Myth #4 – SharePoint is Not User-Friendly
Here’s my favorite: SharePoint, because of its many misrepresentations, has an overall reputation of not being user-friendly. However, it uses Microsoft best practices in document management, including integration with Microsoft Office, Microsoft Outlook, SQL server, etc. These tools are used by employees on a daily basis at home and in the office. SharePoint was designed to be used by the non-technical worker in end application.
Just like any tool, there is some legwork that goes into setting the correct parameters for your the organization to work within. The misconnect stems from the blank slate that is SharePoint when it is deployed out-of-the-box. Many users who don’t fully understand best practices in Microsoft SharePoint may not realize its full capabilities.
Organizations must decide if it is strategically more cost effective to build out desired processes themselves or look to third-party vendor solutions. Because the organization has purchased SharePoint as a strategic document platform, there is less cost associated with expanding the SharePoint platform than purchasing a full third-party business platform. Users are typically trained in SharePoint from other processes so introducing a new process within SharePoint is accepted and adopted faster.
Myth #5 – SharePoint Has to Always be Managed by IT
One of the biggest challenges plaguing our IT departments is the barrage of small requests that don’t really fall under their typical IT label. For example, many organizations will use IT to manage documentation, including manually uploading and organizing documents on intranets, extranets, etc. Let’s take a look at the definition of IT according to the Merrium Webster Dictionary: “IT is the technology involving the development, maintenance, and use of computer systems, software, and networks for the processing and distribution of data.” Uploading and organizing small departmental tasks should not have to fall burden to IT; instead IT should be used to manage the major processes that lead to organizational efficiency.
To expand this further, IT should have a hand in configuring the environment of SharePoint for the departments that are going to be using it. Once it is configured, the straightforward approach to document management and organization can be picked up by the departments themselves. Also SharePoint allows for workflow groups to be created straightforwardly, so IT should not have to manage these groups either. Instead IT should provide the configured tools, aka SharePoint, to facilitate automated processes and allow departments to be able to achieve the tasks they need.