The one tool that’s transformed workplace collaboration
The one tool that’s transformed workplace collaboration
By Stephanie Oley
Digital collaboration is surely the workplace success story of our generation. The productivity and connectedness we’ve enjoyed in the shift to remote working would simply not be possible without the tools now available.
That means everyone’s a top-notch digital collaborator now, right?
Not quite. Ask those at the forefront of delivering information technology (IT) training, consulting and other services, and a different picture emerges. Their observations suggest that many teams still don’t know how to use next-generation collaboration tools. They’re either sticking with methods they know or relying on a handful of tech-savvy team members to do the heavy lifting.
Clear that learning hurdle, though, and teams can slash workloads and transform productivity. One underrated tool that can help businesses do so is Microsoft’s SharePoint for Office 365.
Essentially speaking, SharePoint is like a management system that powers collaboration across Office 365. It’s a powerful complement to OneDrive, an individual’s personal library of content. However, SharePoint’s true potential goes far beyond being a cloud file management system, thanks to its ability to serve as an intranet system and messaging, file synchronisation, data analysis and more, 365 days of the year.
Flashback to the filing cabinet era
The origins of online collaboration arguably date back to the 1960s, with the fledgling internet, ARPANET. Data storage became an issue as internet usage expanded, and by the mid-1990s, the battle was on to host the world’s data. AT&T launched the first web-based storage service, followed by newer tech giants including Apple, Google, Amazon and Dropbox.
However, early file management remained slow and counterintuitive. File retrieval was akin to searching through rows of grey metal filing cabinets, often limited to one team member’s individual method of recall. The data was stored in a physical box kept in the office, plus a backup file in case anything went wrong.
Microsoft’s move into the cloud
But in 2001, Microsoft launched SharePoint, a cloud-based document management and storage system that offered unprecedented degrees of functionality and collaboration.
SharePoint’s success is attributed to several factors. Firstly, its interface is a web-based extension of the Microsoft Office 365 work environment, appealing to those already familiar with the suite. Secondly, it incorporates search and other functions essential to the modern digital experience. Colleagues no longer have to ask each other where to find the previous year’s customer registry or record of accounts receivable – they can use cloud-assisted workflows instead.
However, one of SharePoint’s most valuable attributes is the way it supports collaboration. SharePoint can accommodate various users in different capacities, whether working individually or in groups. Users can share their objectives for how to run a project smoothly, and easily locate teammates’ contributions to shared projects – all without requiring a single meeting or phone call. They can then track all team members’ contributions to the project chronologically, and even view concurrent and interlinked activities at a glance.
SharePoint also integrates with other essential Office 365 tools such as Planner, Power BI, OneNote and Outlook. This ensures that scheduling, data analysis, note-taking and email messages are all easy to track. The application continues to evolve, improving in-demand functions and eliminating those better supported by other Office 365 tools. No wonder uptake has grown to 200 million users since its launch.
How are teams using SharePoint?
Project planning and management are particularly well suited to the application. Other uses for SharePoint include gathering business intelligence, delivering training, managing paid time off (PTO), administering Human Resources procedures and policies, and sharing announcements. It’s become a go-to tool for reducing IT costs while simplifying workloads and minimising errors.
Recent SharePoint success stories include the Australian Human Rights Commission, which reshaped its digital archives using a configured SharePoint at around a third or quarter of the cost of a custom project. The process has also slashed the incidence of errors, missing files and duplications. Other benefits have included reduced offsite storage costs, and improved security standards.
Other examples abound from the world over. In the UK, retailer Marks & Spencer used SharePoint to build a tool allowing 800 store managers to view in-store activity from wherever they were, and manage sales and promotions. A custom solution would have taken five times as long to develop.
Learning to embrace the future
Australia is on a mission to embrace digital transformation, with the government having invested close to $1.6 billion in the year since its launch of the 2021 Digital Economy Strategy.
If the country is to achieve its objective, of becoming a top 10 digital economy and society by 2030, then businesses need to respond with equal ambition. Workplace collaboration tools such as SharePoint have a firm place in that setting – and teams must learn how to use it effectively.