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The cloud — it’s changing the way we collaborate. Just a few years ago, cloud computing was a buzzword that only tech-heads understood. Today, it’s everywhere, from start-up applications to Google’s plethora of cloud-based technology. The cloud has revolutionized the way we work together. Consider the old days of collaboration — you may have burned photos on to a CD for a coworker or saved a document on a 3.5″ floppy for a late-night work-from-home session. You may have printed out pages, made redlines with an actual red pen, then dropped them off at a desk or used the dreaded copy machine to distribute notes.
That was then. The modern form of collaboration involves the use of cloud computing for anywhere/anytime access, presenting employees with a consolidated space where updates, notes, and file sharing can be done with a few mouse clicks. It’s faster and easier, optimizing workflow efficiency so that the only thing that really matters is communication — not the logistics of communication.
Microsoft’s applications are pretty much the standard in most offices, and SharePoint is Microsoft’s web application platform. Much more than just a content management system or file management system, SharePoint focuses on six different areas:
-Sites: Create intranet or public sites to share and manage online information.
-Communication: Collaborate and communicate through social media features based on specific communities, from teams within an organization to vendor/client groups.
-File management: Centralized storage for media and document files, all accessed through the web for anywhere/anytime usage — including one-touch editing (through Office 2010).
-Data search: Using internal file metadata and external content, find what you need through a comprehensive search that reaches across sites, communities, centralized files, and user profiles.
-Data analysis: SharePoint logs user data, giving critical decision makers key statistics ranging from download numbers to access volume.
-Extensions: By custom coding (using Microsoft Visual Studio 2010), IT teams can extend the functionality of Sharepoint to meet the specific needs of the company, external vendor/client, or internal organization.
How can SharePoint impact your workflow? When fully integrated and adapted by an organization, SharePoint becomes a virtual office hub for all types of data/information exchanges. Here are just a few ways SharePoint can help your organization maximize time and effort:
-Digital asset management: With its centralized file repository, assets (media files, documents, and more) can quickly be shared by team members, eliminating the need to email file attachments or use physical media to get the latest revision.
-Feedback and collaboration: When many people work on the same project, physical media creates a huge barrier in terms of finding the latest revision. Using a centralized system, team members can provide feedback and updates in real time, ensuring that everyone sees the latest revision and is on the same page.
-Making the right decision: SharePoint collects a wide range of data, providing the necessary analytics to view just how data is being used across projects, users, and communities. By understanding how information flows — and where the roadblocks are — managers can quickly determine how best to optimize team structure and workflow.
-New ideas through social networking: Through SharePoint’s communities, members get the latest updates and notifications through social media features, making it easier than ever before to voice an opinion or toss out a new idea — and the more ideas, the greater the innovation.
Anytime/anywhere access generated a tremendous step forward in the evolution of business applications. Microsoft SharePoint is a launching pad for many businesses to enter the cloud revolution, and because it easily integrates with Office, SharePoint is a sensible choice for many IT managers. In the end, of course, it’s not about the software — it’s about the individual users and giving them the best tools to maximize their productivity.
