5 SharePoint Myths And How to Use It For Better Data Management

Microsoft SharePoint has carved a niche in the business world as a dynamic platform used by organizations of all sizes. Its vastness, adaptability and personalization features make it a favorite data management tool. But, like any technology, to truly use it to your advantage, it's essential to distinguish its capabilities from misconceptions. Some view SharePoint as the ultimate solution due to its impressive user base, while others reduce it to just a digital version of a file cabinet. We’re here to uncover some common misconceptions of SharePoint and how to address them so you’re utilizing the platform in a way that benefits your organization, not hinders it. But first, some positives!

Top 5 Benefits of SharePoint

1. Easy Team Collaboration

SharePoint makes working together a breeze. Whether your team is in the same room or scattered across the globe, everyone can easily access, edit, and share documents anytime, from any device.

2. One-Stop-Shop for Your Files

Say goodbye to the mess of scattered files across various systems. SharePoint brings all your important documents into one secure place, so you can find what you need without the hassle.

3. Tailored to Your Needs

SharePoint isn't a one-size-fits-all deal. It's more like a suit that's tailored to fit your business how you want it. You can customize it with the features and tools that matter most to your team, making your work easier and more efficient.

4. Streamlined Communication Channels

SharePoint acts like a communication hub for your business. It integrates with tools like Microsoft Teams, facilitating seamless discussions, video conferencing, and instant messaging right where your documents and projects are housed, eliminating the need to jump between different platforms and apps. It's like having a virtual office where everyone can collaborate in real time, making decision-making faster and more efficient.

5. Automate Repetitive Tasks

Let SharePoint handle the grunt work! It can automate many of the repetitive tasks that eat into your day, freeing up your time to focus on what truly matters for your business.

SharePoint has been a game-changing system for many organizations, but there are some common misconceptions that should be cleared up.

Myth 1 – Dive in; It's User-Friendly!

One thing people commonly mistake is that SharePoint's intuitive interface makes it instantly usable for any Joe Schmoe. While its user-friendliness is a strength, diving in without a strategy or allowing anyone within the organization to make changes can lead to data chaos. Unplanned folder creations and uploads can result in redundancy, security risk, and a loss of standardization. Thus, while SharePoint aims to boost productivity, it can do the opposite if not if not setup correctly, managed regularly, and used judiciously. Proper planning, user education, and organized data management are crucial to ensure SharePoint’s effective deployment.

Myth 2 – You Can Add Your Data to SharePoint and Call it a Day

Think of Azure/SharePoint (or any other data management platform) like a bank: they're great places to store your "assets" (in this case, data), but they don't hand you a financial plan on how to best manage it. Just as you'd keep track of your finances, data management requires diligence. Most organizations don’t have the time, discipline or knowledge to keep their data in SharePoint in tip-top shape. That’s why Professional Technology Organizations like Net-Tech are here to help. We have the expertise and technology professionals it takes to successfully manage data in a consistent and compliant way so organizations can have confidence in their data storage.

Don’t want to deal with data management on your own? You don’t have to. Reach out to us today.

Myth 3 – More Storage Options Give You Better Results

Ever wonder why your cloud bill is so high? Expanding your data storage to multiple places can lead to increased management complexity and costs. Azure's overall expense isn't just about storage space. A client of ours experienced a significant data center crash, and while they considered transitioning entirely to Azure, they soon realized the associated costs. Here’s the big myth-buster. You do NOT need all of your data stored in the cloud. There are surely some things that are better stored in the cloud, but not everything, which makes some other alternatives more cost-effective. The takeaway? Azure offers excellent tools, but savvy data management and a thorough understanding of costs are crucial. Net-Tech can help your organization determine what’s best for the cloud and what’s not. Let’s start by letting us know what specific questions you have.

Myth 4 – Your Data is Automatically Secure in SharePoint

It's a common mistake to think your information is completely safe just because it's stored in SharePoint. While Azure does back up your data, it only keeps it for three months. And remember, the cloud is open to everyone, which means it can be a target for people with bad intentions. One way to beef up your security is by using Multi-Factor Authentication (MFA), which unfortunately isn't included in the basic SharePoint subscription plans. So, to really protect your data, it's crucial to have a backup plan, which includes having a secondary cloud or on-premises location to back up your data in the event of a breach or outage.

Myth 5 – Everyone in the Organization Should Have Access to Everything in SharePoint

In many organizations that don’t have data management standards in place, any user has access to everything within the database. In an ideal world, only professional consultants or trained in-house administrators would have the authority to give new users the right roles and permissions. They would implement a ‘Least Access Methodology’, determining user access based on collaboration needs, ensuring security and optimized performance. A user's access is gated, ensuring system integrity.

Unfortunately, this is not the case most of the time. Net-Tech helps organizations develop processes and automation around onboarding that allows people to come in and hit the ground running. The automation we implement prevents organizations from doing things that are against the standards we put in place. We understand that HR professionals are just trying to do their jobs, but they may not know all of the compliance and security requirements of the organization, so our system prevents them from doing something that is against the framework.

The benefit? Your organization is more secure and you meet compliance requirements because only authorized users should have access, not everyone in the company. We help keep your onboarding processes more streamlined and secure, so new team members can get to work more efficiently.

Say Goodbye to Data Management Woes with Net-Tech

Most SharePoint challenges stem from internal organizational issues like insufficient strategic planning and training. The key to truly benefiting from SharePoint lies in expert guidance. With seasoned professionals like Net-Tech, you can unlock SharePoint's potential without breaking the bank. Connect with us to explore how SharePoint can be tailored to your specific business requirements and say goodbye to data management woes for good.