Is Hosted SharePoint the Right Solution for Your Business?

Introduction

SharePoint is a powerful collaboration and document management platform developed by Microsoft. It offers a wide range of features and capabilities that can help businesses streamline their processes, improve communication, and enhance productivity. However, when it comes to implementing SharePoint, businesses have two main options: hosted SharePoint and on-premise SharePoint. In this article, we will explore the benefits and considerations of hosted SharePoint and help you determine if it is the right solution for your business.

What is Hosted SharePoint?

Hosted SharePoint, also known as SharePoint Online, is a cloud-based version of SharePoint that is hosted and managed by Microsoft. With hosted SharePoint, businesses can access and use SharePoint’s features and capabilities without having to invest in and maintain their own infrastructure. Instead, they pay a monthly or annual subscription fee to Microsoft for the use of SharePoint.

Benefits of Hosted SharePoint

There are several benefits of choosing hosted SharePoint for your business:

1. Cost Savings

One of the main advantages of hosted SharePoint is cost savings. With hosted SharePoint, businesses do not need to invest in expensive hardware, software licenses, or IT infrastructure. Instead, they can simply pay a subscription fee based on their usage. This can significantly reduce upfront costs and make SharePoint more affordable for small and medium-sized businesses.

2. Scalability and Flexibility

Hosted SharePoint offers scalability and flexibility, allowing businesses to easily scale their SharePoint environment up or down based on their needs. With hosted SharePoint, businesses can add or remove users, storage, and features as their requirements change. This makes it a suitable solution for businesses of all sizes, from startups to large enterprises.

3. Accessibility and Collaboration

Hosted SharePoint enables businesses to access and collaborate on documents and files from anywhere, at any time, and on any device. This is especially beneficial for businesses with remote or distributed teams, as it allows employees to work together seamlessly, regardless of their location. Hosted SharePoint also offers real-time collaboration features, such as co-authoring and version control, which can improve productivity and efficiency.

4. Security and Compliance

Hosted SharePoint provides robust security and compliance features to protect your business data. Microsoft takes care of data backups, disaster recovery, and security updates, ensuring that your data is safe and secure. Hosted SharePoint also complies with industry standards and regulations, such as GDPR and HIPAA, making it suitable for businesses in highly regulated industries.

5. Integration with Microsoft 365

Hosted SharePoint seamlessly integrates with other Microsoft 365 applications, such as Outlook, Teams, and OneDrive. This integration allows businesses to leverage the full power of Microsoft’s productivity suite and create a unified digital workplace. Employees can easily share documents, schedule meetings, and communicate within the familiar Microsoft ecosystem.

Considerations for Hosted SharePoint

While hosted SharePoint offers numerous benefits, there are also some considerations to keep in mind:

1. Customization Limitations

Hosted SharePoint may have limitations when it comes to customization. While businesses can still customize their SharePoint sites and workflows to some extent, they may not have the same level of control as with on-premise SharePoint. If your business requires extensive customization or integration with third-party systems, on-premise SharePoint may be a better option.

2. Internet Connectivity

Hosted SharePoint relies on internet connectivity for access and collaboration. If your business has unreliable or slow internet connection, it may impact the performance and usability of hosted SharePoint. It is important to ensure that your internet infrastructure can support the demands of hosted SharePoint before making the switch.

3. Data Ownership and Control

With hosted SharePoint, your business data is stored in Microsoft’s data centers. While Microsoft provides robust security measures, some businesses may have concerns about data ownership and control. If your business operates in a highly regulated industry or has strict data governance requirements, on-premise SharePoint may offer more control over your data.

4. Subscription Costs

While hosted SharePoint can be cost-effective for many businesses, the subscription costs can add up over time. It is important to carefully consider the pricing plans and subscription options offered by Microsoft to ensure that they align with your budget and long-term goals. It may also be worth exploring managed SharePoint services offered by third-party providers, as they may offer more competitive pricing and additional support.

5. Migration and Training

If your business is currently using an on-premise SharePoint solution or another collaboration platform, migrating to hosted SharePoint may require some effort and resources. It is important to plan and allocate resources for the migration process, including data migration, user training, and change management. Working with a SharePoint development agency or outsourcing the migration process can help ensure a smooth transition.

Conclusion

Hosted SharePoint can be a valuable solution for businesses looking to leverage the power of SharePoint without the upfront costs and maintenance of an on-premise solution. It offers cost savings, scalability, accessibility, security, and integration with Microsoft 365. However, businesses should also consider customization limitations, internet connectivity, data ownership, subscription costs, and migration requirements before making a decision. Consulting with a SharePoint development agency can help you assess your business needs and determine if hosted SharePoint is the right solution for your organization.