SharePoint makes collaboration easy with its modern platform and the digital workplace has never been so accessible. Thanks to its flexible and intuitive nature, teams can interact and communicate in real-time – even if each team member is in a different city. Let’s take a closer look at some specific features – 12 to be exact – that make SharePoint an awesome product.
Automate Tasks in a SharePoint Workflow
SharePoint Workflows help automate work processes to increase productivity and efficiency. Workflows allow for the management of process tasks, reducing the amount of time and effort it takes to complete a project. Five pre-programmed workflow types are included in SharePoint: approval, feedback collection, signature collection, publishing approval, and three-state workflows. Custom workflows can also be developed to meet your business needs.
Manage Internal Files
SharePoint streamlines collaboration by allowing for files to be stored in a central location. Collect and organize project-specific files in document libraries for easy access. Libraries contain individual folders for each project or task, and files can be easily copied and moved between folders.
Versioning is the process by which sequential iterations of documents are saved by different team members. Users (with permission) check out the document, make changes to it, then check it back in. SharePoint designates the most recent version ensuring the right one is saved and used among the editing team members.
Communicate More Effectively
Find the information you are seeking quickly and easily through SharePoint hub sites. Sites based on project, department, or other category can be connected and organized and shared with the appropriate audience. Messages can be shared broadly, or on a smaller, more specific scale. Searching for content on a hub site will display results from related hub sites as well, giving you comprehensive search results in one location.
Collaborate on the Go
Flexible work arrangements are the way of the future. Employees are increasingly looking for resources that allow them to complete projects on the go, and outside of the office. SharePoint meets this demand, allowing intranet access on the go through its mobile app. SharePoint is accessible on iOS and Android devices, allowing you to keep up to speed on projects wherever you are. SharePoint’s mobile, flexible nature makes it easy to stay connected.
Create Documents Between Devices
In the past, SharePoint file collaboration was limited to desktop devices. Now that the digital workplace is nimbler than ever, documents can be shared and updated on mobile devices as well. Word, Excel, or PowerPoint documents can be created and revised within SharePoint, whether you are in the office or working remotely.
Create a Blog
Looking to share information regularly with the entire company? SharePoint makes it easy to develop a subsite that serves as a dedicated blog site. In true blog fashion, content can be tagged into categories and users can interact with the posts through likes and comments.
Take Notes Using OneNote
OneNote, Microsoft’s digital note-taking application within SharePoint, allows for easy management of meeting documents. OneNote organizes meeting agendas, notes, and supporting information in one central location, or “notebook.” Each meeting can be saved on a separate page of notebook, keeping all relevant information at the fingertips of team members.
Keep Your Branding Consistent
Custom styles and colors can be applied to site themes, giving companies the flexibility to brand their SharePoint sites. This capability keeps consistency across all SharePoint pages through the company’s branding elements.
Categorize Documents Accordingly
Organization is key in any collaborative environment, and SharePoint creates an effective organizational tool in Content Types. Documents are categorized by common characteristics that are classified under one location. Content types can be reused across subsites, creating a standardized tagging convention.
SharePoint includes a shared calendar where each member of the team can see, schedule, and edit upcoming events. Groups are defined within the calendar and events can be scheduled accordingly. And since colors make everything brighter, each event type (e.g. meeting, holiday, webinar, etc.) can be color coded for easy reading.
Anything with “mega” in the name is sure to be awesome, and megamenus do not disappoint. This feature adds further organization to the site’s navigation by presenting additional levels of hierarchy at once. The cascading menu goes away, making it easier for users to find the information they are looking for. Megamenus not only sound cool, but they also help enhance engagement through a better user experience.
SharePoint has become an essential collaboration tool in today’s business environment. In addition to project and document management, teams can use it for other essential business needs like scheduling and blog development. As it continues to evolve, SharePoint will undoubtedly add additional features to enhance and streamline its project management and document organization capabilities.
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