Modern business, large or small, is all about information and data. Your people need access to accurate, up to date information.
A single, trusted version of every document.
Somewhere staff can find company news, forms and know-how.
Simple databases for lists, registers and trackers.
SharePoint, inside Microsoft 365, provides all of this and more. Read on to find out why you should be ditching legacy tools and migrating to M365 SharePoint
Too busy? Read this in 30 seconds
TL;DR – Why SharePoint is worth you and your team’s time
Microsoft SharePoint gives small businesses, and teams within larger businesses a centralised home for documents, an instant intranet, and easy to configure online databases. Moving your files and data into SharePoint means no more version chaos, less time hunting for information and strong security – all without the need to manage your own expensive servers and IT infrastructure.
Reclaim 9 days per year per employee by improving file and data storage and collaboration.
Improve security whilst at the same time reducing IT support and admin time by up to 50%
Protect documents and data
Build small, agile departmental business solutions using SharePoint and Power Automate. Design solutions specific to your needs and avoid expenditure on 3rd party systems.
For most small businesses, migrating to SharePoint and Microsoft 365 pays for itself within first year of operation.
One home for every file
Store your documents in SharePoint, and you create a cloud library that everyone can reach securely from anywhere. Built-in, automatic, version history means you can roll-back after accidental edits. Search that utilises document meta data and reads inside documents means you can find files in seconds.
Time saver: Small firms on average save 1.5 hours per user, per week my moving files and collaboration into M365 and SharePoint.
That may sound small, but over a year, it equates to roughly 9 working days reclaimed for each user.
An intranet gives you a digital noticeboard along with a central repository for company information and resources. SharePoint allows you to build out a simple intranet within minutes including:
- News pages. Keep everyone on the same page. Great for regular briefings, industry and company updates, etc.
- Policies and resources. Store HR handbooks, brand templates and SOPs in one central repository.
- Quick links. Link out to other company tools and/or external sites.
Here’s an idea! Create a “New Starter” page on your new intranet. This could include a welcome video, a first week in the job checklist and key contacts. No more desperate emails asking “Who do I talk to about…”
Online databases – no more conflicts in excel spreadsheets
Most organisations end up using Excel for creating databases of all kinds. Problem is that key information often ends up siloed in a particular excel spreadsheet that is inaccessible to people who need to access it. SharePoint Lists look like a spreadsheet, and are as easy to configure, but behave like a database. A SharePoint List based database gives you one source of truth, proper permissions and access management and robust forms for data entry. Need some ideas, here are just a few:
- Asset register. Track laptops, tools, vehicles; set reminders for servicing, PAT tests or other routine maintenance.
- Customer issues log. Tie the log into a Power Automate workflow that raises an alert on the appropriate Teams channel immediately someone flags an issue as high priority.
- Holiday requests. staff fill in a form and submit. managers approve on their phone, everyone can see holidays on a team calendar.
Because Lists live inside SharePoint, you can place them anywhere within your SharePoint intranet and show summaries anywhere. You can also analyse data across multiple lists in Power BI.
Natural feeling collaboration
M365 gives you online, browser based versions of your familiar office applications – meaning you can work on documents, spreadsheets, presentations, etc securely, anywhere you have access to a browser. Opening a document or presentation in a browser based office app drops you straight into co-authoring mode. No more emailing attachments named “Final-v3-NEW-really-Final”. Colleague comments site beside content. Teams chat threads can stay linked to a particular file. Collaborate without endless context switching and keep focus on the work itself.
Enterprise grade security
Get away from on-premises servers, company VPNs and security headaches. Files saved to M365 and SharePoint reside in Microsoft’s UK and EU data centres behind enterprise grade encryption. Multi-factor authentication and granular permissions means that a member of the finance team can’t peek at HR salary data. A stolen laptop doesn’t equal lost or compromised data. All the heavy lifting is done in the background, automatically.
Whether you add five users or fifty, SharePoint expands without new servers or late-night upgrades. You simply pay per-user, and staff sign in with the same Microsoft account they already use for Outlook and Teams. Keeping IT overhead low. For small businesses this is a game changer. Save up to 50% of your IT admin time and costs.
The possibilities are endless but here are a few suggestions:
- Knowledge base. Capture hard-won tips and tricks from field engineers; tag them by product/service so that search pulls up answers in seconds.
- Employee suggestion box. A List to capture ideas backed up by a power automate workflow that routes ideas to the appropriate manager. Add a “Kudos board” to show progress
- Simple CRM. Commercial CRM systems aim to provide everything to everyone. Build a simplified CRM in SharePoint that exactly meets your needs. record leads, log calls and set up follow up tasks. Oh, and no need to pay for a separate system.
- Employee training records. Store training certificates expiry dates and CPD points. Use Power Automate to create a flow that nudges employees (and managers) before a qualification lapses.
- Event portal. manage RSVPs, dietary requirements and post-event feedback in one place.
If you’ve every thought “there must be an easier way”, chances are SharePoint and M365 already has the building blocks to get you to a point where “yes there is”.
I form the bridge between IT and business owners and team managers. Deploying SharePoint is just the start. Identifying the possibilities to transform your business processes and record storage and boost productivity is where I can help. I work flexibly and can help at any stage of your SharePoint journey, including:
- Plan clear, logical site structures so that people find things first time.
- Organised and migrate files and data into SharePoint with minimal downtime and no data loss.
- Build databases, document management solutions and automations that cut busywork.
- Train teams so that good habits stick and productivity gains last.
Drop me a line and let’s unlock the hours hiding in your day.