August 8, 2023
Microsoft’s SharePoint is an integral part any team’s effort to increase productivity and collaboration, and there’s a wealth of hidden capabilities that are waiting to be leveraged. As part of the Microsoft ecosystem, SharePoint helps you securely store, organize, access and share your documents — but there may be hidden features that your team may not be taking advantage of yet. In the past, we shared 10 insightful SharePoint hacks to increase productivity and collaboration. Today, we’re taking it a step further by providing valuable tips to empower you in securely leveraging the full potential of SharePoint!
1. Have clear processes in place. Make templates for SharePoint and set up business processes regarding when data is added to SharePoint.
2. Create teams to organize your SharePoint data and documents. Teams make it easy to distribute information only to those who need it, letting them focus specifically on the documents that they’re working on.
3. Organize your corporate data in SharePoint. SharePoint sites should serve as a corporate intranet and a focus of a lot of your company’s knowledge. Build as much core documentation as possible to acclimate your (new) employees.
4. Set up SharePoint alerts. Alerts on SharePoint will automatically notify you when specific documents are changed, making it easier for you to track the information that you need. Alerts can also be used on high-priority documents to make sure changes are validated.
5. Leverage a shared calendar in SharePoint. A shared SharePoint calendar system is one of the most in-demand features for SharePoint, as it makes it easier for everyone within a Microsoft team to work easily together.
6. Keep a consistent look and feel. Templates aren’t just there to customize a project. Consistency matters when it comes to productivity and efficiency. As new pages and sites are added to SharePoint, they should be audited to make sure that they follow the company’s style guide. Any deviation makes it harder to find information.
7. Always ensure mobile-friendliness. Some of the modifications you can make to SharePoint can make it more difficult to use on mobile devices. Always test on mobile devices first and avoid introducing any integration or changes that could make it more difficult for mobile users: people are working on-the-go more often than ever.
8. Leverage ambassadors to promote SharePoint use. Make sure that certain critical users are able to go to seminars and are updated on productivity and collaboration features within SharePoint. These ambassadors can then be used to train other users on the use of these new features and functionality, thereby improving collaboration in an on-going, continuous way.
9. Integrate with other Microsoft tools. Microsoft Teams, Viva Engage, and other Microsoft ecosystem technology can integrate well with SharePoint, making it a central hub for all of the user data. While SharePoint provides superb collaboration and document management features, Viva Engage and Microsoft Teams make it easier to communicate one-on-one and in groups: using them together gets the best of both worlds.
10. Start the day with SharePoint by adding daily content. If you add daily updates to the front page of SharePoint, users will be more likely to log in and start their day on the intranet. This ensures that users will always get the updates and announcements that they need right away, while also emphasizing the importance of SharePoint to their work. Often, using SharePoint for productivity relates directly to making sure employees are using the platform.
Extra tips to help you optimize your SharePoint use
• Manage document or folder access. You can manage access to your documents and folders on SharePoint, by right-clicking on a document or folder and clicking on ‘Manage access’. Finally, you can also remove access to a file you have previously granted access to via a shared link.
• Protect your data by disabling edits and downloads. When sharing a file, you might not want those you share it with to be able to edit or download the document. This is especially helpful if you are working with sensitive documents that you don’t want to end up on someone’s personal computer, or if you don’t want any unwanted edits in your documents. You can easily select if someone can edit or download your file prior to sharing.
• Promote SharePoint adoption. Educating your team on the use of SharePoint not only optimizes the productivity and collaboration that is possible with SharePoint but can also promote the use of SharePoint’s security features.
If you’re interested in document management with Microsoft SharePoint or would like to optimize your use of Microsoft 365, do not hesitate to contact us. As a dedicated Microsoft Solutions partner, a key part of our approach is leading by example – we actively employ the solutinos we offer. This practice grants us unparralleled insights into our products, empowering us to be advocates and share our expertise.
Securely store, organize, access and share your business documents. Connect with us to learn more about Microsoft 365 and SharePoint. You can also book a discovery call with one of our experts here.
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