How to Boost Employee Workflow with SharePoint?

Posted 30/01/23

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In today’s fast-paced business environment, workflow efficiency is crucial for achieving success. However, many organizations face common pain points in their workflows, such as manual processes, lack of visibility, limited collaboration, inefficient approval processes, lack of automation, difficulty in tracking progress, difficulty in finding information, and inadequate security.

These pain points can lead to decreased productivity, wasted time, and frustrated employees. In this article, we will show you how to use SharePoint to address these pain points, streamline processes, automate tasks, and enhance collaboration, resulting in improved workflow efficiency and overall productivity.

What is SharePoint?

SharePoint is a web-based collaboration system that enables corporate teams to collaborate using workflow applications, “list” databases, other web elements, and security features. SharePoint also enables the organization to use the platform to manage information access and streamline workflows between business units.

How Does It Work SharePoint

SharePoint organizes all of an organization’s documents and other files in one central location. As long as they have the required permissions and an internet connection, users can access the files from anywhere.

In addition, On the web can include features for intranet and extranet sites, search, and social networking in addition to document management and collaboration. Users can share information with outside partners or clients by building personalized websites for particular teams, projects, or departments.

 

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5 Best Features on Sharepoint to Boost your Employee Workflow

  1. Document management

    Document management SharePoint

    Due to their heavy document loads, many organizations struggle with document management. Many workers have to deal with crammed folders and jumbled-up documents, which causes information overload, the loss of important documents, or makes it difficult to locate them when needed. The collection, storage, and distribution of information and documents within your organization can be transformed with the aid of Microsoft SharePoint.

    For better document management, SharePoint centrally stores all company data and makes it accessible through several document and library functionalities. These features consist of:

    – Simplicity in document organization and storage
    – Simple and intelligent search for files, folders, and documents
    – Workflows that are unified
    – Restricted access only by user permissions defined
    – Recall earlier iterations of a document

  2. Collaboration

    Collaboration SharePoint

    To make your employees more productive at work, use the collaboration feature. This allows team leaders to grant access permissions to users. Plus, workers can collaborate on files from any location and using any device. Furthermore, there is a co-authoring feature that can support team members in collaborating on one document or being able to communicate with each other directly from the document.

    To make things even more productive, it turns out that SharePoint gives employees the flexibility they need for productivity. Employees will be more productive because they will no longer have to be frustrated with new devices at work.

  3. Project management

    SharePoint Dashboard

    In running a project, of course, you need a tool so that it can be tracked easily and monitored properly. This software tool has proven to be an effective tool to help organizations manage their projects better. The function that will help you the most is providing a central location for information and records.

    Not only that, there are other important functions such as:
    1. SharePoint list: a feature that allows you to create lists and tasks for each project process. For example, you can create activity lists, problem lists, and risk logs, among other things. This can help employees work faster and make informed decisions while doing so.
    2. Outlook and Calendar: Employees can set schedules to prioritize their work.
    3. SharePoint Sites: This function logically groups projects into site collections so that management can be easier.

    Interesting right? if you are still reading, let’s peel the best features of Sharepoint

  4. Integration with Microsoft 365

    Integration with Microsoft 365

    It’s very interesting, this software tool can be integrated with other Microsoft products, such as Word, OneDrive, Teams, PowerPoint, Yammer, Delve, Skype for Business, etc. directly from the software. Based on that, SharePoint can enable you to develop a productive workplace because this software is truly all in one place.

    If you explore further, you can use these web apps for communication or in combination with a planner if you want to manage projects and tasks. This capability is not all software has access to the tools employees need at work. But SharePoint has taken the right step as a tool that can help save time and stay focused.

  5. Internal communication

    Internal Communication in SharePoint

    This is the last but truly the ultimate feature of SharePoint. These communication features become the main core. Good communication is an important element to increase employee productivity. Many large organizations use this software tool as an internal communication tool because it allows the management of employees through sharing information.

    Another best feature is Sharepoint allows remote access, meaning workers can receive information wherever they are.

 

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Best Practice to Build Dashboard in SharePoint

To build a dashboard in SharePoint, you can follow these steps:

  • Choose the “Web Part Page” layout when creating a new page in SharePoint.
  • By selecting the “Add a Web Part” button in the top-right corner of the page, web parts can be added to the page.
  • Select the web parts you wish to include, such as “Chart Web Part” or “List View Web Part.”
    The data and information you want to display on the dashboard can be displayed by customizing the web parts.
  • Repeat steps 2-4 to add more web parts to the page. Arrange them however you like.
  • You can alter the layout of the page to make it appear like a dashboard once all the web parts have been added.
  • Save and publish the page.

You can also make a dashboard using the “Dashboard” feature that is already built into SharePoint. The “Dashboard” layout is available when you create a new page, search under the site contents, and select it.

It’s important to note that SharePoint is a versatile platform and there are many ways to build a dashboard, depending on your specific requirements, skill level, and the version of SharePoint you are using.

Conclusion

SharePoint is a powerful tool that can help organizations improve workflow efficiency and productivity. By using the features and tools available in SharePoint, such as custom forms, workflow templates, and automation, organizations can streamline processes, automate tasks, and enhance collaboration.

Additionally, SharePoint’s ability to provide visibility into tasks and processes, track progress, and secure sensitive information, can further improve workflow efficiency and productivity. By addressing the common pain points in workflows, such as manual processes and limited collaboration, organizations can improve their overall efficiency and achieve success.

Now that you have all the information about SharePoint, it’s time to jump into the development process. Contact us for all the details about your future software tools.

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