Working in enterprise content management, you’re constantly faced with large amounts of data and documents. We were faced with exactly that challenge on a SharePoint consulting and implementation project for two major clients: a State Bar Association and a SoCal Utilities Organization. These two very different clients had very different protocols and yet when it came down to it, both projects required a very similar SharePoint implementation; everyone needed to keep track of data and employee contribution, optimize efficiency and communication, and control information access. Here’s where SharePoint can really help when customized and implemented properly.
Customized SharePoint Implementation
SharePoint is a business collaboration platform. It allows employees to share, search, analyze, edit, publish and manage information all in one place. Both the State Bar Association and the SoCal Utility are large organizations with diverse departments that needed to pass documents around while keeping track of any changes made along the way. Because SharePoint allows documents to be uploaded on community sites, everyone on our client’s teams could make edits and see the evolution of modifications made, along with the name of who last edited the document. This eliminated a lot of confusion since in both of our client’s businesses, documents often switched hands many, many times. Now it was clear where to find a needed document, who had edited what, and which one was the latest updated version through version control.
SharePoint for Collaboration and Social Tool
Besides streamlining and keeping track of the information flow, SharePoint also acts a bit like Facebook, providing everyone with a “MySite” homepage. Employees can personalize their MySite page and share blogs, knowledge and ideas, creating an IT think-tank effect that increases productivity by putting everyone’s virtual heads together. Plus SharePoint’s MySite has a Community Portal feature that acts as a search driven result page for users to seek knowledge in specific subject areas, helping to create good organization being that both of our clients relied heavily on easy access to a variety of records, evidence and archives.
Sharepoint for Custom Workflows
Then perhaps the most important feature of SharePoint is its automated and customizable Workflow. For the SoCal Utility Sharepoint implementation, this was the core component of the project. They manage million dollar assets and projects through their Member Board. So, being able to automate a 13-step workflow process to manage and approve project made a big process improvement for their organization. Same for the State Bar Association – they manage tons of case laws and while their approval process was much shorter, it allowed a much more efficient process to manage their content and case law.
Enterprise Level Security and Access Control
To top it all off, SharePoint’s format ensures a safe platform for sharing data within our client’s systems. Through MySite’s built-in security protocol, access of information to individual employees is limited based on a need to know basis. We are able to deal with authentication and authorization so only appropriate roles can access the appropriate features, functions and data. That comes in very handy when you’re dealing with accounts and cases that contain private sector information that needs to stay as private as possible, as both of our clients sites demanded.
In the end, through our many years of Sharepoint Consulting experience and expertise, we were able to collectively address our clients’ most pressing challenges; bringing things together for two clients whose fields were as diverse as law and utilities. How is that for an energy saver?
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Read more articles on CMS Enterpise Portals:
Part 1: Do I need an Enterprise Portal? It Takes Too Long to Train Employees.
Part 2: Do I need an enterprise portal? An enterprise portal drives usage and increases visibility across enterprise.
Part 3: Do I need an enterprise portal? We can’t find the information we need.
Part 4: Do I need an enterprise portal? Finding the Right Personto Solve a Customer Problem
Part 5: Do I need an enterprise portal? IT to improve employee productivity.