Every organization knows that effective processes could be a better use of time and money. However, this awareness is only helpful to some businesses because the mere idea of changing software applications is so daunting that it is put on the back burner. This resistance is most especially evident in organizations that have been using Excel right from its early days.
Excel is a very effective tool; however, there is a time when the nature of the business requires a more complex and dedicated application to meet the growing needs. However, the perceived difficulty and disruption that is involved in the process of changing to new software is always a discouragement for businesses to make that vital move to enhance their productivity.
SharePoint vs. Excel: Reducing The Time And Money
What SharePoint does that Excel doesn’t is where saving time and money comes in:
# Communication
Communication must be well done in a business for it to run well. Excel is a tool that offers fundamental tools for data processing and sharing, however, SharePoint has enhanced communication and cooperation features that may save much time and money.
1. Excel
Excel has the following disadvantages when it comes to communication between team members.
- Mainly installed as a single application, which makes the collaboration process rather unmanageable. This means that the team members work independently and this leads to a delay in work and formation of bottlenecks.
- Excel files are usually sent from one person to another through email, and this results in having different versions of the same document. Many times, there can be two copies of the same document leading to confusion and errors.
- Co-authoring of the documents where many authors work on different versions of the document can lead to mistakes and inconsistencies. This can result in a decision being made based on old information that may be wrong or information that is no longer valid.
2. SharePoint
Microsoft SharePoint provides effective communication facilities that are aimed at improving team cooperation.
- Serves as a platform of cooperation where work can be done simultaneously and all the files can be found in one place. This centralization makes sure that all the people are informed, and they are working with the updated information.
- Documents are saved in one central location so that every member of the team has the latest information. This saves time that would otherwise be used to search for the documents and ensures that all people work on the most current data.
- It is fully compatible with other Microsoft Office applications, thus improving teamwork. This integration means that there is good interaction between the various applications and the exchange of data is efficient.
- Some of the elements include, for instance, discussion boards, team sites, and shared calendars to enhance communication and collaboration. These tools are useful for maintaining constant communication and keeping the teams on the same page.
# Information Synchronization
Information must always be up-to-date and easily retrievable for any business to thrive. Excel has limited features of data management and collaboration compared to SharePoint which has enhanced functions and security.
1. Excel
Excel has basic data storage and sharing features but it is not efficient at all, it has many drawbacks:
- The updates of information in Excel are mostly manual resulting in disparities. Manual updates are cumbersome and can be made in error; this means that the system may contain wrong or outdated data.
- The exchange of information can be challenging because it is normally done through email and the information has to be shared securely. This can be a potential security threat and it becomes very difficult to determine who has access to the information.
- Conflicts with the same file can occur, and when this happens, the wrong file can be worked on. Version control is another major problem, when different members of the team can be working with different versions of the same document, and therefore making mistakes and inconsistencies.
2. SharePoint
SharePoint stands out in terms of data coordination in the organization, thus making sure that the right data gets to the right people at the right time:
- Information is automatically updated for all users, which eliminates the chances of making mistakes or creating inconsistencies. This automation helps make sure that everyone on the team is working with the same information and the latest information, which reduces errors and increases productivity
- Data is also centralized and stored in a secure place where only authorized personnel are allowed to access it. This centralization is good for security and it is also easier to set up permission to the data.
- Saves the versions, so the user can see the history of changes and restore the previous version if necessary. It is a useful feature that prevents loss of data and allows the review of changes and updates while holding people accountable.
# Organization
Proper time and content management are critical to efficient working. Thus, Excel is a tool for basic organization, while SharePoint has additional features for managing tasks and documents.
1. Excel
Compared to the other options, Excel offers a fundamental means of organization, but it is not effective:
- Tasks lists and schedules have to be generated and modified manually. This process is manual and thus takes a lot of time which leads to many mistakes and meeting of deadlines.
- It may take a long time to locate a particular piece of information or a document. The application’s search capabilities are rather limited, and it is challenging to find the desired data in Excel.
- Users have to manage the due dates and changes themselves. With no automated notifications, there is a tendency for tasks and deadlines to be missed which is not good for productivity.
2. SharePoint
SharePoint has several enhanced features in terms of organizational aspects of tasks and documentation:
- The status of the tasks can be tracked and updated as well as assigned. This automation relieves the administration and helps in the timely accomplishment of tasks.
- Users can quickly and easily find and retrieve specific documents or information. It is very easy to search the data you require with the help of SharePoint’s enhanced search option.
- Can notify the upcoming events or the changes made to the documents so that everyone concerned can be notified. It assists in reminding everyone of the progress made and any changes that have been made or any deadlines that are due.
SharePoint as a Collaboration Tool
SharePoint is a collaboration tool that makes a big difference in the interaction of the teams. In a case where better collaboration is achieved, there will be better productivity, better innovation, and more informed decisions, which, in effect, will mean that there is improved efficiency and effectiveness and the avoidance of costs and resource wastage without adding overhead to an organization. Through the use of SharePoint, communication is made easier and all information is well coordinated hence making work easier.
Advantages of Using SharePoint in Collaboration
Advantages of Using SharePoint in Collaboration
# Improved Productivity
SharePoint is useful in organizing documents and data and makes it easy for the team members to find the information they require. This saves the time that would otherwise be spent searching for the documents and makes certain that all are working with the latest documents.
With documents, the teams can collaborate on a document, and any changes made by one team are immediately reflected in the other. This minimizes the need to use emails to clarify issues and also makes the team to be in agreement regarding the issue.
# Enhanced Innovation
SharePoint integration can be easily interfaced with other Microsoft Office Suite applications so that the teams can work with familiar tools differently. This integration can lead to the creation of new ideas and concepts as well as new ways of overcoming challenges.
The collaboration tools in SharePoint include areas such as discussion boards and forums where members of a particular team can contribute their ideas as well as feedback. This creates a culture of teamwork and encourages the enhancement of good practices.
# Informed Decision-Making
Business intelligence tools can be linked to SharePoint and thus, make the data and reports available to the working teams. This in turn assists in making efficient decisions as they are based on relevant information that has been collected.
Through version control, SharePoint guarantees that all the members of a team are working on a given document in the right version. This cuts out mistakes and also makes sure that the decisions being made are the latest.
While SharePoint is a powerful collaboration tool, it is just one of many available in the market. Other tools, such as Google Workspace, Slack, and Microsoft Teams, also offer robust collaboration features. However, SharePoint's deep integration with Microsoft Office applications and its comprehensive set of features make it a preferred choice for many organizations looking to enhance their collaboration and productivity.
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