SharePoint – a strategic platform for business optimisation. Part 1 – What is SharePoint

What is SharePoint

SharePoint is a Microsoft platform technology, running on servers or in the cloud, which allows a large range of business solutions to be rapidly built, deployed and managed for any size of organisation.

It includes a large number of capabilities as standard focused on, in our view, 5 core business activities:

  • Content – it provides a means to store a very wide variety of information, including documents and files, webpages containing text and images, flexible lists of information and more. Advance content management features supplement this providing version control, approvals, publication schedules and expiry, information management policies and more.
  • Communication – it provides very powerful means for presenting content, with sophisticated methods for navigation, grouping and filtering of information, notifications and alerts via email, etc.
  • Collaboration – it includes worksites that group information, content and processes together and allow groups of users to interact with these and each other in real time. Advanced capabilities include things like multi-user editing which allow multiple people to edit the same document at the same time, eliminating the need to collaborate via email. It interacts with other collaboration technologies such as Microsoft Lync and provides tools such as active task lists, statuses etc.
  • People – SharePoint has built-in social features, user profiles, contact lists and a variety of tools to enable people to find each other, for each other’s activities and interact in ways not available without such technology.
  • Business process – the above capabilities are often combined with SharePoint’s electronic form capability and workflow capability to develop and manage sophisticated business processes.

Other important features include ubiquitous enterprise search, the ability to apply branding and rich user interface elements, connectivity with line of business systems, business intelligence capabilities and deep integration with other parts of the Microsoft stack, especially Microsoft Office.

SharePoint presents its features and the information it stores via any standards compliant browser; it is also able to integrate with the Windows file system so that document libraries appear to be almost the same as saving to the local hard drive or fileserver for end-users; it provides provides other rich capabilities directly to other applications in the Microsoft technology stack, including Microsoft Word, Outlook, Access, Dynamics CRM, Excel etc.

Structure

Most elements of SharePoint are grouped together within a hierarchy of “sites” within a “portal”, with each site grouping together sets of features (such as document libraries, custom lists, views of information, calendars, navigation and links) and providing secure, permissions-based access for groups of users. Behind-the-scenes it supports sophisticated information architecture concepts such site collections (which act as silos of content and users), site-wide metadata, taxonomies and managed terms, permission groups, content types (which grouped together metadata, security and document templates in order to define a class of document or content, e.g. a report type or a project initiation document), information management policies and other nuanced structures.

When thoughtfully architected, these different capabilities and the solutions developed using them form the basis for an enterprise intranet or other application that can transform the way an organisation operates. When fully adopted, benefits include paperless working, agile remote working in collaboration, single point of access to all organisational information and processes, and assured single version of the truth, rapid search and discovery of organisational knowledge, access to people, management processes and the ability to continue to develop streamlined solutions to emerging business needs.

As a platform, SharePoint is considered to be best in its class and is the most broadly capable technology platform available from any vendor. SharePoint and the Microsoft stack appear in the top right-hand portion of the Gartner Magic quadrant for most of the things SharePoint delivers. (https://www.google.co.uk/search?q=gartner+sharepoint&biw=1745&bih=862&tbm=isch&tbo=u&source=univ&sa=X&ei=73JjVLjSK7T57Abw3ICoCg&sqi=2&ved=0CFEQsAQ)

Common Business Solutions

Some typical business solutions that are commonly found running on SharePoint include:

  • department and team working areas
  • corporate document and information stores
  • staff social areas
  • policy management and publication
  • project and programme management
  • corporate library
  • events management
  • meeting and boardroom management
  • newsletter publication and comms
  • corporate video, image and media management
  • staff directory and phonebook
  • personal working areas and storage
  • electronic form and workflow enabled processes
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