Top 3 Reasons Why Employees Love SharePoint

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Top 3 Reasons Why Employees Love SharePoint
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SharePoint has been a pioneer of collaborative
work culture and has been dubbed as one of the
most successful products by Microsoft for
enterprise businesses. With the recent SharePoint
Online version, the platform has become
increasingly accessible. The real potential of
the tools and features can only be realized if
they are accepted and implemented uniformly
throughout the organization.
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Most SharePoint consultants agree that for
companies who are implementing SharePoint for the
first time, this part of digital transformation
will require a cultural shift in the working
style of the organization. As simple as it may
sound, it will not be possible unless employees
are convinced the platform is useful and see
first-hand evidence how this new application is
better than their legacy systems.
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We will discuss the top 3 features on SharePoint
that will help you to gain your organizations
confidence on the application, and how to
implement them into your business processes.
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1) Manage folders and visually navigate through
them
SharePoint Solutions provides excellent tools
that give your organization the access to
navigate through large amounts of data and
information within your systems. Folders and
subfolders are especially difficult to manage on
a large scale, even if one has a shared Cloud
structure in place. It is interesting to note
how Cloud is thought of as the ultimate solution
to all the collaborative problems of an
organization. In reality, it only addresses the
surface of the problem. To understand the real
potential of the cloud system, ease of use and
user acceptability plays a major role towards its
success.
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How to steps towards ease of search navigation
through folders and sub-folders on SharePoint?
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Metadata Mapping
While most SharePoint consultants will easily
ignore the significance of in SharePoint, it can
prove to be a very potent tool in mapping the
folders and subfolders, making searches through
them as easy as you do it on Google. We all know
how metadata forms the backbone to Google
searches. The same mechanism can be applied in
the case of SharePoint. This feature is only
available on SharePoint On-premise version and
has the provision of editing the metadata in the
left side of the document library. With the help
of your SharePoint team, one can easily develop a
system within the organization where it becomes
easy to navigate and search through an enormous
amount of data.
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Implementing Filters
Most modern search tools like those of e-commerce
websites tend to have a data structure in place
mapped as a tree structure based on the
categories and subcategories, which makes it
extremely easy to search. It takes the user
experience to the next level once the users can
visually see the categories gradually pinpoint to
what they want based on the structure. Once the
metadata mapping has been implemented, the next
step towards ease of navigation includes putting
in place this visual structure in place using the
filter option in SharePoint. The filter option
can be implemented in SharePoint in the document
library and gives a much better UX as compared to
the "view" option with column header.
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2) Collaborative tools have a deep impact of
organizational structure
SharePoint Solutions provides excellent tools
that give your organization the access to
navigate through large amounts of data and
information within your systems. Folders and
subfolders are especially difficult to manage on
a large scale, even if one has a shared Cloud
structure in place. It is interesting to note
how Cloud is thought of as the ultimate solution
to all the collaborative problems of an
organization. In reality, it only addresses the
surface of the problem. To understand the real
potential of the cloud system, ease of use and
user acceptability plays a major role towards its
success.
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These collaborative platforms can be considered
part of the social networks within the
organization. It not only has an impact on the
organizational functioning, but also the
organization structure. These tools have a
greater impact in following list

• Reinforcing the horizontal structure of
  organizations as they feel empowered to interact
  directly with the hierarchies and hear directly
  from them.

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• Increases transparency with the work progress
  making the team members and teams at large more
  responsible of their work output as it is now
  under the direct view of the rest of the
  organization or other team members.

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• Increases meritocracy and immediate gratification
  for value added by the employees.

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3) Automated Workflow
Workflow is the series of activities that are
necessary to complete a task. It may also be
noted that each activity will have an individual
outcome and may be required to start the next
activity. In other words, any project or process
in your organization can be depicted in the form
of workflow that needs to be successfully
completed at each step, in a given time. On
Microsoft SharePoint, workflows are automated
within the system to streamline the cost and time
required by coordinating the tasks.
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The document library forms an integral part of
this workflow automation, as your employees will
now be able to start workflows in the form of
documents that need the intervention of different
participants in order for it to be completed.
This could be in the form of approvals, signature
or feedback taken from the stakeholders, ensuring
its completion in the most transparent way
possible. It is clear to point out where the task
is stuck, and the owner of which task has not
responded yet.
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The Process For Workflow Automation Includes
Below Steps
? Creates document approval tasks
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? Assigns these tasks to the workflow participants
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? Send email alerts to the participants with task
instructions
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? Link to the document to be approved
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Built-in and customizable workflows provide an
all-inclusive provision to design the workflows
according to company and process needs.
A SharePoint site includes several built-in
workflows that address common business problems
Approval
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Collect Feedback
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Collect Signatures
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Publishing Approval
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Although the built-in workflows can be customized
somewhat to meet different needs, your
organization may choose to design and develop
workflows that are unique to the business
processes in the organization.
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