily specify whether documents are read-only or if anyone can edit and copy text from those files without changing the original copies.

Saving files in-house lets companies control costs

Another reason that businesses are switching to SharePoint is that it allows them to save money. Many cloud services like Dropbox charge based on how much storage employees use, while monthly subscriptions for Office 365 are flat rate and include additional apps, tools, and features. This can make it easier for small companies to scale their storage as they grow instead of getting stuck with external services that charge per user and end up costing significantly more money.

Hiring managers want an applicant's technical skills

Another reason that businesses are switching to SharePoint is that hiring managers tend to value applications like SharePoint on a resume. Even if the candidate isn't familiar with the software, they can learn it quickly and become productive in a short time. Many other applications have steep learning curves or require extensive training before employees can use them effectively, which is the opposite of what companies want when hiring new staff.

SharePoint offers many benefits for businesses

In addition to finding SharePoint on a resume more attractive than other enterprise tools, companies are switching to using SharePoint because it offers improved collaboration features. This can make it easier for small teams to work together on projects without relying on sending e-mail attachments back and forth or logging in to a Google Docs account.

SharePoint is an online portal that offers incredible features for both personal and business use. Not only is it great for storing sensitive documents, but also allows users to create websites, plan events, manage projects, store contact information for clients or staff members, share files in folders with varying permissions, and so much more - all in one place.

SharePoint is one of the most versatile business systems on the market, allowing users to gain complete control over their organizations. It's easier than ever to organize, share files, communicate with employees, streamline processes and workflows, track projects and much more - by entirely changing the way you do things.

Even better? You can create your own SharePoint business site in minutes , without any costly or time-consuming installation. You can quickly upgrade your current SharePoint system or start fresh with a new account, all in one place - almost instantly.

If you want to make sure your business is running at its best, consider making the switch to SharePoint today. Not only will it help improve communication and collaboration, but it's also a cost-effective alternative to other expensive business systems.

Here are 5 major benefits of using SharePoint:

Collaboration

Improved collaboration with the ability to share, manage and track files in one place, all with different permissions.

File sharing with simplicity

Easily send large files to anyone you wish, even if they don't have a SharePoint account or access to your intranet. Even better? You can control file sharing from the admin center, and who has access to what.

Overall organization

Create your own intranet or make a business site to store contact information, share files and host images across all employees as well as clients, vendors and contractors. Your SharePoint portal can be organized however you want - from categorizing documents to creating additional sub-sites, all from one place.

Offline access

Make sure employees have complete access to your company portal, even if they don't have internet connection thanks to offline document editing and file sharing features.

Access on the go with a mobile app for SharePoint

Easily upload new files, update folders or share any new content from the road or on-the-go using your mobile device.

Why should businesses switch to SharePoint? It's a cost effective alternative to other expensive business systems as well as a versatile and powerful tool for any growing business. Take control of your organization today!

If you want more information about SharePoint, reach out to a palmiq expert today!

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