How to Leverage SharePoint Services for Effective Intranet Communication
Introduction
Effective communication is crucial for the success of any organization. Intranets have become an essential tool for facilitating communication and collaboration within companies. SharePoint, a web-based platform developed by Microsoft, offers a range of features and functionalities that can greatly enhance intranet communication. In this article, we will explore how SharePoint services can be leveraged to create an effective intranet communication system.
Benefits of SharePoint Intranet
Before diving into the details of SharePoint services, let’s first understand the benefits of using SharePoint for intranet communication. SharePoint intranet offers the following advantages:
- Centralized Information: SharePoint allows organizations to store and organize all their important documents, files, and data in a centralized location. This makes it easy for employees to access the information they need, improving efficiency and productivity.
- Collaboration: SharePoint provides a range of collaboration tools, such as document sharing, version control, and co-authoring, which enable teams to work together on projects and tasks. This promotes teamwork and enhances productivity.
- Customization: SharePoint allows organizations to customize their intranet according to their specific needs and requirements. This ensures that the intranet aligns with the organization’s branding and provides a personalized user experience.
- Security: SharePoint offers robust security features, such as user authentication, access control, and data encryption, to protect sensitive information. This ensures that only authorized personnel can access and modify the data.
- Integration: SharePoint can be easily integrated with other Microsoft tools and applications, such as Outlook, Teams, and OneDrive. This allows for seamless communication and collaboration across different platforms.
SharePoint Development Agency
Creating a SharePoint intranet requires technical expertise and knowledge of SharePoint development. Many organizations choose to outsource their SharePoint development to a SharePoint development agency. A SharePoint development agency specializes in creating custom SharePoint solutions tailored to the specific needs of the organization. They have the necessary skills and experience to design and develop a SharePoint intranet that meets the organization’s requirements.
When selecting a SharePoint development agency, it is important to consider their expertise in SharePoint development, their portfolio of past projects, and their ability to understand and align with the organization’s goals and objectives. A good SharePoint development agency will work closely with the organization to gather requirements, design the intranet, develop the necessary functionalities, and provide ongoing support and maintenance.
SharePoint On-Premise vs SharePoint Online
SharePoint is available in two deployment options: on-premise and online. On-premise SharePoint is installed and hosted on the organization’s own servers, while SharePoint Online is a cloud-based solution hosted by Microsoft. Both options have their own advantages and considerations.
On-premise SharePoint offers greater control and customization options, as organizations have full access to the server infrastructure. It is ideal for organizations with strict security and compliance requirements, as they can have complete control over their data. However, on-premise SharePoint requires significant upfront investment in hardware, software, and IT resources for installation, maintenance, and upgrades.
SharePoint Online, on the other hand, offers the convenience of cloud-based hosting, eliminating the need for organizations to manage their own servers. It provides automatic updates and scalability, making it suitable for organizations that want to focus on their core business without worrying about infrastructure management. However, SharePoint Online may have certain limitations in terms of customization and control, as organizations are dependent on Microsoft for updates and maintenance.
Intranet Design and Development
Designing and developing an effective intranet requires careful planning and consideration of the organization’s goals and requirements. Here are some key steps involved in the intranet design and development process:
- Requirements Gathering: The first step is to gather requirements from key stakeholders and users. This involves understanding the organization’s communication needs, user roles and permissions, content structure, and desired functionalities.
- Information Architecture: Based on the requirements, the information architecture of the intranet is designed. This includes organizing the content into logical categories, creating navigation menus, and defining the overall structure of the intranet.
- Wireframing and Prototyping: Wireframes and prototypes are created to visualize the layout and functionality of the intranet. This helps in getting feedback from stakeholders and making necessary revisions before proceeding to development.
- Development and Customization: The intranet is developed and customized according to the approved design and requirements. This involves creating site templates, configuring workflows, integrating third-party tools, and implementing any custom functionalities.
- Testing and Quality Assurance: The developed intranet is thoroughly tested to ensure that it functions as intended and meets the organization’s requirements. This includes testing for usability, performance, security, and compatibility.
- Deployment and Training: Once the intranet is tested and approved, it is deployed to the production environment. Training sessions are conducted to familiarize users with the intranet and its features.
Managed SharePoint Services
Managing a SharePoint intranet requires ongoing maintenance, support, and updates. Many organizations choose to outsource the management of their SharePoint intranet to a managed SharePoint services provider. A managed SharePoint services provider offers the following benefits:
- Proactive Monitoring and Maintenance: A managed SharePoint services provider monitors the intranet for any issues or performance issues and takes proactive measures to resolve them. This ensures that the intranet is always up and running smoothly.
- Regular Updates and Patches: The provider keeps the intranet up to date with the latest updates, patches, and security fixes released by Microsoft. This helps in ensuring the security and stability of the intranet.
- User Support and Training: The provider offers user support and training to help users make the most of the intranet. This includes resolving user queries, providing guidance on using the intranet effectively, and conducting training sessions as needed.
- Backup and Disaster Recovery: A managed SharePoint services provider ensures that regular backups of the intranet are taken and stored securely. In the event of a disaster or data loss, they can restore the intranet to its previous state.
- Performance Optimization: The provider optimizes the performance of the intranet by monitoring and fine-tuning various aspects, such as server resources, database performance, and page load times.
Conclusion
SharePoint services offer a range of features and functionalities that can greatly enhance intranet communication. Whether you choose to develop a SharePoint intranet in-house or outsource it to a SharePoint development agency, it is important to carefully plan and design the intranet to meet the organization’s goals and requirements. Additionally, managed SharePoint services can help in ensuring the smooth operation and maintenance of the intranet. By leveraging SharePoint services effectively, organizations can create an intranet that promotes effective communication, collaboration, and productivity.