O365: Getting the best out of SharePoint
Simplicity
Anyone who has read my earlier posts on creating, populating and joining data containers like Libraries and Lists in Office 365 SharePoint will know how simple it is.
Giving a little thought to what data or information you want to keep and what you will use it for in the future is the hard part. Once you have that, building the lists and libraries is as easy as creating a spreadsheet.
But, a SharePoint list or library is far more flexible and effective than a spreadsheet can ever be.
Shadow IT
This is the name given by IT departments to the practice of hiving off chunks of corporate data into silo data stores controlled and maintained by individuals.
A mobile phone contacts list is a great example. The same data might be held in a dozen or more separate phones and the data might never be synchronised. Personal spreadsheet lists can fall into the same category. Data from any siloed resource may be inaccurate or out of date and subject to security risks such as data loss.
Security
Containing all corporate data (one man business or multi national) under the umbrella of Office 365 places security and governance back where it should be - in the hands of the business, rather than in the hands of individuals within the business.
Having said that, it must be recognised that there are software packages that are outside of Office 365. Accounts software, CRM software, Inventory Software, and many others.
In each case the business must examine the security of data in each application and decide where it fits in the business information strategy. An accounting package will possibly be used by only one or two individuals in the business, whereas a CRM will possibly be used by many.
How is the data collected for these packages? Is it loaded in bulk, or typed in item by item? Can the data be used by others in the organisation, such as using customer names and addresses from CRM or accounts across the organisation? Is the data easily, yet securely, accessible on mobile devices for field staff?
Once it is known where the software, and the data it processes, fits within the business it can be decided which data sources are primary and which are secondary.
A primary data source is where changes and updates to the data are made and a secondary data source is updated from the primary data source. This ensures that data is accurate across the business.
Business System Integration
Windows 10 makes it easy doesn't it?
On a large monitor simply divide the screen into four and launch a different view in each, validate data in one screen (application), then cut and paste relevant sections from one into another to ensure accuracy.
That's great. It's used in businesses large and small across the globe and it works. But, it's hard to do on a small screen and near impossible on a mobile device.
Additionally, users must be granted access to each application.
An alternative -
This is a simple ASPX Web Part page built in Office 365. It shows views of three SharePoint Lists. Top left is Customers, top right is Contacts and lower half is Events.
Simple selection of Customer in the top left will filter the Contacts shown to those employed by that selected Customer and show Events or customer interactions in the lower half for that Customer.
It works just as well on a mobile device.
It can be customised to incorporate branding and/or corporate skin.
It can be secured, limiting access to restricted groups or individuals.
Control
In a professional environment data should be controlled. Finance or accounts may 'own' the fiscal flow data, but they do not own the customer name address and contact data, this belongs to the whole business and should be shared across the business. Nor should data, such as customer contact details, be duplicated, it should by preference be shared.
These levels of control and efficiency are possible in every business, large and small, and they should not be expensive to implement.
We can show you how, or we can do it for you.
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