Unlocking the Power of SharePoint

It’s not a secret that I love SharePoint for information management and custom solutions. Unlike other collaboration tools that focus primarily on communication or basic file storage, SharePoint stands out with its deep integration into Microsoft 365, robust automation capabilities, and highly customizable structure for managing both structured and unstructured data. It’s more than just a cloud drive—it’s an engine for efficiency and innovation. I have created and managed Program Management sites for large contract management purposes, developed numerous quality assurance systems for controlled processes, and countless smaller resources for data handling through PowerApps, SharePoint, or both.

Why Should You Care About SharePoint?

According to Microsoft, 365 is used by more than TWO MILLION organizations worldwide.

It is my experience that small businesses who leverage the 365 platform have access to SharePoint, don’t use it to its full potential. Often, it’s because of a misunderstanding that the tool is in fact included.

If you're using Outlook, Teams, or OneDrive, SharePoint is already part of your information ecosystem—why not leverage it?

The SharePoint Advantage: How It Solves Everyday Business Problems

For many businesses, information management can feel chaotic, and not everyone can thrive in chaos. Documents scattered across email threads, approvals stuck in someone’s inbox without proper CC’s, and employees struggling to find the latest version of an important file is a nightmare. If this sounds familiar, SharePoint can be a game-changer.

Proposal management is one of my favorite examples of a process improved by SharePoint. For small businesses, managing complex projects while maintaining efficiency can be a challenge—SharePoint helps bridge that gap by providing structured collaboration, automation, and document control.

Here’s how:

1. Taming Information Overload

If your team spends too much time searching for files, SharePoint’s document management features can help. It provides:

• Centralized storage: Keep all files in one secure place instead of hunting through emails or local drives.  Site templates can be created to quickly replicate structured files for consistent maintenance.

• Version control: Ensure everyone is working on the latest document without creating endless duplicates, while maintaining the history or auditable trail of changes, and the ability to recover information.

• Access permissions: Control who can view, edit, or share files or list items based on roles or departments down to the most miniscule details. With the proper management, even down to the column level.

2. Eliminating Process Bottlenecks

Many businesses still rely on email or paper-based approvals, which slow things down. SharePoint, combined with Power Automate, can streamline these processes:

• Automate document approvals with notifications and tracking.

• Set up digital forms for standard requests, reducing manual data entry.

• Route tasks automatically to the right person, eliminating delays, through either ties to directory relationships, or by creating custom paths.

3. Closing Communication Gaps

Internal communication often gets lost in long email chains or unorganized chat threads. These are GREAT resources to support processes and allow for alternative communication channels, but not if it’s inhibiting work. SharePoint can act as your internal hub, making it easy to share updates, policies, and key documents in a structured way:

• As a company intranet: A central space for news, announcements, and resources.

• Department sites: Dedicated areas for HR, finance, or project teams to store their specific content.

• Integration with Teams: Access SharePoint documents directly in Teams without switching between platforms.

4. Enabling Secure, Remote Work

With employees working from different locations, secure access to business information is essential. SharePoint provides:

• Cloud-based access: Work from anywhere, and any device with an internet connection.

• Security & compliance: Built-in encryption and permission settings ensure sensitive data stays protected. The use of groups and granular-level controls makes this a breeze!

• Seamless collaboration: Multiple users can edit files simultaneously, reducing back-and-forth revisions and lost audit trails.

Conclusion: SharePoint Is Your Business’s Best-Kept Secret

I want to help small businesses take advantage of the tools they likely already have access to, to their full capability. If you already pay for Microsoft 365, you’re leaving money on the table by not using SharePoint.

It’s not just for IT—it’s for anyone looking to simplify their business operations. I started SharePoint for simple project collaboration, but today I manage hundreds of sites, lists, and data automations to perform everything from reminders to supporting business reporting processes.

If you feel overwhelmed by SharePoint, start small! Begin with a simple document library to organize your team’s files or create a basic list to track tasks—these small wins will build your confidence and showcase SharePoint’s value. Create a sandbox environment, experiment, and watch how it transforms your work. And if you need help, I can be here to support you!

Thanks for reading, humans!

~*~Disclaimer~*~

The information provided on this blog is for informational and educational purposes only. While I strive to ensure accuracy and reliability, I cannot guarantee that all content is free of errors nor up to date as time continues. If you identify any inaccuracies, I welcome corrections.

This blog is not affiliated with, endorsed by, nor sponsored by Microsoft. I do not sell Microsoft products but share insights and experiences working within their systems. All opinions expressed are my own.