Why Use SharePoint?
“How Does This Help Me Do My Job?” That was the first question a clever woman asked me at one of the first training sessions I presented. I had to think a bit, but here’s what I came up with – SharePoint helps you:
=> Find the information you need quickly
=> Link to that information to stay current
=> Share the information you have with others
=> Do all that through standard tools that folks already know
SharePoint does those things by creating a web site for your business that integrates with Microsoft Office applications: mainly, Word, Excel, and Outlook. From a user’s perspective, it’s just like using the Internet: click on links to go to a new page, search on a phrase to find something, and so on (see Below Figure). What’s unique is the way that SharePoint integrates Office documents, task lists, calendars, email alerts, and other features in a way to simplify the flow of work through your business.
Figure: Using SharePoint is just like using the Internet
=> Find the information you need quickly
=> Link to that information to stay current
=> Share the information you have with others
=> Do all that through standard tools that folks already know
SharePoint does those things by creating a web site for your business that integrates with Microsoft Office applications: mainly, Word, Excel, and Outlook. From a user’s perspective, it’s just like using the Internet: click on links to go to a new page, search on a phrase to find something, and so on (see Below Figure). What’s unique is the way that SharePoint integrates Office documents, task lists, calendars, email alerts, and other features in a way to simplify the flow of work through your business.
Figure: Using SharePoint is just like using the Internet
Instead of routing a document for approval via email, you post the document to SharePoint and collaborate with the reviewers interactively. Since the file is stored in a central location, everyone can see changes as they are made without re-sending the document each time it is changed; reviewers can discuss changes online, read each other’s comments, assign tasks and deadlines, and all changes are recorded in version
history.
Document review is a simple but important example. Figure1 and 2 illustrate the differences between SharePoint and email solutions to a document review workflow.
Figure 1 Document review through email (lots of copies)
Figure 1: Document review through SharePoint (one shared copy)
Figure 2: Document review through SharePoint (one shared copy)
The biggest difference between Figure 1 and 2 is visibility. With email, reviewers don’t see each other’s comments or changes because those are stored away in each person’s InBox. With SharePoint, comments and versions can be viewed by all reviewers. Additionally, you can include links to related topics, track tasks, and collect approvals in a structured way.
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