·
3 minute read
In today's digital landscape, there is no shortage of options when it comes to moving your business files to the cloud, away from the limitations of a locally managed file server. The drawbacks of hosting files locally, such as the high costs and the need for dedicated resources to handle file management, access control, and software updates, are becoming increasingly apparent. That's why so many businesses are turning to the cloud, and specifically to SharePoint online, which is undoubtedly the most cost-effective, robust, and feature-rich solution available for small and medium-sized businesses. There's a good chance you're already paying for it.
Businesses are inundated with huge amounts of data and documents, making effective content management a critical success factor. Enter SharePoint Online, the unrivaled gold standard in enterprise content management systems. SharePoint is so much more than a content management system, it's a true intranet! This comprehensive platform offers an array of features that streamline collaboration, enhance productivity, and fortify data security. In this blog post, we will dive into the top 10 reasons why your business should consider SharePoint Online as the platform of choice which includes the Microsoft 365 robust security framework.
10 Reasons SharePoint should ne your content management system
1. Seamlessly Integrated Ecosystem: SharePoint Online is not just a content management system; it’s an ecosystem that integrates seamlessly with other Microsoft 365 applications. This synergy boosts efficiency and collaboration by allowing users to access, edit, and share documents in real-time across multiple platforms.
2. Intuitive User Experience: With its user-friendly interface and intuitive design, SharePoint Online empowers employees at all levels to navigate the platform effortlessly. Document libraries, lists, and workflows are organized for easy access, resulting in quicker adoption and reduced training costs.
3. Advanced Document Management: SharePoint Online document management capabilities are second to none. Version history, co-authoring, metadata tagging, internal and external sharing options, and content approval workflows ensure documents are always up-to-date and accessible to authorized personnel.
4. Enhanced Collaboration: Collaboration is at the heart of SharePoint Online. Features like co-authoring, real-time editing, and integration with Microsoft Teams foster a culture of teamwork and innovation, irrespective of team members’ physical locations. Staff can meet and collaborate and edit documents no matter where they are, or from what device they are using for access. It's never been easier to securely collaborate and be productive with the entire team.
5. Robust Search Functionality: Locating information is a breeze with SharePoint Online's powerful search capabilities. Its advanced search engine utilizes metadata and keyword tags to deliver accurate results quickly, saving time and reducing frustration. Search and find text within documents in little to no time. Finding a needle in a haystack has never be easier.
6. Customizable Workflows: SharePoint Online enables businesses to design custom workflows without any coding knowledge. This automation streamlines processes, reduces manual intervention, and enhances productivity across the organization.
7. Mobile Accessibility: Essentially, you can access SharePoint, and all your other M365 resources, from anywhere there is an internet connection. Securely. In today’s mobile-driven world, remote work and on-the-go access are imperative. SharePoint Online mobile app, along with OneDrive, ensures that your team can stay connected, collaborate, and access critical documents from anywhere, at any time.
8. Scalability and Flexibility: Whether you’re a small startup or a multinational corporation, SharePoint Online can scale to meet your needs. Its flexible architecture allows for seamless expansion and customization, ensuring it grows as your business does.
9. Analytics and Insights: Data-driven decision-making is facilitated through SharePoint Online’s analytics and reporting tools. Monitor usage patterns, track engagement, and gain insights into content performance to refine your content strategy.
10. Unrivaled Security Framework: From a security perspective, SharePoint Online stands as a fortress guarding your sensitive data. Its robust security measures include:
- Encryption: Data at rest and in transit is encrypted to prevent unauthorized access. All customer data stored in SharePoint Online is encrypted (with one or more AES 256-bit keys) and distributed across the datacenter as follows. (Every step of this encryption process is FIPS 140-2 Level 2 validated. For additional information about FIPS 140-2 compliance, see FIPS 140-2 Compliance.)
- Multi-Factor Authentication (MFA): Ensure that only authorized users can access your content through multi-factor authentication.
- Permissions and Access Control: Granular permissions control who can view, edit, and share documents, reducing the risk of data breaches.
- Compliance and Auditing: SharePoint Online adheres to industry standards and regulations, with comprehensive audit trails to track all activities.
- Data Loss Prevention (DLP): Prevent data leakage by setting up policies that identify and prevent the sharing of sensitive information.
BONUS: The best part is that it costs $0. That's right. Like everything else, you need to develop and design the platform to fit your business needs. Proper planning goes a LONG way but SharePoint doesn't cost you anything additional. Cloud Matrix IT are Microsoft 365 developers and have hundreds of SharePoint migrations under our belt. SharePoint is included in every license available from Microsoft 365. If you need additional storage, the costs are minimum. Some licenses come with "almost" unlimited storage. We can help you figure out what's needed.
SharePoint Online has rightfully earned its reputation as the gold standard in enterprise content management systems. Its integrated ecosystem, intuitive user experience, advanced document management, and top-notch security framework make it an indispensable tool for businesses of all sizes. By choosing SharePoint Online, you’re not just adopting a software – you’re embracing a culture of collaboration, productivity, and data security that will drive your business to new heights in the digital landscape.
If you think you're ready to migrate to the cloud and want a secure, collaborative, and feature rich platform that can be accessed from anywhere, let's chat about it.
