How to use SharePoint to manage projects: Microsoft SharePoint is a versatile platform for various business solutions like intranets, content management, and more.
Microsoft SharePoint is one of the most popular solution platforms in the world. It empowers organizations to develop many different business solutions in a single platform such as intranets, public portals, enterprise search systems, content management systems, workflow solutions, business intelligence, and more.
What is Sharepoint?
SharePoint is an easy-to-use, integrated suite of collaborative tools and functions developed by Microsoft that primarily focuses on collaboration, content management, and document sharing within an organization. In its latest version, Microsoft has added even more innovative features to transform the way knowledge workers collaborate and manage projects in the enterprise.
How can SharePoint help?
SharePoint offers many features that can boost communication, make tasks run smoother, and raise productivity levels. It can serve as a SharePoint project management solution that helps track deadlines, assign work, and measure results within the same environment. Teams can create project sites, store files, and use calendars and tasks. With SharePoint, it becomes simpler to plan, share updates, and keep everyone aware of changes.
Document Management: SharePoint stores and organizes files in one place. Version control and permissions ensure everyone uses the latest details, and only those who should see sensitive data can access it.
Collaboration: SharePoint allows teams to work together on documents at the same time. Users can leave comments, suggest edits, and track changes, making it faster to finalize plans or proposals.
Team Sites and Portals: Create team sites for specific departments, project groups, or tasks. These pages can hold documents, discussion boards, schedules, and links to related materials. This helps each team find what they need quickly and stay organized.
Workflow Automation: SharePoint lets users build workflows that cut down on manual steps. This can handle approvals, send alerts, or move files along a set path. These steps save time and reduce human error.
Search and Discovery: SharePoint’s updated search features help users find what they need faster. By using keywords, filters, and tags, important items are easy to locate, even when working with large volumes of data.
Integration with Microsoft 365: SharePoint works closely with Word, Excel, PowerPoint, Outlook, and Teams. This means that documents open and edit directly in SharePoint, without extra steps. For SharePoint employee onboarding, for example, new team members can find all related files, guidelines, and training materials in one place from day one.
Security and Access Control: SharePoint provides strong security controls. Managers can set who can view, edit, or share files and pages. This ensures data stays safe and visible only to the right people.
Customization: SharePoint can be shaped to fit the look and process style of each business. It is possible to adjust layouts, add custom lists or libraries, and connect add-ons to enhance work. This helps meet unique needs, whether for how to use SharePoint for project management or handling specific workflows.
Business Intelligence: SharePoint links with Power BI for interactive reports and dashboards. This integration turns data into understandable charts and insights, helping decision-makers act on real numbers rather than guesses.
Mobile Accessibility: SharePoint can be used on many devices, including phones and tablets. This means that traveling team members can stay updated with projects, files, and schedules, making remote work simpler.
Content Publishing: SharePoint can manage public-facing websites or internal portals for sharing news and updates. Regular posts or announcements can reach everyone quickly, ensuring staff stays informed.
Compliance and Records Management: SharePoint includes features that help meet rules and standards. By setting data retention rules, applying data loss prevention policies, and defining access rights, the system supports compliance efforts.
To get the best results from SharePoint, it helps to understand its core features and have a solid plan for using them. Establishing a clear project structure, defining site architecture, and training staff can ensure that SharePoint onboarding and SharePoint employee onboarding run smoothly and help everyone use the system with confidence.
Read this updated article on data security: Data security: 4 ways to secure your critical data
What prevents SharePoint’s success at work?
Many companies do not fully use SharePoint’s potential, often due to lack of knowledge or not having a clear plan. Some also rely on other tools for tasks that SharePoint can handle. Common issues include:
- Shortage of skilled staff
- No clear vision or strategy
- Weak user adoption
- Lack of proper guidelines
By understanding current and future teamwork needs, and matching those to SharePoint’s abilities, teams can keep projects focused on business goals. For how to use SharePoint for project management, setting a clear roadmap helps everyone know their role and the site’s purpose.
Contact Kalles Group’s team on ways to use Microsoft SharePoint to manage projects effectively. With the right approach, SharePoint can become a SharePoint project management solution, centralizing documents, schedules, and feedback loops in one platform.
Explore SharePoint for Better Organization
SharePoint continues to offer a stable base for teamwork, handling tasks, and sharing data. Users can manage documents, contacts, and tasks, plus build custom lists to fit their work style. By unifying data under shared tags, users can create dynamic pages that focus on specific subjects. The search function, improved after Microsoft’s past acquisitions, helps find relevant content quickly.
With SharePoint Server, fresh features support intranets and external portals. Hosting can be done on-site or in the cloud with Office 365. Many businesses add apps and custom parts to tailor their environment. As SharePoint integrates more closely with Microsoft 365, the timing is right to use its full power, including SharePoint onboarding and SharePoint employee onboarding.
Improving Project Management with SharePoint
Whether working alone or in a group, SharePoint helps organize people, tasks, and content. It simplifies how teams find answers, track status, and communicate changes. Experts who know the platform can shape it to support how to use SharePoint for project management, making it a complete SharePoint project management solution. Meanwhile, IT leaders can set controls to manage cost, reduce risk, and oversee time spent on projects.
SharePoint as a Scalable Technology Choice
The success of a good intranet or project management setup depends on using scalable, reliable technology. SharePoint fits this need by bringing together many features under one umbrella. Both business leaders and technical teams should learn how SharePoint’s features map to their goals. This ensures the technology supports real business targets. Plan how to build a knowledge-sharing culture and use SharePoint’s capabilities to help everyone work better together.
Read our exploits in helping our clients maximize the use of SharePoint in managing projects:
Building and enhancing customer security
Implementing SharePoint employee onboarding
Customizing SharePoint to improve communications
Platform modernization and engineering for a large organization