How can SharePoint improve your team collaboration?
Collaboration is a daily mandate for any successful business. Collaboration is first and foremost a mindset for managing knowledge properly and moving it forward. Collaboration ensures business continuity and development, and, as such, needs the right tools to support it. This need has become critical in the context of distributed teams, mixed time zones, remote work, and flexible schedules. Businesses cannot grow if collaboration is not handled properly.
SharePoint facilitates collaboration on many level as part of the Microsoft 365 landscape:
- Efficient communication and engagement within and across teams
- Round-the-clock availability and exchange of information
- Real-time interaction and cooperation
SharePoint enables the construction of virtual workspaces where people get tasks, share and update information, collaborate on projects, and disseminate knowledge inside and outside their organization. Before going forward, we recommend you this article and see why SharePoint is still relevant in 2021.
SharePoint enforces structure, sustainability, and strength to the way your teams collaborate:
- File and content management for fast knowledge dissemination and accurate business decisions
- Team process management via Teams integration
- Repository management for instant content retrieval
- Site management for code-free site deployment and maintenance
Collaborate with SharePoint
SharePoint is the perfect environment for:
- Preventing miscommunication and fostering collaboration best practices
- Increasing know-how and sharing
- Decoupling productivity from location
- Unlocking leadership potential
To build something together, you must start from the ground up. However, giving everyone a fair start means that you need to give some extra thought to how people can reach the desired level of familiarity with the tools and processes they need to use going forward. People who understand tools and processes will collaborate naturally.
SharePoint enables employees to build together and act as one:
- Intranet and Extranet sites keep people informed and engaged
If you want to know more about sustainable intranet strategies, you could read this article.
SharePoint provides a wide range of predefined page templates and web parts you can organize to build a fully-branded and customized site. Use an Intranet site to speed up onboarding, to clarify processes, to communicate things fast to the entire company, and to build a solid company culture. Use an Extranet site to get engaged with the community, promote your products, and ask for feedback.
- Interaction and automation
SharePoint is more than just a site builder, it is a knowledge management platform bringing together the projects, the employee profiles, the documents, the teams, and the information exchange on a hub. Teams and Outlook feed into SharePoint and back to enforce collaboration, self-service training, and anytime access to the latest version of documents. PowerAutomate integrates with SharePoint to trigger workflows based on employee profile, project events, or ad-hoc needs.
- Managed documents are Office-based
SharePoint documents start off in Office, a suite the majority of people are already familiar with, which means a common ground everybody can relate to.
Duplicate no more
Usually, documents must be read, discussed, adjusted, or approved by more than 1 or 2 people. Document exchange may easily turn into an endless back and forth of file versions which may not be the latest. To top it all off, we may sometimes forget to include some people in the loop and can have extra trouble at the end to reconcile the comments or approvals from parallel versions of an original file.
SharePoint enables you to collaborate on the same source-of-truth document:
- Share files/sheets/multimedia content via links to your cloud content
- Specify edit rights and access rights to control who can do what and for how long
- View, edit, and integrate collaboration notes in real time
- Have the latest version always available for everyone to check
- Work with the Office suite locally and in the cloud, and keep everything synchronized
Yet, avoiding duplication should stretch even further than the Office suite. SharePoint integrates with a large number of third-party applications (HR, CRM, ERP, or DMS) that host your content or data. This means that if you make a change to content originating in a third-party application, and that content is linked to a SharePoint site or project, the changes are synchronized automatically.
Share with flare
Sharing information can be done in many ways: calls, recordings, document notes, and so on. Yet, collaboration is about passing this information on to other team members and keeping a secure record of this information.
SharePoint is a platform where information is kept secured, always available, and very fast retrieved via enterprise-level search. You can share specific document sets from a site, individual documents you wrote, team documents or content from meetings, even everything that results out of a Teams discussion.
However, the world of business changes constantly. Teams can be rearranged, projects can be transferred to other employees, and newcomers must quickly integrate in teams. This means that files and content move all the time. SharePoint enables you to share and reshare content even after documents get moved to another location, instead of cancelling old links and generating new ones. Nothing gets lost, and everything can be easily repurposed.
Find everything in one place
The larger a group is, the greatest the level of confusion. A high-level of consistency and proper governance must be enforced across platforms and processes.
SharePoint gives you everything in one place, namely the tech support to unify, coordinate and lead:
- Co-authoring of content and audit control over what gets changed
- Synchronization of assets on company sites and on team sites
- Integration with Teams and Outlook for constant knowledge exchange
- Automation of tasks, schedules, and approval flows
Get the most out of lists
SharePoint lists keep structured data in reach: people details, user lists, team lists, email lists, calendars, task inventory, project lists, site lists, and so on. This feature is now pervasive in Microsoft 365, which means that any list you create in SharePoint can be accessed anywhere, and lists can be created consistently anywhere in Microsoft 365.
Collaboration is enhanced significantly if employees do not need to manually import or export lists, but rather access and integrate them instantly in their daily activities from any endpoint they use.
Highlight the critical
Collaboration thrives if critical items are conveyed at the right time, so decisions can be steered in the right direction.
Sometimes, you need to aggregate the highlights into a summary, so that people do not miss out on something important in a data-rich environment. Do this with the SharePoint Auto-News Digest.
Other times, you want to make sure that some breaking news or business call needs to get to a large number of people. Use SharePoint Boost to add info at the top of each user feed.
Access content in Teams
Any Teams channel and any Teams user is powered by a SharePoint site behind the scenes, which means that everything produced on Teams is stored in SharePoint, and anything on SharePoint can be linked to and accessed from Teams:
- SharePoint lists, pages, or libraries can be added as tabs or pinned as news in Teams
- SharePoint documents can be accessed from the Files tab in Teams
Cross-team collaboration means synchronizing different calendars, paces, issues, dependencies to avoid bottlenecks. SharePoint is a virtual workspace where work can be broken down in tasks, assigned, and tracked. SharePoint is scalable, so it is perfect for shifting teams, adding new tasks, or bringing new people on the team.
Keep tabs on engagement
It is one thing to know that people work in a collaborative workspace, but it is another to understand whether the workspace is used to its highest potential.
SharePoint provides ready-made or custom reports showing analytical data about site usage, accessed content, agenda fulfillment, and more. Measuring engagement helps managers and teams optimize processes and adapt behavior based on objective data.
Choose SharePoint for collaboration to develop a business culture where knowledge is reinvented every day:
- Sharing makes everyone belong and contribute
- Structuring information easily builds solid, accurate repositories
- Conveying ideas and extracting insight in real time speeds business resolutions
- Linking sites with 3rd-party content repositories reduces knowledge transition time
- Bringing people together in a virtual workspace boosts innovation
- Controlling access based on profiles and permissions enable intelligent distributed know-how
Knowledgeable, engaged employees deliver results faster, more consistently, over and over again, because collaboration done right makes all business departments function like a smooth-oiled machine.