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Jun 27, 2023 12:00:00 AM4 min read

Unveiling the Hidden Gems: SharePoint's Lesser-Known Features for Boosting Operational Efficiency and Collaboration

SharePoint, a powerful web-based platform developed by Microsoft, has been transforming organizations for years with its robust content management and collaboration capabilities. But what if we told you there are hidden features in SharePoint that can further improve operational efficiency and cross-functional collaboration? In this comprehensive guide, we'll delve into these lesser-known features and explore how they can help your organization. We'll also discuss how partnering with Provisions Group, an IT consulting firm with over 20 years of experience, can maximize your SharePoint system to reach its full potential.

Custom Workflow Automation:

SharePoint offers customizable workflows that help automate your organization's unique processes. These workflows can be designed to streamline anything from document approval to task assignment and more. According to a study by AIIM (Association for Information and Image Management), companies that implemented SharePoint workflows reported a 30% increase in efficiency in their processes (source: AIIM, 2020). Provisions Group can help you tailor these workflows to fit your organization's needs, allowing for seamless cross-functional collaboration.

Seamless Integration with Microsoft Office 365:

SharePoint is designed to work harmoniously with other Microsoft Office 365 applications, including Word, Excel, and PowerPoint. This tight integration allows users to collaborate on documents simultaneously, reducing the time spent on email exchanges and file transfers. In fact, a Forrester Research study found that organizations using SharePoint and Office 365 together saved up to 20% of their work hours (source: Forrester Research, 2019). Provisions Group can guide your organization on how to capitalize on this integration, ensuring a smoother collaborative experience for your teams.

Real-Time Co-Authoring:

One of SharePoint's hidden gems is the ability to co-author documents in real-time. This feature allows multiple team members to work on a document simultaneously, regardless of their geographical location. According to Microsoft, teams that use real-time co-authoring can save an average of 50% in time spent on document collaboration (source: Microsoft, 2018). The expertise of Provisions Group can help your organization harness this powerful feature to significantly improve cross-functional collaboration.

Powerful Search Capabilities:

SharePoint's robust search capabilities are often overlooked but can improve operational efficiency. The platform's search functionality allows users to find files, documents, and even specific content within documents quickly. A study by IDC found that employees spend 2.5 hours per day searching for information (source: IDC, 2012). By leveraging SharePoint's search capabilities, your organization can save valuable time that can be redirected to other critical tasks. Provisions Group can help you optimize SharePoint's search functionality for your specific needs, ensuring maximum efficiency.

Enhanced Security and Compliance:

SharePoint's advanced security features help protect sensitive information while maintaining compliance with industry regulations. Features such as Information Rights Management (IRM) and data loss prevention (DLP) ensure that only authorized users can access specific content, reducing the risk of data breaches. A study by the Ponemon Institute found that the average cost of a data breach in 2020 was $3.86 million (source: Ponemon Institute, 2020). Implementing SharePoint's security features with the assistance of Provisions Group can help mitigate this risk and protect your organization from costly data breaches.

Customizable Team Sites:

SharePoint's customizable team sites provide a centralized location for collaboration and communication. These sites can be tailored to fit the specific needs of individual departments or project teams, promoting cross-functional collaboration. In a survey conducted by Microsoft, 75% of employees reported that SharePoint team sites increased their team's productivity (source: Microsoft, 2017). Provisions Group can help your organization design and implement these customizable team sites, ensuring that your teams have the tools they need to collaborate effectively and efficiently.

Business Intelligence and Analytics:

SharePoint's built-in business intelligence (BI) and analytics tools can help your organization make informed decisions based on real-time data. These tools, such as Power BI, provide users with the ability to create interactive reports and dashboards, empowering them with valuable insights. According to Gartner, organizations that utilize BI and analytics can achieve a 30% increase in decision-making efficiency (source: Gartner, 2019). By partnering with Provisions Group, your organization can unlock the full potential of SharePoint's BI and analytics features, driving data-driven decision-making and improving overall efficiency.

Mobile Accessibility:

In today's fast-paced world, having access to critical information and collaboration tools on the go is crucial. SharePoint's mobile app allows users to access documents, team sites, and workflows from their smartphones or tablets. This increased accessibility can boost productivity by allowing employees to collaborate anytime, anywhere. A study by Frost & Sullivan found that businesses that embraced mobile technology saw a 40% increase in employee productivity (source: Frost & Sullivan, 2017). Provisions Group can help your organization implement SharePoint's mobile features, ensuring your teams remain connected and productive, regardless of their location.

Maximize Your SharePoint System with Provisions Group:

To truly unlock the hidden features of SharePoint and experience significant improvements in operational efficiency and cross-functional collaboration, partnering with an experienced IT consulting firm is essential. Provisions Group, with over 20 years of experience in providing complex IT solutions, has the expertise and resources to help your organization maximize its SharePoint system. Their partnership with Microsoft ensures a deep understanding of the platform and the ability to provide you with the most up-to-date strategies and best practices.

SharePoint offers a wealth of hidden features that can dramatically improve your organization's operational efficiency and cross-functional collaboration. From customizable workflows and real-time co-authoring to advanced security measures and mobile accessibility, SharePoint has the potential to transform the way your teams work together. By partnering with Provisions Group, your organization can unlock the full potential of your SharePoint system and experience unparalleled growth and success. Don't let these hidden gems go unnoticed - start maximizing your SharePoint system with Provisions Group today.