Why should I use SharePoint?

I have seen many scenarios that no one in the company knows why they are using SharePoint and for which case they should use it. As a result, you might see some departments use it properly and some other just ignore it. This is mostly due to lack of training. So in this article, I will try to explain most useful scenario which you can benefit from SharePoint. Of course, it is not suitable for doing anything in your mind.

To have a better understanding, we should first ask this question “What is SharePoint exactly?”

This is even more complicated to explain. So I will give you some of SharePoint definition so you will get some idea.

According to Wikipedia: SharePoint is a web application platform in the Microsoft Office server suite. Launched in 2001,[3] SharePoint combines various functions which are traditionally separate applications: intranet, extranet, content management, document management, personal cloud, enterprise social networking, enterprise search, business intelligence, workflow management, web content management, and an enterprise application store.

According to Microsoft site: “Microsoft SharePoint 2013 is a collaboration platform for customised Web services. SharePoint 2013 offers a simplified user experience and added enterprise social capabilities, which expand upon previously offered capabilities.” then it says: SharePoint 2013 is including 5 area:

Share: Use SharePoint to engage with people, share ideas, and reinvent the way you work together.

Organize: SharePoint helps you organise information, people, and projects.

Discover: SharePoint makes it easy to find answers, discover insights, and connect with experts.

Build: Developers and web designers can create new experiences on SharePoint using familiar tools and internet standards.

Manage: SharePoint provides powerful controls that allow IT departments to manage cost, risk, and their time.

So as you can see there is no clear explanation that what SharePoint is and what it will do exactly. However there is an important word there “Platform”. Platform means a structure which will allow you to build something that you need. So it is not per-defined and one purpose software. Indeed you can use it in many cases. But again what is the most common scenario that I can utilise it. So the answer is here:

  1. Document management system (files)
  2. Content management system (any type of publishing content)
  3. Collaboration environment for teams/projects
  4. Portal (intranet)
  5. Extranet for sharing with other companies such as vendors, suppliers,….
  6. Social in enterprise (Yammer is such as internal Facebook for your company) , blog, forum
  7. Enterprise search centre
  8. Business intelligence (using PowerBI) reports and KPI, Scorecards and dashboards
  9. Form and workflow management
  10. Customised application development
  11. Integration with other systems to show their data using BCS

And much more but these are the most common scenario. So I hope you get some idea in which area you can use it.

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