SharePoint: Information Sharing 2.0

SharePoint: Information Sharing 2.0

The need to create a simple and secure way to share electronic information became a top priority practically as soon as computers were introduced into the workplace. As technology and business practices evolved, so too has the way in which we interact with our data. Yet from the earliest floppy discs to the latest cloud-based file sharing systems, we all still want the same thing; namely a simple and safe way to create, modify and access information.

File sharing has evolved: Have you?

Handing a USB flash drive around the office or emailing presentations to colleagues and clients may have seemed like the height of technology many years ago, but it would severely impact productivity and data security in today’s far more complex working environment.

Our experience with numerous clients has been that they have avoided the move to off-site file sharing services due to the usual concerns of data safety and the potential costs associated with such a change. In fact, a lot of businesses still manage their files through a basic external hard drive that is kept at the office and used by different employees when needed. Aside from the inconvenience and security issues, this method is not too dissimilar to the days of handing USB sticks around the office.

Not all Cloud-based file sharing solutions are created equal

The shift to hybrid and work from home (WFH) setups may have accelerated the move to the cloud for some organisations but not all cloud-based file sharing setups are created with the same level of scalability and features that modern businesses require, leading to headaches down the road.

OneDrive is a popular file sharing app and while it certainly has its place it is best suited for personal files. Storing a company’s files kept within OneDrive, means that the user attached to that account will be the admin, making collaborating on team projects or files very time-consuming.

Sharepoint: The next level

Sharepoint itself is nothing new (in fact it has been around for over 20 years) but its continual evolution has ensured that it remains one of the very best tools to keep pace with modern workplace practices. File security, accessibility and collaboration are all far more critical these days than in the past, with Sharepoint you can share files, data and resources within your organisation without having to worry about misplaced files or heading to the office to find that shared drive.

Aside from the obvious benefits of having constant access to important info, the ability to collaborate on shared projects, having a constant overview of the progress of each file and sharing and reaching out to customers all from within Sharepoint is something that elevates this setup well beyond that office-based hard drive.

A small change can yield big results

Change is inevitable but that doesn’t stop us from being wary of it. Yet hanging onto outdated tech solutions can be far more damaging than implementing new methods, especially if that new method has a proven track record. Seeing as Sharepoint is web-based it removes a number of technological barriers and the high level of customisability makes it suitable for just about any type or size of business. We make the move even simpler by having our team guide you through every step of the way.

A simple process

Simplicity is the key to any successful business solution and Sharepoint tackles the complex file sharing needs of modern businesses in a way that makes it as straightforward as possible.

Firstly, our engineers assess the storage system currently in place – usually a mix of offline and online solutions like server hard drives, Google Drive and OneDrive. Once that is completed they will collaborate with the various departments to determine how many Sharepoint sites are required.

The relevant files are then migrated and admins are allocated to the various sites, the director usually has access to the entire setup while each department head will be given full access to their specific site as well.

Customisiation is key

At this point the client will be in a better position to determine how they would like to further customise their setup, our experience is that it is best to allocate a number of admins to watch over each site as this will minimise issues when it comes to collaborating on projects or sharing resources.

Sub-sites for specific projects and the addition of company logos and fonts are just some of the customisations that can be implemented. For personal files the use of OneDrive is still beneficial, and data can always be pulled from it to share with the team on SharePoint.

Seeing as Sharepoint is part of Microsoft 365, all you need to get started is to contact our team so we can guide you through the process.