Categories: Business

SharePoint Document Management For Small Businesses

SharePoint document management is a robust tool that empowers companies with digitized document lifecycles which translates into improved employee performance, reduced operational costs, and streamlined processes. In this article, we will be exploring the many benefits the platform offers to small businesses.

We will also explore how SharePoint consulting services, alongside the input of SharePoint developers, are vital for small businesses that lack technology expertise and infrastructure.

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The Dilemma For Small Businesses

Most small and medium-sized businesses (SMBs) often struggle with document management due to their inefficient technology infrastructure. More often than not, small businesses end up wasting hours hunting documents and cross-checking with stakeholders to find the latest updates.

Not only is this a mundane, tiresome task, but it is also time-consuming as resources that can be consumed in more productive activities are being exhausted due to minor human errors. Additionally, today’s world is defined by cloud technologies, and any organization, big or small, that has not automated document management is falling behind.

Document Management Systems For Streamlined Processes

Many small businesses are turning to document management systems to save time and money. Document management systems are software programs used to store, manage, and track electronic documents and images of paper-based information.

They can help small businesses save time and money by digitizing and organizing their documents, making them easily accessible and searchable, and reducing the need for physical storage space. Such systems can also improve collaboration and workflow and enhance security and compliance with regulations.

SharePoint Document Management Solution

SharePoint is a Microsoft product that can be used as a document management system for small businesses. It allows users to store, organize, and share documents and information in a centralized location. SharePoint’s document management features include the following:

Document libraries: Users can create document libraries to store and organize files and set permissions to control who can access them.
Versioning: SharePoint automatically saves different versions of a document as it is edited, allowing users to revert to a previous version if needed easily.
Check-in/check-out: SharePoint allows users to check out a document to make changes, preventing others from editing it simultaneously.
Metadata: Users can add metadata, such as keywords and author information, to documents to make them more searchable.
Workflow: SharePoint can be configured to automate document-related tasks and approvals, such as routing a document for review or sign-off.

SharePoint document management is a powerful tool for businesses looking to streamline their documentation and communication processes. With its advanced features and capabilities, SharePoint document management can help businesses of all sizes improve collaboration, increase efficiency, and enhance security. Here are some of the core benefits of utilizing Microsoft SharePoint for document management:

Improved Collaboration

SharePoint’s collaboration features allow multiple users to work on the same document simultaneously, reducing the need for various versions and ensuring that everyone is working on the most up-to-date information. This can be especially useful for businesses with remote teams, as SharePoint allows users to access documents from anywhere with an internet connection.

Increased Efficiency

SharePoint’s document management features can help businesses save time and increase productivity by making it easy to organize, search, and retrieve documents. With the ability to create custom metadata and tagging, companies can quickly and easily find documents they need. Additionally, SharePoint’s built-in version control ensures that users constantly work with the most recent document version.

Enhanced Security

SharePoint’s security features help businesses protect their sensitive information by controlling access to documents and ensuring that only authorized users can view or edit them. With the ability to set permissions at the document, folder, and site level, businesses can ensure that only the right people can access the information they need. Additionally, SharePoint’s built-in compliance features help companies meet regulatory requirements and maintain compliance with industry standards.

Extensive Customization

SharePoint’s extensive customization options allow businesses to tailor the platform to their needs. From creating custom workflows to integrating with other tools and applications, SharePoint can be tailored to fit the unique needs of any business.

Improved Search

SharePoint’s search capabilities are unparalleled, allowing users to find the information they need quickly. With advanced search options like Boolean operators, proximity search, and wildcard search, finding the correct document is faster and more accurate than ever.

SharePoint Consulting Services

SharePoint consulting services are offered by professionals with expertise in implementing, configuring, and maintaining SharePoint. SharePoint consulting services benefit small businesses in various ways as it brings in experienced SharePoint developers to help organizations optimize their documentation and collaboration.

Experienced SharePoint developers can help small businesses customize the solution and thus reap maximum benefits out their investment in SharePoint. Here are a few ways through which SharePoint consulting services can benefit small businesses:

Implementation and deployment: SharePoint consultants can help small businesses implement SharePoint in their organization by guiding installation, configuration, and customization of the platform to meet the business’s specific needs.
Training: SharePoint consultants can train small business employees on how to use SharePoint and its features, such as document management, collaboration, and workflow. This can help employees become more proficient in using the platform and increase productivity.
Optimization: SharePoint consultants can help small businesses optimize their use of SharePoint by providing guidance on best practices and suggesting ways to improve the platform’s performance and scalability.
Migration: SharePoint consultants can help small businesses migrate their data and documents from other systems to SharePoint, improving the organization and accessibility of their data and documents.
Integration: SharePoint consultants can help small businesses integrate SharePoint with other systems and applications, such as Office 365 and CRM, to enhance their functionality and improve collaboration.
Support: SharePoint consultants can provide ongoing support and maintenance to small businesses to ensure that their SharePoint platform is running smoothly and to troubleshoot any issues that may arise.
Governance: SharePoint consultants can help small businesses establish governance policies and procedures to ensure that the SharePoint platform is controlled, with appropriate access and permissions.

Conclusion

SharePoint document management is a robust tool that can help small businesses across the globe streamline documentation and communication. With its robust features, Microsoft SharePoint is ideal for small companies as it can help them save time, cost, and resources.

Moreover, there are more Power BI Connectors for enhanced reporting & SharePoint consulting services can help small businesses to get the most out of their investment in SharePoint by providing guidance, training, and support to ensure that the platform is implemented, used, and maintained effectively.