Why Use a SharePoint Content Management System? A Quick Guide for Executives & Managers [Infographic]
Your staff works remotely, moves from one client location to another, and uses various devices to get work done. Where does your content (contracts, proposals, sales collaterals, marketing brochures, etc.) that your staff needs throughout the day reside? Are they in a server? On shared drives? Can your staff easily access the content when and where they need it the most? If your answer is not “100% Yes!” then you’ll want to consider utilizing SharePoint.
When using SharePoint, your content resides in the Cloud, meaning that it is stored in the Cloud which can be accessed via any device from anywhere with no restriction (as long as you have the authority to access the content).
- Related: What is the Cloud?
All content that your team produces is stored in one safe and secure place that is updated live whenever a staff member makes changes to it. Best of all, multiple people can make changes to the same document at the same time.
Think about that for a second… can you see how much time that would save your staff? The reduction in frustration for them?
Here are three scenarios that will show you why you’re going to love SharePoint:
- Scenario 1: Various members of your team are working on an important proposal for one of your biggest clients. Each of them make changes to the proposal. By the time the document is finalized, you’ve got 10 different versions. Is it clear to everyone which one is the final version? Is it easy to locate that final version? The last thing you want is a wrong version accidentally sent to your client.
- SharePoint Benefit #1: Not only does SharePoint always show the latest version of the document, but it also keeps a running version history, allowing you to see a comprehensive record of each document version. And, if needed, you can either open or fail back to a previous version of the document.
- Scenario 2: Both your operations team and sales team need to put together a statement of work for a client. There is very little time to put this together. The client is expecting to see it as soon as possible. Wouldn’t it be convenient and time-saving if both teams can work on the document at the same time?
- SharePoint Benefit #2: SharePoint encourages collaboration with co-authoring capabilities, so multiple authors can have the same document open at the same time and work on it simultaneously. They can see the changes being made by the other authors in real time.
- Scenario 3: You have many employees working remotely. Or you may have multiple offices around the globe. They all need to access the same, up-to-date content.
- SharePoint Benefit #3: SharePoint provides your organization with a central location for all types of content. No more shared drives. No more UBS sticks. With SharePoint, all your employees need is an Internet connection to stay connected to your content. Also, SharePoint is a highly customizable tool that you can customize it to fit your exact needs. The look (branding), the information architecture (groups, teams, (sub)folders, etc.) – you get to design this.
Get your SharePoint Questions Answered
Find all this to be a little overwhelming? Have questions you need answered? We’ve helped many executives and managers like you who have started looking into implementing a SharePoint content management system. They have successfully implemented SharePoint and are enjoying the ROI they expected. Drop us a line. Let’s get your questions answered.
- Want to learn more about what SharePoint content management is?
- Learn about our recommended SharePoint content management system, Microsoft SharePoint here>>
- Hear from our customers about their SharePoint experience:
- Increased Productivity: A SharePoint portal allows Activa’s staff to save all their documents in a centralized, securely protected location. Document organization and team collaboration is now much easier. See the full case study >>
- Improved Access: Employees are using Office 365 and SharePoint which give them the necessary tools to access the resources and materials they use when teaching children. See the full case study >>