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Roadmap to Digitalization

Microsoft 365 - 29 Sep 2022

Roadmap to Digitalization

Roadmap to Digitalization

In recent years, workplaces have shifted significantly from in-person to remote work, and companies found that their employees have improved productivity and performance with fewer expenses. With this new shift, organizations must consider digitalizing all work communication for the future. Microsoft 365 is an excellent service for you to consider, as they provide SaaS (Software as a Service) options for all types of collaboration that you can think of. In this article, you will learn the pros and cons of Microsoft 365 and determine if this is an exemplary collaboration service for you.

Microsoft Teams

Microsoft Teams has improved significantly since its launch in 2017. As Microsoft’s household name for online collaboration, it is ready for the hybrid and remote working era. Many businesses have already been using Teams as the official collaboration tool, being a go-to solution to support the workplace. Teams has both pros and cons for users to consider.

Pro’s

Integration of all tools in a single place

Using Teams feels like Microsoft developed with the user’s convenience as their sole purpose. You have a chat tool that has all the additional features with it. Making video or audio calls has never been easier, as you can work on files, schedule a meeting, or share a task without leaving your call with anybody from a channel.

No additional cost for Microsoft 365 users

Additional costs can be a deal-breaker for some companies. Luckily, the Teams software will not cost a cent if your company already has a Microsoft 365 license. Standalone chat tools like Slack or Google Hangouts mean you will have to spend extra for your organization. Furthermore, if you do not need premium functionalities, the free version of Teams will work just fine.

Useful chat additions

You also can add third-party tools to your channels, and using Teams is excellent for those who normally use third-party tools. For example, you can add Trello and cloud storage platforms like Google Drive to seamlessly integrate it into your workflow.

Cons

Many similar tools

The biggest point of confusion for Microsoft Teams is its other available software. With the plethora of options they provide, many are confused about which tools to use and for when. What Microsoft does poorly is failing to educate its users about its tools. For example, there is Skype for Business, alongside Microsoft Teams. With both software having call and messaging features, when would users want to use Skype for Business?

Unnecessary storage consumption

By default, anybody in your organization can create a team. This can result in an excessive number of teams, stuffing up storage space. The good news is you can restrict team-creating permission to a set of users. However, this requires a bit of digging. First, you will need to create a separate security group with people you want to create teams, then run PowerShell commands to have it functional.

Lack of notifications

If you try to make a new team with a name that already exists, you will not receive a notification, so you can easily create two or more identically named teams. Not only does this create confusion, but this also consumes more resources on your system. However, there is a workaround for this situation. Before making a new team, you can check whether a team name is already taken by entering the name in the search bar. This can be quite cumbersome and may need to be considered.

Microsoft SharePoint

Microsoft SharePoint, a web-based collaborative platform, allows users to share files, data, news, and resources. Sites can be customized to streamline teams’ work. Team members can collaborate inside and outside the organization across PCs, Macs, and mobile devices. SharePoint also supports the ability to discover data, expertise, and insights to inform decisions and guide action. Users can also accelerate productivity by transforming processes—from tasks like notifications and approvals to operational workflows. With SharePoint lists and libraries, Microsoft Flow, and PowerApps, they can create digital experiences with forms, workflows, and custom apps for every device. There are both pros and cons for users to take into consideration.

Pros

Seamless integration with Microsoft 365

Like most Office 365 products, SharePoint provides seamless integration with Microsoft offerings like OneDrive, Teams, and others. Most organizations have already chosen to use at least one of Microsoft’s products, making SharePoint familiar to employees. Using these programs will feel like a great ecosystem for work to flow smoothly.

Encourages collaboration

With employee participation and collaboration in mind, SharePoint is the central hub for employees to direct messages, video chat, schedule meetings, and other beneficial productivity tools. When paired with Microsoft Office, employees can employ a real-time dual editing functionality, giving everybody an up-to-date version of every document. Documents saved within SharePoint can be quickly shared by generating custom links you can share for instant access.

Lots of customization

Many organizations started using SharePoint due to its flexibility in meeting all business requirements. At the same time, it provides the base for various types of enterprise solutions, including portals, intranets, collaborative workspaces, and more. They offer many opportunities for integrations and customizations. Developers can quickly build anything from a simple custom addon to a complicated application to meet specific business processes and requirements, such as intranet solutions. It is a one-stop solution for building different processes and platforms, making it an enticing option if you want flexibility.

Cons

Migration can be complicated

The proper setup of SharePoint can become quite complicated, so you must have the right team to put it in place to avoid long-term performance problems. According to the 2019 State of the Market: Microsoft SharePoint report, it took 32% of users six months to one year to integrate and develop their site to their liking fully. Some users claim that SharePoint must be implemented correctly right from the beginning and administrated very well after. If that is true, then it is a great tool to use. However, bad stories from SharePoint come from those who do not implement it well or do not adequately maintain it. If not implemented correctly, your business may experience obstacles that could have otherwise been avoided.

Difficult to use

With many customization options, it is no surprise that many find the program challenging to manage. A Microsoft SharePoint report cited that 66% of dissatisfied clients claimed the product was “hard to use.” SharePoint was intended to be customized from the ground up, requiring specialized knowledge to generate and control it properly. This could involve hiring SharePoint developers, which may be costly.

Integrations require extra development effort

The pros section discusses that SharePoint offers integration with Microsoft 365 and other systems. You must consider integration issues beforehand since they may result in additional time and cost for your project, and in the chances of failure, employees’ productivity may get affected.

Microsoft 365 is the forerunner of workspace collaboration software. With its seamless integration between the programs, opting for this service for your organization would undoubtedly boost productivity. However, its high maintenance may be a drawback for some, as it requires additional time and human resources to ensure you encounter no problems. When well maintained, it is a very powerful tool that encourages collaboration and productivity.

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