Posted by Indusa Admin on April 2, 2015 5:08 am
Microsoft SharePoint is a powerful tool for enabling collaboration, information management and integration of distinct business processes and systems. In order to generate and maximize return on investment, this tool must be utilized and managed responsibly. Many organizations are unable to reap the full benefits of their SharePoint investment. They fail to take advantage of the diverse features and functions that their SharePoint system has to offer.
Here are four key tips and best practices to help you and reduce SharePoint total cost of ownership, efficiently operate complex models, use the tool beyond a content store, and use it efficiently without compromising security or violating regulations:
Keeping sites that are minimally or no longer in use, content that is no longer used, and items that are duplicated is wasting space and forcing redundant work from the SharePoint tool. Identify unused sites and address data redundancy and save up to 30-40% in level-1 disc space.
2. Get to know SharePoint’s built-in functionalities
Apart from being a content store, SharePoint offers several functionalities for enterprise content management, collaboration, search-driven application creation, social engagement and business intelligence. Key functionalities include:
- Portals simplify access as a single gateway to enterprise applications and allow the creation of a virtual desktop, which can be accessed from any device, at any location.
- With Enterprise Search, users can sift through content, documents and external content stores. It can even be extended to include external applications.
- Dashboards allow users to expose reports, key performance indicator metrics and other analytics in a simple manner to improve the visibility of performance indices.
- While the built-in configurable workflows are fairly simplistic, by utilizing commercially available third party add-ons, the power and utility of workflows can be greatly enhanced to enable the creation of complex business process applications such as case management and clinical trial management.
By leveraging these functionalities, organizations can reduce the number of custom applications, time, effort and cost for their development and maintenance while improving and standardizing user experience and simplifying the enterprise technology sprawl.
3. Create a centralized SharePoint “control center”
Organizations should have a centralized team capable of providing infrastructure, application development and maintenance support, along with an operating unit level analysis, training and administration team to support departments and projects.
SharePoint governance must span the entire spectrum of expertise from hardware and infrastructure to content management. These hyper-focused “SharePoint champions” and managers provide a cost-effective operational team that continues to address business needs and administer the environment.
4. Deploy a compliance policy reinforced by auditing and monitoring tools
We often see users inadvertently accessing and uploading documents containing sensitive data, like personal information. This violates security and audit requirements and may get an organization into trouble.
As part of the control center mentioned, a person or team must be dedicated to designing and enforcing a compliance policy and best practices that ensure the system is managed efficiently and run in accordance with regulations.
To gain maximum ROI, organizations need to reassess the value that SharePoint delivers to their business and then successfully plan, implement and manage their SharePoint architecture. They need to deliver state-of-the-art IT infrastructure, optimized application availability, rich application functionality and flexibility and service centric IT functions. By doing this organizations are able to save money, reduce the risks, and accelerate new business opportunities with Microsoft SharePoint.
SharePoint can prove to be one of the most productivity enhancing tools for your organization if a thoughtful and measured approach is taken when it comes to its utilization.
Are you utilizing SharePoint to its full potential?
About the Author – Neha Kumar
Neha Kumar is a digital media evangelist and marketing professional. She overlooks Indusa’s content management, social media, online events, email marketing, blogs, digital campaigns, lead generation and inside sales activities on a broader scale.