Enterprise Grade Technology for One

admin May 5th, 2016

office 365 and sharepoint

Everyone is a One. What do I mean by this? Well, think about this for a moment: 3.2 million people work for the US Department of Defense, making it the largest workforce in the world. Walmart and McDonalds aren’t far behind with 2.1 million and 1.9 million respectively. So what is at the core of such a vast collection of people? When you break it down to the most cellular element, they’re all individuals. One person. One. It’s easy to lose sight of that.

Even when dealing with such vast networks, we need to deal with each person on an individual level. This is how we collectively build synergy within an organisation. Take care of the individual and they will take care of you: the collective or organisation.

In the context of Office 365 and SharePoint, all too often what we hear is talk of ‘enterprise tools’ and ‘transformation’. We get so wrapped up in ‘leveraging technology’ and ‘furthering business goals with business intelligence’ that we forget the most fundamental thing: everyone is a One.

Now, there’s no denying that as a solution SharePoint is an enterprise beast. It has shaped the working lives of 10’s of millions of office workers around the world. But at the end of the day, it comes down to a single individual making a decision to utilise the technology to its full potential. If they don’t, all of SharePoint’s potential is rendered useless.

This brings us back to my point that everyone is a One. If we treat employees as bums on seats, then we lose sight of how to create synergy as a business. Take care of each individual and they will combine to take care of the business. Spend the money to make their jobs easier, and in essence you are making their lives better overall. After all, a third of all of our lives is taken up by our work.

Did you know 58% of employees spend an hour a day looking for documents? Or that 38% spend time duplicating work. That’s an obscene amount of waste.

SharePoint addresses that by promoting access to a single source of truth, leveraging the power of metadata and search. That’s why for a business, implementing a well-constructed SharePoint solution with the help of a consulting company like FiveP is a no-brainer. Still not convinced? Let’s take a look at a hypothetical that happens thousands of times around the world each and every day.

A Problem in the Workplace – Without Office 365 and SharePoint

Jill from Business Development sits down at her desk with a cup of coffee at 9am one morning and reads her email. All is going swimmingly when she sees an email sent by Jack the night before. Subject: Not in the office tomorrow. Sick. Jill is waiting on a proposal document from Jack, and needs it submitted by today’s COB deadline. There’s a multi-million-dollar deal at stake. This is not good.

Jill tries calling Jack, but there’s no answer. She searches her inbox hoping to find an attachment and discovers something that might be the document she needs, but she can’t verify if it’s the right version. She searches the file share but finds multiple different versions: _v1, _v2, v2a, v2b and v4 – who knows what happened to v3! She tries sorting by ‘last modified’ and finds that for whatever reason, v2a was the most recently amended.

Eventually, there’s no other option but to take a guess and pick one. As a result, what should have been a one hour review-and-submit takes her an entire day to ensure the document is ready to submit.

Unsurprisingly, she doesn’t finish her coffee that day.

A Problem in the Workplace – With Office 365 and SharePoint

Jill simply goes to Delve and finds Jack under People. She sees the proposal document was last modified 13 hours ago, right before Jack went home for the night. As a safe guard, she navigates to the Library and looks at the metadata tag: the Client field is correct, and in the version history, there are comments for each version that make progressive sense.

The company closes the deal. Jack keeps his job. Jill finishes her coffee. Too easy.

This is an excerpt of a long-form article originally published on my personal SharePoint blog. Read the full article here.

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