Microsoft SharePoint is a powerful tool designed to improve how you collaborate and manage content. It works seamlessly with Microsoft Teams, making it an excellent choice for businesses looking to streamline their team projects. SharePoint helps you organise, share, and access information efficiently, whether you are in the office or working remotely.

In this article, we’ll dive into why Microsoft SharePoint is an ideal choice for teams. We’ll explore its core features, the benefits it brings to team collaboration, and how it enhances productivity and organisation. Finally, we’ll share some tips for effectively implementing SharePoint within your team. 

Understanding Microsoft SharePoint for Teams

Microsoft SharePoint is a web-based platform designed for document management, storage, and collaboration. When integrated with Microsoft Teams, it becomes a robust tool that enhances how you work together. SharePoint enables you to create sites for projects, departments, or individual teams. These sites become hubs for all related content and communications.

SharePoint sites include features like document libraries, lists, and pages. Document libraries allow you to store, organise, and share files. You can set permissions to ensure that only the right people have access. Lists help you manage information like project tasks or contact details, and you can customise these lists to fit your requirements.

Integration with Microsoft Teams means that you can access SharePoint content directly from your Teams workspace. You can add SharePoint document libraries as tabs in any team channel, making it easy to find and work on documents. This integration simplifies collaboration, as you don’t need to switch between applications to get your work done. 

Key Benefits of Using SharePoint for Team Collaboration

SharePoint offers many benefits that make it an ideal choice for team collaboration. Here are some key advantages:

1. Centralised Information: SharePoint provides a central location for storing all team-related documents and information. This means you no longer have to dig through emails or multiple platforms to find what you need. Everything is organised and easily accessible.

2. Real-Time Collaboration: SharePoint allows multiple people to work on the same document simultaneously. This real-time co-authoring ensures that everyone is on the same page and can contribute without any delays.
3. Enhanced Security: SharePoint comes with robust security features. You can set permissions and access levels for different users, ensuring that sensitive information is protected. This level of control is especially important for maintaining confidentiality within teams.

4. Automated Workflow: SharePoint includes tools for automating repetitive tasks. For instance, you can set up workflow rules that trigger notifications or actions based on specific events. This saves time and reduces the risk of human error.
5. Integration with Other Office 365 Apps: SharePoint seamlessly integrates with other Office 365 apps like Outlook, OneDrive, and Planner. This integration allows for smooth transitions between different tools and improves overall efficiency.
6. Customisable Sites: you can customise SharePoint sites to match the needs of your team or project. This includes adding web parts, changing themes, and creating custom lists. This flexibility makes SharePoint a versatile tool for various use cases.

By leveraging these benefits, you can improve your team’s collaboration and efficiency. SharePoint’s features simplify many aspects of teamwork, making it an invaluable resource for any organisation.

How SharePoint Enhances Productivity and Organisation

Microsoft SharePoint significantly boosts productivity and keeps teams organised through its various features. Here’s how it helps:

1. Efficient Document Management: SharePoint allows you to store and organise documents in structured libraries. You can create folders, categories, and metadata to make finding and managing files easy. With version control, you can also track changes and revert to previous versions if needed.
2. Improved Communication: SharePoint enhances communication by centralising information. Team members can access shared calendars, announcements, and discussion boards. This ensures everyone stays informed about updates, deadlines, and important events.
3. Task Management: Integrated with tools like Planner, SharePoint lets you assign and track tasks within the platform. You can set due dates, prioritise tasks, and monitor progress, which helps in keeping projects on track and meeting deadlines.
4. Search Functionality: SharePoint’s powerful search capabilities make it easy to find documents, information, and people. You can search across entire sites, libraries, and even within documents, ensuring you spend less time looking for information and more time working on tasks.
5. Automation with Workflows: SharePoint Workflows automate repetitive processes like document approvals and notifications. This reduces manual effort and ensures consistent and timely actions, boosting overall efficiency.

By taking advantage of these features, SharePoint helps streamline your work processes and enhance team productivity. The organisation of information and efficient management tools ensure that your team remains focused and productive.

Tips for Effective SharePoint Implementation in Teams

Implementing SharePoint effectively within your team requires some planning and best practices. Here are some tips to get started:

1. Plan Your Structure: Before creating SharePoint sites, plan the structure based on your projects and teams. Decide how you will organise document libraries, lists, and pages. This initial setup helps maintain a clean and organised environment.
2. Set Permissions Wisely: Establish clear permissions and access levels. Assign roles like owner, member, and visitor to control who can view, edit, and manage content. This ensures data security and prevents unauthorised access.

3. Train Your Team: Conduct training sessions for your team members to familiarise them with SharePoint’s features. Provide resources and guides to help them understand how to use the platform effectively. This will help in smooth adoption.
4. Use Templates: Leverage SharePoint templates for sites, lists, and pages to maintain consistency. Templates help in quickly setting up new sites and ensuring that all projects follow a standard structure.
5. Regular Maintenance: Keep your SharePoint environment organised with regular maintenance. Archive old files, clean up unused sites, and update content to keep it relevant. This helps in maintaining a clutter-free workspace.
6. Encourage Feedback: Gather feedback from your team about their SharePoint experience. Use this feedback to make necessary adjustments and improvements. This ensures that the platform evolves to meet your team’s needs.

By following these tips, you can ensure a successful SharePoint implementation that maximises the platform’s benefits and keeps your team working efficiently.

Microsoft SharePoint proves to be an essential tool for team collaboration when integrated with Microsoft Teams. Its features cater to the organisation and productivity needs of any team, offering streamlined document management, enhanced communication, and efficient task tracking. By understanding how SharePoint works, appreciating its benefits, and implementing it effectively, you can significantly enhance your team’s workflow.
If you’re ready to elevate your team’s collaboration with SharePoint business solutions, egforit Software Services is here to help. Contact us today to learn how we can assist you in getting the most out of Microsoft SharePoint for your team. Let’s make teamwork more efficient together.

As technology evolves, so does the need for more sophisticated tools to enhance our workflow and collaboration. This is prominently seen in the 2024 update of Microsoft SharePoint, a platform we’ve heavily relied on and recommend for facilitating better collaboration and document management. The recent enhancements improve how we work together remotely and refine the system architecture, making it more robust and user-friendly.

At its core, SharePoint 2024 has integrated several new features designed to elevate user experience and improve operational efficiency. For instance, the updated interface features streamlined navigation, which is crucial when handling vast amounts of data and requiring quick access to critical documents. This ease of use is complemented by advanced security features that ensure our data is protected yet easily retrievable in a secure environment.

Moreover, SharePoint 2024’s commitment to enhancing collaborative efforts is evident in its upgraded toolset. These tools are tailored to foster communication and teamwork, allowing us to automate tasks and synchronise work across different departments seamlessly. By integrating these new functionalities, we aim to boost our productivity and maintain a high standard of data integrity and collaboration across all project levels.

Overview of Microsoft SharePoint 2024: Key Upgrades and Enhancements

The 2024 update to Microsoft SharePoint introduces several pivotal upgrades and enhancements that significantly improve our workflow and project management. One of the standout enhancements is the increased automation capabilities. SharePoint 2024 enables us to automate more processes than ever before, which facilitates smoother project transitions and less manual oversight, allowing our team to focus on more strategic tasks. Moreover, the integration with AI technologies has been expanded, offering smarter content management and personalised user experiences, thus optimising the way we manage and interact with content daily.

Furthermore, SharePoint 2024 has enhanced its content security measures to protect sensitive information effectively. The new update features advanced data loss prevention capabilities, making it more robust against potential cyber threats. These security enhancements are crucial for us as they help ensure that our documents and communications remain secure, regardless of the complexity of the projects we handle. By leveraging these upgrades, we can maintain high standards of data integrity and security, which are crucial for our operations.

Navigating the New Interface and User Experience Improvements

Exploring the newly designed interface of SharePoint 2024, we find that it’s more intuitive and geared towards enhancing user engagement and productivity. The interface adopts a minimalist design, removing unnecessary clutter and streamlining access to essential tools and documents. This refinement means quicker navigation and less time spent searching for files, significantly enhancing our efficiency.

Additionally, with the introduction of adaptive and responsive design elements, SharePoint 2024 ensures that our team members can access the platform effectively, no matter the device being used. Whether we are working from laptops, tablets, or smartphones, the experience remains consistent, ensuring that technical limitations never hamper productivity. These user experience improvements are pivotal as they accommodate our diverse working styles and preferences, promoting an inclusive and flexible working environment. Through this, SharePoint 2024 aligns with modern digital workplace demands and supports our commitment to providing a flexible and efficient working environment.

Top 5 Collaboration Features in SharePoint 2024 and How They Work

One of the exciting updates in SharePoint 2024 revolves around the top five collaboration features that have significantly enhanced how we interact and work in shared environments. First, the ‘Real-time Co-authoring’ feature allows multiple team members to work on the same document simultaneously, seeing each other’s changes in real-time. This functionality reduces delays and miscommunications, enabling more dynamic and immediate collaboration.

Secondly, the ‘Integrated Video Conferencing’ tool has been upgraded to support high-definition video calls directly within the platform, facilitating better virtual meetings without the need for third-party applications. This integration helps maintain all communication within a secure environment.

Furthermore, the ‘Enhanced Task Management’ with detailed lists, Gantt charts, and integration with Microsoft Planner ensures seamless and intuitive project tracking.

The fourth feature, ‘Automated File Synchronisation’, allows users to sync files across devices seamlessly, ensuring everyone has the most recent version of documents no matter where they access them from. Lastly, ‘Customisable Alerts and Notifications’ keep team members informed about updates or changes tailored to their workflow preferences, ensuring that no critical update goes unnoticed.

Best Practices for Implementing and Utilising SharePoint 2024 Effectively

Adopting a strategic approach to implementation and utilisation is crucial to maximising the benefits of SharePoint 2024. Firstly, we ensure that our teams are well-versed in the new features by conducting comprehensive training sessions. This training helps everyone understand the platform’s capabilities fully and encourages adoption across all departments.

Second, consistent review and feedback sessions are integral to our strategy. By collecting input from all users, we identify areas that need improvement or further customisation. This iterative feedback loop allows us to tweak the system to fit our operational needs and user preferences better. In addition, establishing a centralised SharePoint governance policy ensures that our data management practices align with compliance standards and business objectives, securing data integrity and access control.

Embracing SharePoint 2024 represents our commitment to leveraging cutting-edge technology to enhance our collaboration and productivity. This powerful platform not only offers a suite of advanced tools tailored for modern teamwork but also aligns with our objective of maintaining a secure, efficient, and cohesive working environment. The enhancements in SharePoint 2024 have empowered us to streamline our operations, foster better communication, and ensure our projects are managed with the highest efficiency.

To learn more about how we can help you implement and maximise SharePoint 2024 for your business, visit egforit Software Services today. Let’s transform your organisational productivity together with the best tools at your disposal.

In the fast-paced landscape of modern business, where every second counts and efficiency reigns supreme, organizations are constantly seeking ways to enhance productivity and streamline operations. One powerhouse solution that has become indispensable in this pursuit is Microsoft 365. As businesses increasingly rely on this integrated suite of applications, the importance of optimizing Microsoft 365 for productivity has never been more significant.

The potential of Microsoft 365 cannot be overstated when it comes to work efficiency. Microsoft 365, with its suite of applications like Word, Excel, Teams, and more, transcends traditional office boundaries, offering a seamless and integrated platform for communication, collaboration, and data management. By harnessing the full capabilities of Microsoft 365, organizations can break down silos, foster real-time collaboration, and streamline workflows. The ability to access, edit, and share documents in real time, coupled with robust communication features, empowers teams to work cohesively, irrespective of geographical locations. Moreover, the advanced security features of Microsoft 365 ensure that sensitive information is safeguarded, bolstering the overall efficiency of operations. 

In this blog, we delve into the pivotal role that optimizing Microsoft 365 plays in unleashing the full potential of productivity within an organization. From seamless collaboration to enhanced communication and data security, the benefits are manifold, making it a cornerstone for businesses aiming to stay ahead in today’s competitive environment.

Microsoft 365, a comprehensive suite of applications that has become the linchpin for modern productivity. Among its key pillars are iconic applications like Microsoft Word, Excel, and PowerPoint, each playing a distinct role in reshaping how we create, analyze, and present information. Microsoft Word, a ubiquitous word processing tool, empowers users to craft polished documents with ease, fostering seamless collaboration and efficient document management. Excel, a powerhouse for data analysis and visualization, transforms numbers into actionable insights, making it an invaluable asset for decision-makers and analysts alike. Meanwhile, PowerPoint elevates the art of presentation, offering dynamic tools to create engaging slideshows that captivate audiences. Beyond these stalwarts, Microsoft 365 encompasses a spectrum of applications, including Teams for collaborative communication, OneNote for digital note-taking, and SharePoint for robust content management. This harmonious integration of applications under the Microsoft 365 umbrella provides organizations with a unified platform, transcending individual functionalities to create a holistic, interconnected ecosystem that fuels productivity and drives innovation in the modern workplace.

Microsoft’s collaboration tools, notably Teams and SharePoint, have redefined the landscape of workplace productivity by fostering seamless communication and streamlined information sharing. Microsoft Teams, a hub for teamwork, transcends traditional communication methods by combining chat, video conferencing, file sharing, and application integration into a unified platform. This enables teams to collaborate in real time, irrespective of geographical locations, breaking down silos and accelerating decision-making processes. On the other hand, SharePoint serves as a robust content management and collaboration platform, providing a centralized space for storing, organizing, and sharing documents and information. Its intuitive features facilitate collaborative editing, version control, and easy access permissions, ensuring that the right people have the right information at their fingertips. Together, Teams and SharePoint create a dynamic synergy, offering a comprehensive solution for modern teamwork and collaboration. The impact is profound: increased agility, improved communication, and enhanced knowledge sharing contribute to a more productive and innovative work environment, where the collective efforts of teams can flourish, driving organizational success in the digital era. 

Microsoft 365 emerges as a powerful ally in achieving this goal. Leveraging the suite’s versatile features can transform routine operations into streamlined, efficient processes. One strategic approach involves mastering the art of automation through tools like Microsoft Power Automate. By automating repetitive tasks, such as data entry or email notifications, employees can reclaim valuable time and redirect their focus to more strategic initiatives. Additionally, utilizing Microsoft To-Do and Planner can aid in task organization and project management, providing clear roadmaps for daily activities. The collaborative prowess of Microsoft Teams enables real-time communication and file sharing, reducing the need for cumbersome email threads and fostering instant collaboration. Furthermore, embracing cloud storage with OneDrive ensures that documents are accessible anytime, anywhere, eliminating the hassle of searching through local files. In essence, adopting a holistic strategy that harnesses the diverse capabilities of Microsoft 365 can simplify day-to-day tasks, empowering individuals and teams to work smarter, not harder.

Organization and teams can also maximize productivity to thrive. Microsoft Teams emerges as a central hub, offering a comprehensive suite of tools to streamline collaboration and communication. To harness its full potential, teams should adopt a strategic approach. Start by utilizing channels effectively, creating dedicated spaces for specific projects or topics. This organizes discussions and ensures team members can easily access relevant information. Embrace the power of integrations, linking third-party apps and tools directly within Teams to minimize context-switching. Leverage collaborative features such as document sharing and real-time editing to foster seamless teamwork. Schedule regular virtual meetings, utilizing video conferencing and screen-sharing functionalities to enhance communication and engagement. Encourage the use of Teams’ chat features for quick updates and informal discussions, reducing the reliance on lengthy email threads. By fostering a culture of open communication and harnessing the full spectrum of Microsoft Teams capabilities, teams can truly maximize productivity in the dynamic landscape of remote collaboration.

Microsoft SharePoint emerges as a powerful ally in collaboration. The platform provides a centralized repository where files can be stored, accessed, and edited by authorized team members in real-time. Utilizing SharePoint’s version control ensures that everyone is working on the most up-to-date document, eliminating the chaos of conflicting file versions. The platform’s intuitive interface facilitates easy navigation, enabling teams to create organized document libraries and folders tailored to their specific projects. SharePoint’s integration with other Microsoft 365 apps further enhances its capabilities, allowing for smooth transitions between tasks and applications. Additionally, the built-in security measures of SharePoint ensure that sensitive information is protected, granting teams the confidence to collaborate without compromise. In essence, by embracing SharePoint, teams can not only streamline document management but also foster a culture of efficient collaboration, empowering them to achieve their collective goals with unparalleled cohesion.

While Microsoft 365 is a robust and widely used suite of productivity tools, users often encounter common issues that can disrupt their workflow. One prevalent challenge is connectivity issues, where users may face difficulties accessing or syncing their files across devices. Authentication problems can also arise, leading to login issues and restricted access to services. Another common concern involves compatibility issues, especially when working with various file formats or third-party applications. Users may encounter difficulties collaborating in real-time, with delays or disruptions in document editing and sharing. Security concerns, such as unauthorized access or data breaches, are also on the radar, prompting users to stay vigilant and implement robust security measures. Additionally, updates and software glitches can occasionally lead to performance issues or unexpected errors. Addressing these challenges requires a proactive approach, including staying informed about updates, implementing security best practices, and seeking support from Microsoft’s extensive knowledge base and support services. 

Microsoft’s official support portal serves as a comprehensive hub, offering a wealth of articles, guides, and tutorials to address a myriad of issues. The Microsoft 365 community forums are also valuable platforms, enabling users to seek advice from experienced peers who may have encountered and resolved similar challenges. For more direct support, Microsoft’s customer service channels, including live chat and phone support, provide personalized assistance for complex issues. Additionally, the Microsoft 365 Status Dashboard keeps users informed about any ongoing service disruptions or outages. Regularly checking for updates and announcements on Microsoft’s official blog ensures users stay abreast of new features, fixes, and best practices. Embracing these resources empowers users to proactively troubleshoot problems, fostering a smoother and more efficient Microsoft 365 experience.

Optimizing Microsoft 365 for maximum productivity involves leveraging its vast array of tools strategically. First and foremost, prioritize effective communication and collaboration through platforms like Microsoft Teams, facilitating real-time interactions and reducing the reliance on email. Harness the power of SharePoint for seamless document management, ensuring centralized access and streamlined collaboration on projects. Embrace the versatility of OneDrive for secure file storage and sharing, fostering collaboration while maintaining data integrity. Implementing keyboard shortcuts across applications and utilizing automation through tools like Microsoft Power Automate can significantly expedite routine tasks. Time blocking within your calendar for focused work and setting clear priorities through task management apps enhance organization. Regularly explore updates and new features to stay abreast of Microsoft 365’s evolving capabilities. Finally, establish a culture of continuous learning, encouraging users to delve into the extensive resources provided by Microsoft for troubleshooting and skill enhancement. By incorporating these key takeaways, organizations can unlock the full potential of Microsoft 365, driving productivity to new heights.

Microsoft 365 for productivity is not just a matter of adopting tools; it’s about transforming the way we work. 

OPTIMIZE YOUR PRODUCTIVITY WITH egforit SOFTWARE

Contact egforit today and let our team of Microsoft certified experts guide you through implementing the best tools to boost your organisation’s productivity and discounts on all of your new and existing Microsoft 365 licences

The recent global events have demonstrated the critical importance of adopting flexible, robust collaboration tools to accommodate the rapidly expanding remote workforce. As businesses continue to navigate an uncertain landscape, the ability to work remotely has become a crucial imperative for many organisations. A reliable, feature-rich platform for communication, collaboration, and productivity is essential to ensure the success and efficiency of remote teams.

Microsoft Teams, an integral part of the Microsoft 365 suite, is a comprehensive solution designed to meet the unique challenges of remote and hybrid workforces. With an impressive array of features such as chat, video conferencing, document collaboration, and seamless integration with other Microsoft 365 applications, Teams empowers businesses to maintain productivity, efficiency, and cohesion even in a remote work environment.

This blog post aims to explore Microsoft Teams and its capabilities in supporting remote work. We will delve into Teams’s key features and functionalities, discussing how they can facilitate smooth communication and collaboration among remote team members. Furthermore, we will examine the benefits that Microsoft Teams can offer businesses adapting to the remote work landscape, and provide practical guidance on implementing Teams within your organisation, including tips for configuration, user management, and staff training.

Join us as we discover the transformative power of Microsoft Teams, enabling businesses to embrace remote work more effectively and foster a dynamic, collaborative environment that drives growth and success in an ever-changing world.

Key Features of Microsoft Teams for Remote Work

Microsoft Teams boasts an array of features designed to cater to the diverse needs of remote workforces. Let’s delve into some of the most notable features that facilitate remote teams’ communication, collaboration, and productivity.

1. Chat and Channels
   Microsoft Teams offers robust chat functionality, enabling real-time communication between team members. Users can engage in one-to-one conversations, group chats, and channels. Channels are organised by topic or project, allowing team members to discuss and collaborate on specific tasks or initiatives. This structure ensures that communication remains focused and relevant, making it simpler for team members to stay updated with ongoing projects and discussions.
   
2. Video Conferencing and Screen Sharing
   Video conferencing is an essential feature for remote teams, facilitating face-to-face communication and collaboration. Teams supports high-quality video and audio calls, available for both one-to-one and group meetings. Users can easily schedule meetings, access meeting recordings, and share screens to enhance collaboration during virtual calls, ensuring a smooth and efficient remote work experience.
   
3. Document Collaboration and File Sharing
   Effective document collaboration is vital for remote work. Microsoft Teams provides seamless integration with Microsoft 365 applications such as Word, Excel, and PowerPoint and storage solutions like OneDrive and SharePoint. This integration enables team members to co-author documents in real time, share files easily, and maintain version control, significantly reducing friction and fostering greater teamwork.
4. Third-Party App Integration and Customisation
   Microsoft Teams supports integration with various third-party applications, allowing organisations to extend its functionality and create a customised workspace tailored to their specific needs. Users can add apps like Trello, GitHub, and Adobe Creative Cloud directly to their Microsoft Teams workspace, streamlining their workflows and ensuring all their essential tools are accessible from a single, unified platform.

Benefits of Implementing Microsoft Teams for Remote Workforces

Adopting Microsoft Teams as a primary collaboration tool provides several key benefits to businesses, particularly those with remote or hybrid workforces. These benefits include:

• Improved communication: The comprehensive chat, channels, and video conferencing features in Microsoft Teams ensure that remote team members can easily communicate and collaborate, minimising the barriers often associated with distance.
• Increased productivity: With its seamless integration of Microsoft 365 applications and third-party tools, Teams enables remote employees to access all the resources they need from a single platform, reducing distractions and boosting productivity.
  
• Enhanced security and compliance: Microsoft Teams is built on top of the robust security infrastructure of Microsoft 365, offering a secure platform for remote teams to collaborate and share sensitive information. The platform also includes features such as data loss prevention and custom security settings, ensuring compliance with industry standards and regulations.

Best Practices for Implementing Microsoft Teams in Your Organisation

Successfully implementing Microsoft Teams within your organisation requires thoughtful planning and consideration. The following best practices can help guide you through the process and ensure a seamless transition to a remote work environment:

1. Establish a clear structure: Organise your teams and channels in a clear, logical manner, ensuring team members can easily navigate and participate in relevant discussions. Consider creating guidelines for using different communication methods, such as chat, channels, and video calls, to avoid misunderstandings and inefficiencies.

2. Provide adequate training and resources: Ensure your team members have the knowledge and skills to use Microsoft Teams effectively. Offer training sessions, guides, and other resources to familiarise staff with the platform’s features and capabilities.
   

4. Encourage engagement and adoption: Foster a culture of open communication and collaboration by actively promoting the use of Teams for all team-related discussions and activities. Encourage team members to share updates, files, and ideas through the platform, reinforcing the value of collaboration and teamwork.
5. Continuously review and optimise your Teams setup: Regularly assess the effectiveness of your Microsoft Teams implementation, gathering feedback from team members and identifying areas for improvement. Continuously refine your structure, settings, and app integrations to ensure your Teams environment remains optimised for remote work.

Embrace Remote Work with Microsoft Teams

Microsoft Teams provides a comprehensive solution for remote work, offering robust features and integrations to facilitate communication, collaboration, and productivity. By leveraging the power of Teams and following best practices for implementation, organisations can fully embrace the potential of remote work, ensuring a cohesive, efficient, and dynamic team environment that drives success in an ever-changing landscape.

Ready to empower your remote workforce with Microsoft Teams? Contact egforit Software Services today, and let our team of experts help you navigate the implementation process, ensuring a successful and tailored solution for your organisation.

In April of this year, SharePoint 2013 officially entered End-Of-Life, meaning extended support came to a halt. For organisations still using SharePoint 2013, there are still options available to ensure your solution works as intended for years to come. We list the options for those that are looking to secure their data and continue using SharePoint.

Upgrade
The most straightforward option is to upgrade to a newer version of SharePoint. With SharePoint Online (cloud-based) and SharePoint 2019 (on-prem) you can secure your sensitive data and information while enjoying new benefits, bug fixes, and support for several years. SharePoint 2016 is also available, though mainstream support has ended and extended support will only last until 2026.

Data migration
Plan and execute the migration of your data from SharePoint 2013 to the new version or SharePoint Online. This may involve using migration tools and scripts to ensure a smooth transition.

Rebuild or reconfigure customisations
If you have customisations, workflows, or third-party applications integrated with SharePoint 2013, you may need to rebuild or reconfigure them to work with the new version. Be prepared for potential incompatibilities and changes in the platform.

Training
Ensure that your team is trained and familiar with the new SharePoint environment. There could be changes in the user interface and additional features to learn, so training can help users adapt quickly.

Backup and compliance
Ensure that you have backups of your data before migration. Also, consider compliance requirements and make sure they are met in the new SharePoint environment.

Keep security in mind
As SharePoint 2013 is no longer supported, it’s essential to maintain security by isolating it from the public internet, using firewalls, and applying security best practices to reduce risks until you decide the best course of action.

In today’s rapidly evolving workplace landscape, collaboration, information management, and seamless communication are essential for productivity and success. SharePoint, Microsoft’s powerful collaboration platform, plays a pivotal role in modern workplaces by providing a versatile set of tools and capabilities that empower organisations to adapt to the demands of the digital age. In this article, we’ll delve into the multifaceted role of SharePoint in shaping and enhancing modern workplaces.

Centralised Document Management

SharePoint serves as a centralised hub for document management, enabling organisations to store, organise, and share documents efficiently. With version control, document co-authoring, and robust search functionality, SharePoint simplifies document collaboration and retrieval, reducing the time spent searching for information and minimising version control headaches.

Collaboration Hub

Modern workplaces thrive on collaboration, and SharePoint is designed with this in mind. It facilitates team collaboration through features like SharePoint Team Sites, where teams can create dedicated spaces to share documents, communicate, and collaborate on projects. SharePoint also integrates seamlessly with Microsoft Teams, further enhancing real-time collaboration.

Intranet and Employee Portals

SharePoint provides the foundation for building intranets and employee portals. These platforms serve as a central destination for employees to access news, announcements, company policies, and essential resources. They can also foster a sense of community and belonging within the organisation.

Workflow Automation

Automation is a hallmark of modern workplaces, streamlining repetitive tasks and improving efficiency. SharePoint’s workflow capabilities allow organisations to automate processes, such as approval workflows, document routing, and task management, reducing manual effort and minimising errors.

Business Intelligence

Data-driven decision-making is crucial in modern workplaces, and SharePoint offers Business Intelligence (BI) features that enable organisations to visualise data, create dashboards, and gain insights. With Power BI integration, SharePoint users can generate reports and charts that inform strategic choices.

Mobile Accessibility

With the rise of remote work and the need for flexibility, mobile accessibility is vital. SharePoint ensures that users can access documents, collaborate with colleagues, and stay informed about company updates through mobile apps and responsive web interfaces.

Compliance and Security

Modern workplaces must navigate a complex landscape of data compliance and security. SharePoint offers features like data loss prevention (DLP), eDiscovery, and compliance center capabilities to help organisations meet regulatory requirements and protect sensitive information.

Customisation and Extensibility

Every organisation is unique, and SharePoint recognises this by providing extensive customisation options. Modern workplaces can tailor SharePoint to their specific needs through custom web parts, apps, and integrations with third-party tools.

Integration with Microsoft 365

SharePoint seamlessly integrates with other Microsoft 365 applications, such as Microsoft Teams, OneDrive for Business, and Outlook. This integration creates a cohesive digital workplace ecosystem, streamlining communication and collaboration across the organisation.

SharePoint has evolved to become an indispensable component of modern workplaces, providing a versatile platform for collaboration, document management, automation, and much more. Its ability to adapt to the changing needs of organisations and its commitment to enhancing productivity and efficiency make it an integral part of the digital workplace. As businesses continue to evolve, SharePoint will likely continue to play a pivotal role in shaping the way we work in the modern world.

As a platform for enterprise users and global organisations to use as their core intranet system, SharePoint’s security capabilities are extremely robust. However, as with any system, these security parameters need to be properly set up and optimised or it risks being compromised.

Microsoft has implemented numerous security features within SharePoint and continually updates security features to meet the demands of modern enterprise security. We take a look at some SharePoint security best practices to be aware of and implement.

As with all Microsoft solutions, SharePoint has several security levels to protect users. These levels include security protection for applications, data, access, data centers and networks. Within SharePoint, an automated anti-virus feature is present to scan and check files within a site for viruses and malicious software.

Avoid human error

Mitigate the risk of security breaches by tackling potential human error. Ensure your users are familiar with security best practices by encouraging a few simple steps:
Use a strong password – Passwords should not be easily guessed and it is recommended to use a long, complex password to ensure accounts are not quickly brute-forced by password crackers.
Back up regularly – Users should be reminded to save data whenever possible to avoid losing it from unexpected circumstances.
Avoid using public devices and networks – Unsecure networks may have malicious attackers waiting to steal data, the same goes for public devices that can be unwittingly accessed.
Personal devices – Bring Your Own Device is not uncommon in modern working environments which means a security risk in using personal devices. Users must be aware of the risks and ensure their devices are protected from security risks.

User groups

User groups can be set up within SharePoint to bring together teams and collaborators within a project. Administrators then assign member types and access privileges. Users groups are a good way of managing permissions within a group of users.

Assign administrators

An administrator is identified as the user responsible for overseeing the activities within a group. This user will be able to moderate the content being shared in the group adding an extra layer of security. With higher privilege rights, this user will be a trusted individual.

Avoid low-level permissions

In contrast to group and member privileges, users can set document-level permissions to restrict or allow access to certain files. This will quickly become unmanageable as there will be vast amounts of documents spread across many sites. Due to permission inheritance in SharePoint, document-level permissions can have a negative effect on a site.

If your business is looking to migrate workloads and systems, you’ll need to ensure that you’ve done careful planning beforehand. Be aware of the potential challenges and unexpected situations that may arise in your migration journey. You may be planning to migrate to the cloud for the first time, or moving to the latest SharePoint version, or even just to reorganise your data and content better. In any case, check out our SharePoint migration planning checklist for a general overview of steps to take. Minimise the risks and be prepared for a smooth migration.

Identify challenges

Your first step should be to clearly identify your current pain points and the challenges that you’re facing. It’s beneficial to understand what problems the new solution will fix. Ensure your migration plans align with your business goals.

These are some of the most common reasons that companies are looking for SharePoint migration:

• Advanced security features
• Better support
• More storage capacity
• Customizable features
• Zero maintenance
• Automated features

Auditing

The next step is to audit your current environment. Make notes on what your current solution is, for example; is it an outdated version of SharePoint/SharePoint Online, is it on-prem, or what other systems are connected to it? What departments and teams currently have access to it and is there any custom functionality that needs to be imported over to the new solution? These will help shape your migration and avoid missing key content in the final version.

Inventory clean-up

We strongly recommend tidying your inventory after evaluating the existing system. We recommend focusing on the most important content and avoiding outdated and irrelevant data being imported unnecessarily. Things to look out for are duplicate content, unused workflows and data, and orphaned users. This includes restructuring disorganised content prior to the migration so it progresses smoothly.

Preparation

Make a plan of action before starting the migration process. This way, you’ll have clear steps to take and avoid mistakes. The changeover process in a SharePoint migration plan example entails:

• Stopping the workflows that are about to be migrated
• Setting your previous database to read-only
• Backing up all of your content before you begin the move to SharePoint Online
• Performing a database attach-upgrade when migrating from SharePoint 2013
• Using the SharePoint migration tool in scanning, packaging, uploading, and importing your files
• Configuring user profiles

Inform users

Before you move, you’ll need to communicate with your teams so they know the timeframe, impact, and what to expect during the migration so they won’t be caught off guard. You may also need to provide training and support as they get to grips with the new system after the migration is complete.

Moving in waves

Some companies prefer to migrate in phases as it allows them to build content maps, which ensures teams can track the progress of content as it is migrated. The option of migrating one workload at a time makes the process easier to manage and allows companies to resolve individual issues as they pop up.

An example process would look like this:

• Pause the workflows that are to be migrated
• Change previous database to read-only
• Securely back up all content before the migration
• Perform a database attach-upgrade
• Use the SharePoint migration tool to assist the move
• Configure all necessary user profiles

Post-migration checks

Finally, before launching the completed system to everybody, make sure you have a post-migration testing checklist. Test that everything works as intended, including permissions, workflows, connectors, performance and UI. You’ll also need to ensue all the data has been moved over completely and is accessible. Remember to make a backup of your new system and run a full crawl.

This ancient SharePoint vulnerability is a cautionary tale for businesses big and small… If you’ve been holding off on your SharePoint updates, now is your motivation to do it.