Cloud solutions have made it more affordable than ever to use enterprise-class software such as SharePoint, making it within reach of small and mid-sized businesses.
But for many smaller businesses, deploying a major software solution is like navigating uncharted waters. You can’t expect a silver bullet. In fact, you’ll likely need to stitch together a variety of technologies and platforms to create a solution custom-matched to your needs.
It’s best to think of the software implementation process as a journey, not a destination.
It’s a path to ever-increasing efficiency that requires constant tweaking of processes and systems. You want to take a series of small, deliberate steps rather than a couple of impulsive leaps that land you in the wrong place.
Understanding SharePoint and Cloud Solutions
SharePoint has continuously evolved to meet modern business needs, particularly with its mobile-friendly and AI-powered capabilities. These enhancements are crucial because they allow employees to access and interact with content from anywhere, which is increasingly important in today's mobile-first world.
Additionally, AI features in SharePoint help improve the user experience by automating routine tasks, personalizing content, and facilitating smarter search capabilities that predict what users are looking for. These advancements not only boost productivity but also enhance the overall user experience by making interactions with the platform smoother and more intuitive.
# Cloud Computing Models
When it comes to cloud computing, businesses have several models to choose from, each serving different needs and offering various benefits:
1. Software as a Service (SaaS)
This is the most commonly used model, where businesses subscribe to applications hosted on remote servers. SaaS solutions are ideal for businesses looking for quick, easy, and affordable access to software without the hassle of internal management and maintenance.
2. Platform as a Service (PaaS)
PaaS provides a framework for developers that they can build upon and use to create customized applications. This model is great for businesses that need to create unique applications but want to avoid the complexity of building and maintaining the underlying infrastructure.
3. Hybrid Models
Combining both private and public clouds, hybrid models offer the flexibility of the cloud while addressing security and data sovereignty concerns. This model is perfect for businesses that need to keep some data on-premises for compliance reasons while benefiting from the cloud's scalability for other aspects of their operations.
Integrating SharePoint with Cloud Technologies
Integrating SharePoint with cloud technologies is a strategic move for businesses looking to enhance their operational efficiency and scalability. Here's how different SharePoint plans align with various business needs and the specific advantages of online and server editions:
- SharePoint offers a variety of plans tailored to meet the diverse needs of businesses of all sizes. For small to mid-sized businesses, SharePoint Online Plan 1 is an economical choice, providing essential features like secure file sharing, coauthoring tools, and access to SharePoint's mobile apps for $5 per user per month. This plan suits businesses looking for basic collaboration tools without a hefty price tag.
- For larger companies and those needing more advanced features, SharePoint Online Plan 2 is a better fit. Priced at $10 per user per month, it includes features such as unlimited personal cloud storage, advanced search tools, and in-place holds for document retention.
- SharePoint Online provides the flexibility and accessibility of the cloud technology that allows a business to get the data that is securely stored from any place. This is especially relevant for companies with remote teams or those that require their data to be accessible even while on the go.
- On-premise deployment is where SharePoint Server editions such as Subscription Edition are best suited for organizations. The SharePoint Server Subscription Edition is unique in that it has the latest features and regular updates. This ensures businesses have the latest tools without the need for major upgrades. It supports advanced security protocols, has enhanced performance through the feature of AppFabric Cache integration, and also has modern user experience improvements like the current file picker and modern list views.
- In-house solutions are quite useful for those organizations that have data sovereignty, and compliance norms, and where high customization is required. The direct management of the infrastructure gives additional control over deployment settings and security measures that are vital for industries with a high level of confidentiality.
# Modern Features and Updates
The modern features of SharePoint Subscription Edition, including the latest Windows Server releases with enhanced security, and the most current user experience, guarantee that the platform is still secure and easy to use, minimizing possible exploitation and enhancing daily user interactions. Consistent updates are the primary advantage because they allow businesses to keep up to date with the latest functionalities, and stay compliant with industry standards, and the platform can grow as their demands grow.
Step-by-Step to Success
- Your first step is to find your pain points—those irritating issues that occur daily. For example, perhaps failing to make a sales entry. When this happens, the mistake turns into an avalanche of activity as the account manager, customer service rep and accountant try to figure out the changes to submit to the client. This activity is followed by a trail of emails to fix the error.
- Now you’ve identified the pain, ask yourself why this is happening. This means analyzing the current process so you can understand why mistakes occur.
- Once you’ve discovered the pitfalls of your current processes, it’s time to redefine them.
- Next put systems in place that prevent human error and enable your company to run like a well-oiled machine.
- Perhaps you have internal resources to help with this, but if not, seek the assistance of a solutions provider who analyzes processes and implements solutions day in and out. They’ll be familiar with typical causes of problems and solutions that have worked for other clients and with their vast experience they will be able to guide you to the best suitable solution for your business.
Addressing Challenges and Ensuring Smooth Adoption
When implementing SharePoint and cloud solutions, businesses often encounter a few common hurdles: security issues, administrative burdens, and the need for continuous training and user adoption.
- Security Concerns: Security is a top priority in the era of increased data breaches. Maintaining the security of your SharePoint environment is achieved through regular security audits, timely application of patches and updates, and training your staff on security best practices.
- Administrative Overhead: Managing SharePoint becomes complicated, especially for big deployments. Utilizing tools such as SharePoint Admin Center and PowerShell can assist in streamlining the management tasks and therefore reduce overhead. Moreover, look into cloud-based solutions that do not require on-site infrastructure management.
- Training and User Adoption: The adoption of new technology is a key factor to its success. It's important to provide comprehensive training to all team members so that everyone is comfortable and skillful with the new tools.
# Strategies for Effective Training
Successful implementation of any new technology requires proper training:
- Tailored Training Programs: Organize training sessions that are designed for the different positions and job functions within the organization. This way ensures that each team knows how SharePoint and cloud solutions work in their daily processes.
- Use of Interactive Learning Tools: Include interactive elements like quizzes, practical exercises, and simulations. These tools can assist in increasing engagement and retention of information.
- Ongoing Support and Resources: Offer ongoing support and resources after the initial training sessions. This may include online tutorials, user manuals, and a dedicated helpdesk. The same thing is true for regular follow-up sessions which can be used to reinforce the learning and solve any problems that may arise after the session.
Importance of Continuous System Monitoring and Feedback
Continuous monitoring and the collection of user feedback are integral to the ongoing improvement of SharePoint and cloud deployments:
- System Monitoring: Implement monitoring tools that track system performance, user activity, and security threats. This data is invaluable for identifying areas of improvement and ensuring the system remains efficient and secure.
- Feedback Mechanisms: Establish clear channels through which users can provide feedback about their experiences with the new systems. This feedback is crucial for understanding user satisfaction and identifying areas where additional training or system adjustments may be needed.
- Process Improvement: Use the insights gained from monitoring and feedback to continuously improve processes. This might involve tweaking SharePoint configurations, enhancing security measures, or providing additional training sessions focused on specific areas of need.
Which kind of SharePoint or cloud solution will work for your business and whether it fits your current business environment and budget? A well-defined business process enhances productivity and thus leverages business growth
To learn more about how to create processes and systems that enable you to scale your business, subscribe to this blog. This is the third in a series of posts created to help you build a stronger business. See the first and second posts.
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