Microsoft SharePoint is one of many collaboration tools we recommend for your remote team. It’s a robust, cloud-based tool that allows your team to share and manage content, information, and applications specific to your business. You can completely customize your site to streamline your operations and workflow preferences. What’s more, you can work on projects or share information with members outside your organization, across PCs, Macs, and mobile devices. This allows for easy and secure collaboration that empowers teamwork, drives productivity, and improves efficiency.
In this blog post, will discuss our Microsoft SharePoint tips to ensure your team makes the most of this powerful platform. We also have several exciting webinars coming up all about SharePoint! Learn more and sign up on our events page. Here are our top tips:
1. Utilize Tagging
SharePoint allows you to add metadata tags to documents, such as author, creation date, and document type. By using this tagging system, you can easily organize and find documents in your library. You can also create views based on these tags, which allows you to filter and sort documents in a more organized, streamlined way.
Microsoft notes many benefits to using metadata, such as improved document discoverability, site navigation, and user experiences. Microsoft also recommends taking the time to manage metadata effectively. They offer the following recommendation: “Think about the kind of information that you want to manage the content of lists and libraries, and think about the way that the information is used in the organization. You can create term sets of metadata terms for lots of different information.”
2. Access SharePoint’s Document Collaboration Features
SharePoint allows multiple users to work on a document at the same time, making it easy for teams to collaborate. You can also set up alerts and notifications to notify users when changes are made to a document. This is especially helpful if you have a large team working remotely on a shared project. It’s important to note there are two site options for creating projects: team sites and the communication sites. Team sites are best for collaboration and creation, while the communication sites are best for broadcasting important messages and updates.
3. Integrate SharePoint’s Built-In Workflows
SharePoint has built-in workflow capabilities, which can be used to automate common business processes, such as document approval and document routing. By using these workflows, you can streamline your business processes and improve efficiency. There are many important business tasks you can automate with workflows, including making approvals, sending reminders, automating emails, looking up user information, and more. This is a wonderful resource on workflows if you would like to take a deeper dive.
4. Use SharePoint’s Search Capabilities
SharePoint has powerful search capabilities, which can be used to find documents, sites, lists, libraries, folders, and metadata, and other content within your organization. You can also create custom search scopes, which allow you to search specific subsets of content. By utilizing SharePoint’s search features, your team can develop more streamlined workflows and find documents more efficiently.
5. Customize SharePoint to Meet Your Business Needs
SharePoint is highly customizable, and you can use it to create custom solutions that meet your organization’s specific needs. Your business can customize everything from page design and navigation to workflows and forms. You can also use SharePoint’s built-in web parts, or create your own custom web parts using SharePoint’s APIs. Science Soft notes that because of SharePoint’s flexible levels of customization, “companies can make the best of the familiar environment and save money on third-party tools at the same time.”
Learn more About SharePoint With PCA
SharePoint is a powerful tool that can be used to improve collaboration and productivity within your organization. By utilizing SharePoint’s features outlined here, you can make the most of your SharePoint investment. If you and your team are interested in learning more about SharePoint’s robust features, reach out to PCA Technology Group. Our team of IT experts can help your business utilize SharePoint to its fullest potential. You can also sign up for our upcoming webinars all about SharePoint. We hope to connect with you soon!