Unleashing the Potential of SharePoint Services for Intranet Use

Introduction

SharePoint is a powerful platform developed by Microsoft that offers a wide range of features and capabilities for building intranet websites. With SharePoint, organizations can create a centralized hub for collaboration, document management, and communication within their internal network. In this article, we will explore the potential of SharePoint services for intranet use and discuss how it can benefit businesses in various ways.

Benefits of SharePoint Intranet

SharePoint intranet provides several advantages for organizations, including:

• Centralized Collaboration: SharePoint allows employees to collaborate on documents, projects, and tasks in a centralized location. It provides features like document versioning, co-authoring, and real-time updates, making collaboration more efficient and productive.
• Document Management: SharePoint offers robust document management capabilities, including document libraries, metadata tagging, and search functionality. It enables organizations to organize, store, and retrieve documents easily, improving overall productivity.
• Communication and Social Features: SharePoint intranet includes communication and social features like news feeds, discussion boards, and employee profiles. These features facilitate effective communication and knowledge sharing among employees, fostering a collaborative work environment.
• Customization and Personalization: SharePoint allows organizations to customize and personalize their intranet sites according to their specific requirements. It offers a range of templates, themes, and web parts that can be tailored to match the organization’s branding and design preferences.
• Integration with Other Systems: SharePoint can integrate with other systems and applications, such as Microsoft Office 365, CRM systems, and third-party tools. This integration enables seamless data sharing and improves overall efficiency.

SharePoint On-Premise vs SharePoint Online

SharePoint is available in two deployment options: on-premise and online. Here are some key differences between the two:

• On-Premise: With SharePoint on-premise, organizations host and manage the SharePoint infrastructure on their own servers. This option provides more control and customization capabilities but requires a higher upfront investment and ongoing maintenance.
• Online: SharePoint Online is a cloud-based version of SharePoint that is hosted and managed by Microsoft. It offers a subscription-based pricing model and eliminates the need for organizations to manage the infrastructure. However, it may have some limitations in terms of customization and control compared to the on-premise version.

Intranet Design and Development

Designing and developing an effective intranet using SharePoint requires careful planning and consideration of various factors. Here are some key steps involved in the intranet design and development process:

1. Identify Objectives and Requirements: The first step is to identify the objectives and requirements of the intranet. This includes understanding the organization’s goals, user needs, and desired features and functionalities.
2. Information Architecture: Next, the information architecture of the intranet needs to be defined. This involves organizing the content, creating site structures, and determining navigation paths to ensure easy access and findability of information.
3. User Interface Design: The user interface design of the intranet should be intuitive, user-friendly, and visually appealing. It should align with the organization’s branding and design guidelines to create a consistent and professional look and feel.
4. Content Migration: If the organization already has existing content, it needs to be migrated to the new intranet. This involves transferring documents, files, and other relevant data to the SharePoint platform while ensuring data integrity and security.
5. Testing and Deployment: Before launching the intranet, thorough testing should be conducted to ensure all features and functionalities work as intended. Once testing is complete, the intranet can be deployed to the organization’s internal network.
6. Ongoing Maintenance and Support: After the intranet is live, ongoing maintenance and support are crucial to ensure its smooth operation. This includes regular updates, bug fixes, and user support to address any issues or concerns.

Outsourcing SharePoint Development

Organizations can choose to outsource their SharePoint development to a specialized agency or partner. Outsourcing SharePoint development offers several benefits, including:

• Expertise and Experience: SharePoint development agencies have specialized expertise and experience in building intranet solutions. They are familiar with best practices, industry standards, and the latest trends in SharePoint development.
• Cost Savings: Outsourcing SharePoint development can be cost-effective compared to hiring an in-house team. It eliminates the need for recruitment, training, and infrastructure setup, resulting in significant cost savings.
• Time Efficiency: SharePoint development agencies have streamlined processes and dedicated resources, allowing them to deliver projects within shorter timeframes. This enables organizations to launch their intranet faster and start reaping the benefits sooner.
• Customization and Scalability: SharePoint development agencies can tailor the intranet solution to match the organization’s specific requirements. They can also ensure scalability to accommodate future growth and evolving needs.
• Support and Maintenance: SharePoint development agencies provide ongoing support and maintenance services to ensure the intranet remains up-to-date and performs optimally. This includes regular updates, bug fixes, and user support.

Managed SharePoint Services

Managed SharePoint services offer organizations a comprehensive solution for their SharePoint needs. These services typically include:

• Infrastructure Management: Managed SharePoint services providers handle the setup, configuration, and maintenance of the SharePoint infrastructure, ensuring optimal performance and availability.
• Security and Compliance: Managed SharePoint services providers implement robust security measures and ensure compliance with industry regulations and data protection standards.
• Backup and Disaster Recovery: Managed SharePoint services providers perform regular backups and have disaster recovery plans in place to protect data and minimize downtime in case of any unforeseen events.
• Monitoring and Performance Optimization: Managed SharePoint services providers monitor the intranet’s performance, identify bottlenecks, and optimize the system to ensure smooth operation and optimal user experience.
• User Support: Managed SharePoint services providers offer user support, including troubleshooting, training, and assistance with any technical issues or questions.

Conclusion

SharePoint services offer organizations a powerful platform for building intranet solutions that enhance collaboration, document management, and communication within the internal network. Whether organizations choose to deploy SharePoint on-premise or opt for the cloud-based SharePoint Online, they can leverage its benefits to create a centralized hub for their employees. By outsourcing SharePoint development to specialized agencies and utilizing managed SharePoint services, organizations can ensure a successful implementation and ongoing support for their intranet. With careful planning, design, and development, SharePoint can unleash its full potential and help organizations achieve their goals.