#sharepoint implementation

Optimizing SharePoint Online is vital for businesses to achieve success and fully capitalize on the platform's capabilities. Below are some compelling reasons to focus on optimization:

1. Improved Performance: Efficient optimization leads to better SharePoint performance, ensuring that users can access information and collaborate seamlessly. Faster loading times and smoother interactions contribute to increased productivity.

2. Enhanced User Experience: A well-optimized SharePoint site provides a user-friendly experience, making it easier for employees to navigate and find the information they need quickly. This fosters engagement and encourages adoption across the organization.

3. Scalability and Growth: As a business expands, its SharePoint requirements may evolve. Optimization allows for seamless scalability, ensuring that the platform can accommodate increased data, users, and functionalities.

4. Cost Savings: Optimizing SharePoint can lead to cost savings in the long run. By streamlining processes, reducing downtime, and improving efficiency, businesses can make the most of their SharePoint investment.

Key Strategies for SharePoint Online Optimization

To fully reap the benefits of SharePoint Online, businesses should implement the following optimization strategies:

1. Regular Maintenance: Perform routine maintenance tasks to identify and resolve issues promptly. This includes checking for broken links, cleaning up unused content, and monitoring site performance.

2. Content Organization: Properly categorize and tag content to ensure easy discoverability. Logical organization enhances user experience and enables faster retrieval of information.

3. Minimize Customizations: While customizations can be useful, excessive modifications may slow down SharePoint. Strike a balance between personalization and performance to avoid any adverse effects.

4. Mobile Responsiveness: Ensure that your SharePoint site is optimized for mobile devices. With an increasing number of users accessing content through smartphones and tablets, mobile responsiveness is crucial.

5. Efficient Search Functionality: Implement a robust search functionality that allows users to find information quickly. Users should be able to search for content using keywords, metadata, and filters.

Conclusion

SharePoint has the potential to transform your business by streamlining crucial financial management functions, reduce errors, and improve outcomes.

Enterprise technologies have come a long way in terms of streamlining business operations to boost productivity. From mundane, repetitive office tasks to complex business workflows, automation can simplify them while directing business towards the right path, thus ensuring its competitive edge. Microsoft SharePoint is one such critical enterprise productivity tool with pre-programmed applications designed to automate a variety of business operations.

More specifically, a function like financial management where businesses collect and process a huge amount of sensitive data everyday with little to no margin of error, automating workflows using SharePoint can streamline various operative functions for greater effectiveness and efficiency.

SharePoint for finance is transforming thousands of businesses by streamlining everyday crucial operations to automate them for maximum efficiency with minimum errors.

With that being said, here are six important finance workflows that can be automated using SharePoint.

Budget Planning

Budget planning is the first and the most crucial financial operation for every business. After all, financial planning begins with proper budget allocation and resource distribution.

Traditionally, using Excel sheets for keeping track of budget data entry and allocation is a common practice for many businesses. Also, most companies follow a strict workflow when it comes to budget allocation for their projects. However, in the current dynamic business environment, companies have to keep their budget planning flexible enough to keep up with the unpredictability of the market.

SharePoint simplifies budget planning for financial departments by allowing them to process a huge amount of data on budget inflow and outflow, monitoring budget allocations for multiple projects simultaneously, and providing a budget planning strategy ideal for the business. Using SharePoint, finance heads and managers can create a bespoke budget planning strategy that considers the needs of each vertical the business’ overall objectives. It also improves the accuracy at which you plan your next budget distribution to optimize costs and maximize revenue.

Invoice Processing

Processing received invoices from various third-party vendors and service providers can be a daunting task for any firm. Not only is it tediously time-consuming, but it also demands utmost attention to do it right every single day.

SharePoint can analyze your invoice pattern to prioritize various invoices and helps you keep track of the time so that you won’t cross the deadline of invoice settlement. It also helps in authenticating vendors and their invoices through a unified verification method for fast and accurate approvals.

Leveraging the capabilities of SharePoint, you can automate the invoicing process with paperless invoicing operations and can access the documents from anywhere using your smartphone. Allocating crucial everyday activities like invoice processing to SharePoint can significantly boost your operational efficiency for greater competitive advantage.

KYC Data Collection and Management

KYC data is among the most crucial and sensitive data for any financial organization. To serve clients efficiently and securely, a company must have a robust KYC data management system that streamlines and secures the entire KYC process.

This is where SharePoint can be a game-changer for businesses. Not only can you improve the data management system for collecting KYC data from new customers, but you can also make it more secure through robust authentication at different stages of data collection and management.From collecting new customer’s KYC data to securely processing the KYC information of millions of customers whenever necessary, SharePoint can facilitate a systematic workflow across all stages.

Back-office Operations

From external operations, let’s move towards the internal processes that SharePoint can impact. Handling everyday back-office operations using SharePoint takes a significant burden off from administration so that they can focus on the core business activities.

Activities such as workday attendance, procurement of office supplies, managing salaries of employees, etc. which can be done without human intervention can be automated using SharePoint to increase their accuracy and turnaround time. You can also plan day-to-day tasks and functions for your teams with customized workflows according to their role in the organization, thus maximizing efficiency and resource optimization.

Forecasting

Business trend forecasting, when done right, can keep companies one step ahead of the competition. Especially when it comes to financing, forecasting plays an even more crucial role as we can allocate our resources according to the dynamic work environment in order to get maximum returns on the investment.

However, it’s much easier said than done. External market scenario depends on numerous factors like customer’s buying power, ever-changing trends in the market, competitor’s strategy, the current economic scenario of the market you’re conducting business in, etc.

For SharePoint and Microsoft 365 users, it is very easy to integrate their cloud and on-premise applications with SharePoint, and instantly connect them with Power BI, which parses through all forms of data across your SharePoint applications or intranet to predict future trends or rectify problems in workflows, based on real-time insights. As SharePoint is able to streamline and classify data in great detail, it makes it easier for Power BI or any other data analytics tool to process the assorted data and deliver contextual and actionable insights to help companies plan their strategies effectively.

Make the most of SharePoint for your organization

SharePoint has the potential to transform your business by streamlining crucial functions like financial management and automating crucial business operations every day. All you need is to partner with the right solution provider for your SharePoint implementation and automation needs.

VBeyond Digital offers a range of services for Microsoft enterprise users including development, implementation, customization, and support services for platforms including SharePoint, Power Platform, and more. We build customized, cost-effective, SharePoint platforms and solutions matched to your exact business needs and help you get started on the path to sustained growth and increased ROI.

Reach out to us for a consultation at [email protected] or leave us a message and we will get in touch.

Companies should not start the SharePoint implementation cycle without a proper understanding of how their business and infrastructure requirements align with the platform’s capabilities. This doesn't bring ROI and a solution intended to streamline work becomes an obstacle. Here is a checklist to avoid failure and make SharePoint implementation successful.