When it comes to developing an Intranet, there are lots of different platforms to choose from. We’ve already gone over why Intranets fail – and you don’t want to fall into the same traps once you’ve invested in another Intranet. There may have been lots of things you considered when going through your requirements for a replacement. If you’re still exploring, it’s worth checking out our guide on planning your SharePoint Intranet.
There are many other things that you can develop into an Intranet to make your life so much easier and more productive. SharePoint in particular can cater to a lot more than you might think; here are a few ways that a SharePoint Intranet can make your life so much easier.
If you’re looking at a document such as a policy on the Intranet that may have been changed recently, it can be convenient to have the ability to look at older versions of the document. You can also see which versions of the document have yet to be published or approved by an admin. This not only improves workflow, but saves so much email tennis. You can find all the necessary information yourself – and not have to go through numerous Word documents scattered all over the place to find what you’re looking for.
Update documents with others together
Speaking of versioning, if you and several others in your company all need to update a document, SharePoint allows co-authoring. This means you can all open the same document at once and edit it as you please. You can see where others are making their edits in real-time too. Document collaboration is a key feature in SharePoint that makes it so much more convenient for people to get something done without back-and-forth emails. This feature will enhance productivity in your teams hugely.
Save your data in one place
The wonderful thing about a SharePoint Intranet is the ability to have your data and information on a centralised platform, rather than scattered about on other users’ computers. If having siloed data is a frustrating problem for you, then a SharePoint Intranet can step in. Other Intranet platforms may still require you to have data in multiple areas – whereas SharePoint encourages the opposite. No more USB sticks and random folders across multiple systems and servers; SharePoint can gather and keep everything in one place.
With more users working flexibly, having a good mobile platform to work from can be very beneficial. As SharePoint is a Cloud-based platform, users will be able to access the Intranet whenever and wherever they like. It might not seem like a huge deal, but many users who work from home or on the move regularly will find that their current Intranet won’t allow them to access it unless they’re physically in the building. With a fully populated SharePoint Intranet, users will be able to use it as a directory, document library, news board and more – and the device they use won’t be an issue.
Have more control over who sees what
SharePoint takes data control very seriously, and Intranets in particular can risk displaying too much of the incorrect information. Even within a SharePoint Intranet, you can risk having everyone view a draft version of a policy in progress. Worse still, you don’t want to give co-authoring and other editing rights to everyone. What can make your life easier is to use the permissions functionality within SharePoint. There are varying levels of permissions too; such as viewing only vs. full control. If there’s a particularly sensitive document you want to keep an eye on, you can set up the feature which allows admins to get notified when said document is downloaded or viewed.
Automate document life cycles
Both records and document managers can find it a headache having to manually move data constantly. With SharePoint, you’ll be able to automate processes that gave you a headache with your previous Intranet setup. For example, if certain documents need to be destroyed/expired after a certain period, you can ensure that SharePoint makes this happen for you. This is a function that many data owners are utilising; now that the GDPR is on the horizon and the way data is managed is being thoroughly checked.
End user adoption can be easily achieved
Unless everybody uses the new Intranet and relies on it for a multitude of things, it will slowly become a barren wasteland of outdated, incorrect information – and a waste of money!
It’s essential to get daily users on board and this can be a challenge. Luckily, SharePoint as an Intranet platform has collaboration at its core. Because of this, it can be easy to train users on best practise and make the Intranet work for the requirements of different departments in the company.
If you want to know more about user adoption – click here to see our infographic showing 9 fool proof ways to increase user adoption for your Intranet.
There are lots of ways a SharePoint Intranet can make your life easier. From obtaining buy-in from end users to having a platform securely holding all the information in one place, the possibilities are many. If you want to know more about how you would plan a SharePoint Intranet, check out our guide here. If you want to have further discussions, get in touch and we’d be happy to advise you further.