How To Use Sharepoint As An Intranet

Are you struggling to effectively manage and share information within your organization? Look no further than SharePoint, a powerful tool that can be used as an intranet. In this article, we will explore the benefits of using SharePoint as an intranet and how it can improve communication and collaboration within your company. With the overwhelming amount of digital data and the need for efficient communication, utilizing SharePoint as an intranet is crucial for modern businesses.

What Is SharePoint?

SharePoint is a web-based collaborative platform that integrates with Microsoft Office. It is primarily used as a document management and storage system. SharePoint allows teams to set up a centralized, secure space for document sharing and collaboration. It also helps in organizing various types of content, making it easier to find and manage information.

So, what exactly is SharePoint? It is a powerful tool that enables efficient document management and seamless collaboration within teams.

What Is An Intranet?

An intranet is a private network that is exclusively accessible to an organization’s staff. It acts as a central hub for storing and exchanging information, promoting communication, and fostering collaboration within the organization. Intranets typically consist of internal websites, document management systems, and other communication tools to increase productivity and streamline processes.

How Can SharePoint Be Used As An Intranet?

SharePoint is a versatile platform that can serve as a powerful intranet for any organization. In this section, we will discuss the various ways in which SharePoint can be utilized as an intranet. From efficient document management to seamless collaboration and communication, as well as effective project management, we will explore the diverse features and capabilities of SharePoint as an intranet. Get ready to discover how this platform can transform the way your team works together.

1. Document Management

• Establish a clear folder structure for easy navigation and organization.
• Set up metadata and tags to enable efficient search and retrieval of documents.
• Create user permissions to control access and maintain document security.
• Implement version control to track and manage document revisions.
• Integrate workflow automation for streamlined approval processes.

The concept of document management has been around since the early 1980s, with the development of systems to organize and store digital documents. Since then, document management practices have evolved with advancements in technology, improving accessibility, security, and collaboration.

2. Collaboration and Communication

• Establish Collaborative Workspaces: Create dedicated areas for teams to collaborate on projects, share documents, and communicate effectively.
• Implement Discussion Boards: Foster open communication by setting up discussion boards where employees can exchange ideas, ask questions, and provide feedback.
• Utilize Instant Messaging and Chat Features: Enable real-time communication through chat functionalities, allowing employees to connect and discuss work-related matters efficiently.
• Integrate Video Conferencing: Facilitate virtual meetings and discussions by integrating video conferencing tools, promoting seamless collaboration and communication among remote teams.

3. Project Management

• Define project objectives, scope, and deliverables for effective project management.
• Utilize SharePoint’s task management tools to assign tasks, deadlines, and responsibilities for each project.
• Efficiently track project progress and milestones using SharePoint’s reporting and dashboard features.
• Set up project sites and document libraries for each project to streamline project workflows.

Did you know that SharePoint’s advanced project management capabilities can greatly enhance team productivity?

What Are The Benefits Of Using SharePoint As An Intranet?

Are you considering using SharePoint as your company’s intranet? This section will discuss the many benefits of using SharePoint in this capacity. With a centralized platform for information, improved communication and collaboration capabilities, and the ability to customize and scale according to your needs, SharePoint can greatly enhance your company’s intranet experience. Let’s dive into each of these benefits and see how SharePoint can streamline and improve your company’s internal communication and information management.

1. Centralized Information

• Utilize SharePoint’s document libraries to store all company documents in one centralized location.
• Implement metadata and tagging to enhance searchability and categorization of documents.
• Create centralized announcement pages for important company updates and news.

2. Improved Communication and Collaboration

• Utilize SharePoint features such as news posts, discussion boards, and team sites to enhance communication and collaboration among team members.
• Encourage the use of document sharing and co-authoring to facilitate collaboration and improve communication within the team.
• Implement SharePoint’s integrated communication tools, including email notifications, alerts, and instant messaging, to promote better interaction between team members.
• Leverage SharePoint’s social features, such as user profiles and activity feeds, to create a more collaborative environment for team members.

3. Customizable and Scalable

• Customization: Tailor the intranet to fit specific organizational needs, such as branding, navigation, and content structure.
• Scalability: As the organization grows, expand the intranet’s capabilities and capacity to accommodate increasing data and user requirements.

What Are The Steps To Set Up SharePoint As An Intranet?

SharePoint is a powerful tool that can be used as an intranet to improve communication and collaboration within an organization. In this section, we will discuss the steps to set up SharePoint as an intranet. From planning and defining objectives to training and educating users, we will cover all the essential steps to ensure a successful implementation of SharePoint as an intranet. Let’s dive in and explore how to unleash the full potential of SharePoint for your organization’s internal communication and workflows.

1. Plan and Define Objectives

1. Identify the goals and needs of the organization.
2. Define specific objectives for the SharePoint intranet, such as enhancing internal communication or simplifying document management.
3. Conduct interviews with stakeholders and collect input to align the objectives with user requirements.
4. Create a comprehensive plan that outlines the timeline, necessary resources, and responsibilities for achieving the defined objectives.

2. Configure SharePoint Settings

• Access the SharePoint Admin Center.
• Choose settings for site creation, language, and time zone.
• Adjust user profile settings and manage permissions.
• Customize search settings and manage external sharing.

3. Design and Customize the Intranet Site

1. Define site objectives: Determine the purpose, user needs, and functional requirements for designing and customizing the intranet site.
2. Structure and layout: Plan the site’s navigation, content organization, and page design to ensure user-friendly accessibility.
3. Customization: Tailor the site’s branding, theme, and layout to reflect the company’s unique identity and culture.
4. Content creation: Populate the site with engaging, relevant, and informative content to meet the needs of its users.
5. Feedback and testing: Gather user input, conduct usability tests, and make iterative improvements to enhance the site’s effectiveness and user satisfaction.

A true story in a similar tone of voice: After implementing these steps, a company successfully revamped its intranet site, resulting in improved employee engagement, streamlined information access, and enhanced collaboration across departments.

4. Train and Educate Users

• Conduct comprehensive training sessions to educate users on the various features and functionalities of SharePoint.
• Facilitate hands-on workshops and tutorials to demonstrate the document management, collaboration tools, and project management capabilities of SharePoint.
• Create user-friendly guides and manuals to support continuous learning and serve as reference materials for employees.

What Are Some Tips And Best Practices For Using SharePoint As An Intranet?

SharePoint is a powerful tool for creating an intranet for your organization. However, in order to fully utilize its capabilities, it’s important to implement some best practices and tips. In this section, we’ll discuss some key strategies for using SharePoint as an intranet, including regular maintenance and updates, encouraging user adoption, and utilizing third-party tools and integrations to enhance the functionality and user experience. Keep reading to learn how to make the most out of your SharePoint intranet.

1. Regular Maintenance and Updates

• Schedule regular maintenance and updates for your software, including security patches.
• Conduct routine system health checks and optimize performance.
• Regularly review and update content to ensure accuracy and relevance.
• Implement version control to track changes and updates made to your system.

2. Encourage User Adoption

1. Communicate the benefits of using SharePoint as an intranet to the users
2. Provide training sessions to familiarize users with the features and functionalities
3. Create user-friendly interfaces and personalized dashboards
4. Encourage user adoption and gather feedback and suggestions from users to further enhance their experience
5. Promote a culture of knowledge sharing and collaboration through SharePoint

In the early 2000s, Microsoft SharePoint was introduced as a platform to facilitate collaboration and content management. To increase user adoption, companies organized workshops and offered incentives, resulting in a surge of users embracing the platform for streamlined intranet solutions.

3. Utilize Third-Party Tools and Integrations

• Research and choose reliable third-party tools and integrations that are compatible with SharePoint, such as Power BI, Nintex, or DocuSign.
• Ensure smooth integration by following the provided guidelines and documentation for each tool or integration.
• Regularly update and maintain integrated tools to take advantage of the latest features and security enhancements.

Suggestions: When incorporating third-party tools and integrations, prioritize compatibility and security to maximize the benefits of using SharePoint as an intranet.

Frequently Asked Questions

What is SharePoint and how can it be used as an intranet?

SharePoint is a web-based platform developed by Microsoft for document management, collaboration, and information sharing. It can be used as an intranet to create a private network for your organization where employees can access important documents, communicate with each other, and stay updated on company news and announcements.

How do I access SharePoint as an intranet?

If your organization has a SharePoint site set up, you can access it by logging into your company’s network or intranet and clicking on the SharePoint link. If you are working remotely, you can access SharePoint through a virtual private network (VPN) or by using a secure login provided by your company.

How do I set up a SharePoint site for my organization?

To set up a SharePoint site for your organization, you will need to have a SharePoint administrator within your company who can create and manage the site. They can customize the site to fit your organization’s needs, set permissions for different users, and add useful features such as document libraries and discussion boards.

Can I customize my organization’s SharePoint site?

Yes, SharePoint allows for customization of the site to fit your organization’s specific needs. You can add custom branding, create different pages for different departments or teams, and add specific features and apps to enhance functionality.

How can I collaborate with my team using SharePoint as an intranet?

SharePoint has various features that allow for collaboration among team members. You can create team sites where members can access and edit documents together, have discussions, and assign tasks to each other. You can also use features such as calendars and task lists to stay organized and on top of team projects.

Is it possible to access SharePoint on a mobile device?

Yes, SharePoint has a mobile app that allows you to access your organization’s intranet on the go. The app is available for both iOS and Android devices and allows you to access and edit documents, stay updated on team activities, and communicate with team members.