Get the ball rolling with SharePoint by keeping it simple.

Thinking on trying SharePoint for your document management system or intranet? Start small, facilitate user adoption and let the platform grow with your business.

I know, SharePoint can be quite intimidating and scary at a first glance, but don’t let your first impression or other employees’ experience put you off on learning how to use this extremely useful collaboration tool or on reaching its full potential.

SharePoint is a platform that you actually choose how far you want to take it. It can be as comprehensive or as simple and focused as you want it to be. However, with so many different ways that you can structure it, SharePoint can be viewed as very powerful by some, or as very complicated and confusing to others.

This article aims to provide a few ideas on how SharePoint can be effectively structured for your business and to point you in the right direction towards using SharePoint for a simple improvement in one area or for a complete business transition.

Stranger danger!

Before we move forward, it’s important to keep in mind that the primary goal for any business when it comes to SharePoint is to get people to use it. What happens next? If you are the one pushing for SharePoint, you will suddenly see yourself battling against user adoption.

Our advice? Keep it simple. If you are unsure on how your business will take the transition to SharePoint, get people on-board first, don’t just expect for your staff or company culture to change overnight.

Level 1: Single use case – SharePoint to suffice a specific business need

Many businesses are looking to solve a very specific need with SharePoint, for example:

· One business may use SharePoint only as the place to store and share their company files



(click on the image to see example)

· Another business may require a place to organise only their most important process files and forms; or

(click on the image to see example)

· A different business may require a simple list to modernise an old shared spreadsheet and make it available from any device.

(click on the image to see example)

SharePoint can very effectively deliver on these specific needs individually for any business because it scales right down. This is the perfect opportunity to start experiencing the benefits of the platform without going crazy by suddenly changing how people work.

As a result of Office 365, many businesses now have access and are licensed to get started with these simple, yet powerful SharePoint features.  However, SharePoint is usually left on the side, untouched.





What is SharePoint




Level 2: Companywide intranet

Businesses who see an immediate need to create a central information hub for their workforce may choose to develop SharePoint as a company Intranet. Personally, I think SharePoint essentially starts to turn into a company intranet as soon as it addresses more than one or two simple functions. For example, if you store your company files in SharePoint, plus also have a list, and a nicely categorised area for your company processes – like it or not, all of a sudden you have an ‘Intranet’, as it’s the central place that your staff go to when trying to find something they need.  You may even take a step further by making SharePoint everyone’s homepage and putting up weekly announcements!

Some businesses start using SharePoint for a particular use case and then as they understand the capabilities of the system and additional needs arise, it turns into a company intranet over time. However, if you think that a company intranet is the end goal, it can help to start with the end goal in mind. If your requirements are not too customised, Bremmar recommends utilising an intranet-in-a-box solution to speed up the implementation process and start seeing rewards sooner.

Level 3: Fully fledged companywide intranet and collaboration system

The holy grail of SharePoint enthusiasts and team leaders alike…. The whole company lives out of your intranet and relies on it to carry out their daily activities. This is your business data management and collaboration reality:

· Most of your company spreadsheets have now been transitioned into SharePoint lists.

· Forms and workflows have been setup to automate a lot of the old manual data entry work.

· Teams share project information, plans and discussions within their intranet.

· Employees can access the company’s files easily via the well categorised filing system.

It gets even better… Everything happens to be conveniently available to the entire business from any device and in any location. Tasks in the business seam to ‘just flow’ because one task in the intranet flows onto the next, making the team highly efficient and this just being a nice place to work.

Sounds like a dream doesn’t it? Well these days it really isn’t. If you start small, then combine an internal, tech savvy admin person with a good external SharePoint consultant you have the ability to achieve a system like this which is tightly integrated with the business, can be developed over time and doesn’t cost the earth to implement.




SahrePoint demo

Let us help you! Bremmar is a certified Microsoft partner with more than 10 years’ experience in a range of Microsoft solutions. Our Perth SharePoint consultants are highly experienced in helping businesses in Perth, and around Australia, with intranet and document management solutions and can do the design, implementation and management of your company portal. Call us our consultants on 1300 991 351 or email help@bremmar.com.au.

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Get the ball rolling with SharePoint by keeping it simple.

Thinking on trying SharePoint for your document management system or intranet? Start small, facilitate user adoption and let the platform grow with your business.