SharePoint can easily save time by eliminating the need for multiple tasks and project management apps. Ultimately, you can invest more time to grow your professional career, freelance clients or sideline activities.
Wat is Microsoft SharePoint?
SharePoint is an online content management tool. It allows you to store files in the cloud for sharing and collaboration. It can help you create sites and subsites to clean up tasks from different teams or individuals.
With SharePoint development you can create an intranet where you, your employees and freelance customers can work securely on a file or document . A centralized administrator controls access so any user can seamlessly access, edit, and store files.
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SharePoint has many advanced features that help you or your team manage professional and personal works. The following are some of the most commonly used actions:
- Share files with internal and external users.
- Manage project content, such as images, articles, source codes, videos, etc.
- Sites and subsites to clean up teams and tasks.
- Stay in touch with the employee through communication sites.
- The mobile app allows users to access team or communication sites from smartphones.
- Create workflows and reminders to automate projects and tasks.
- Use the search function to find resources, tasks or files.
Who should use SharePoint
SharePoint acts as a safe haven for all creative files such as app codes, graphic designs, audio clips, videos, website articles, invoices, etc. SharePoint provides other tools such as data analysis, website templates, knowledge base templates and project management workflows.
Therefore, the scope of an individual content creator varies from content creator to large corporations. Many freelance professionals or small groups of creative individuals use SharePoint at various stages of software, mobile app, website, or content development projects.
The web-based SharePoint tool that comes with the Microsoft 365 subscription is a robust yet simple productivity tool. The common features that make it one of the best task and project management tools are:
1. Collaborative work
SharePoint is a highly flexible and scalable platform for collaboration with internal or external resources . A central administrator can assign different levels of access rights to individual team site users.
You and your team can work on a single file in a real-time scenario without any latency. That’s why many creative developers and content creators prefer SharePoint to collaborate on any project.
An important function of SharePoint collaboration is to allow clear information to flow through the sites and subsites. It helps individuals stay on top of the project without multiple emails, missed chats, video calls, etc.
2. Content management
Content management is a major challenge for any individual or group of professionals who want to deliver better productivity. SharePoint enables you to meet this challenge without complicated programming.
Content managers can easily handle multiple projects simultaneously on SharePoint. Publishing or updating website content such as events, news, blogs, presentation stacks, image carousels, etc. is made easy with SharePoint.
You don’t have to start every content management project from scratch. There are ready-made professional templates that you can use. Aside from the content, you have full control over the versions. SharePoint creates and stores multiple versions of the file you or your team are working on.
If necessary, you can revert to previous versions or fix file system errors from within SharePoint. You don’t have to depend on third-party tools to backup, restore or repair files.
3. Project management
SharePoint has a set of functionalities that you can use for task and project management. The most obvious feature is that the tool acts as a central repository for all project-related documents and deliverables.
You can also customize the SharePoint sites in many ways. These custom sites can serve you as a daily planner, weekly task planner, and task FAQ. In addition, for project documentation and performance review purposes, you can activate time tracking features as listed below:
- Log task activities and changes.
- Report any issues reported by sources.
- Follow the job timing.
- Change tracking information.
SharePoint also allows you to create a workflow to streamline tasks such as task handover, signing off project results, approvals, presenting a demo, and customer feedback.
4. Hybrid Solutions
SharePoint integrates with most Microsoft 365 apps to give you a seamless project management user interface. SharePoint acts as a central repository of your project data, while other Microsoft 365 apps make it easy for you to manage tasks and resources.
You can sync SharePoint with tools like To-Do, Tasks, Planner, and Project Online for specialized approaches. You can generate reports to present project insights to your freelance clients.
SharePoint syncs with your Outlook and Calendar profiles to organize tasks and schedules so you can prioritize your work. Similarly, publish your SharePoint team sites in the Teams app to access contacts, files, tasks, etc. from Teams.
SharePoint also has the ability to integrate PowerPoint, Video, Stream, and OneDrive to preview files and documents within the SharePoint sites or subsites. You save time by avoiding mundane tasks, such as downloading files from SharePoint to create PowerPoint slides.
Benefits of SharePoint
SharePoint offers many advantages compared to other productivity tools for project or content management. Some of its advantages are:
1. Save money
You may already be paying for it through a Microsoft 365 subscription. Avoid unnecessary spending on apps and tools by using SharePoint as the primary productivity tool for professional or personal needs.
2. Data security
Governments and large organizations trust the SharePoint ecosystem with their sensitive data. So you can store your creative work on SharePoint for collaboration without fear of intellectual property theft.
The scalability of the tool allows you to budget your costs for productivity tools. If you see an influx of too many projects from different customers, you can change the subscription to accommodate more resources and projects. When projects decline, you can switch to low-paid plans with SharePoint development .
4. Multi-function use
A higher level of flexibility and multi-purpose utility means you can continue to use SharePoint as the primary productivity tool while continuing to change your roles or creative skills for SharePoint development . You can use a template when a project ends and you need to start another project. You can minimize the budget by avoiding multiple app purchases.