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Microsoft 365 Spotlight focus: SharePoint

Microsoft 365 has so many different products that users often feel overwhelmed with not knowing which ones to use and how to use them and then end up not using many of them at all. In this blog series we will spotlight each of the Microsoft products and break them down to show you the benefits of using each one and how you can incorporate them into your business to help you to work more efficiently.

Microsoft SharePoint is primarily a document management and storage system, but it is also highly configurable. It is a secure place to store, organise, share and access information from any device. It helps you to manage content, knowledge and applications to empower teamwork, quickly find information and seamlessly collaborate across the organisation.

Let’s look at the main advantages of using Microsoft SharePoint:

Saves you money:
Having a total cloud solution as part of your Microsoft 365 subscription, which you are already paying for, eliminates the costs of a separate cloud account and data storage plan. Also, simplifying your operating systems, can prevent you from spending additional money on fixing issues.

Enhanced Security:
Security is an everyday concern for businesses. Using SharePoint can prevent some of those security issues. Your teams can share vital information without revealing any sensitive information in documents through SharePoint real-time collaborations. Hosting your information on a single platform also reduces your risk of attacks. You can monitor user behaviour to help ensure compliance with any internal policies you might have.

Collaboration:
SharePoint is a platform which makes it easy to create and share business information from a single location. It can seamlessly connect employees with documents and information.

Easy Information Exchange:
Easy information exchange goes hand in hand with improving collaboration. Simplifying access to business information for everyone enables collaboration and keeps everyone informed and up to date. Also, users won’t have the same version control issues that are experienced when storing files on a server, you can maintain a single document, allow multiple users to continuously update it, all with a record of the changes and the ability to revert back to an earlier version if needed.

Better productivity:
Microsoft SharePoint makes it easier to transmit data, track information, work on documents and group projects and so much more without confusion or delays.

A more productive workforce means better business efficiency and profitability. Using Microsoft SharePoint can transform the way you store information and your team works and collaborates. If you are not using Microsoft SharePoint yet, it is worth seriously considering starting to use it within your business.

If you feel overwhelmed by the various features of SharePoint, and are confused about how to set it up to use it to its full potential, our team at Ilkley IT can help you to customise it for your organisation. We will talk you through every aspect of SharePoint, explaining each feature and how it works to ensure you are up and running in no time!  Contact us today, we would love to have a chat with you!

5 Top Tips for Working from Home

With the events of the last 3 months, it feels as if almost overnight everything changed.  Businesses have had to be flexible and adjust to the changing environment.  Many people found themselves, for the first time, having to adjust to working remotely and from home.  If it is the first time you are working from home or even if you have worked from home before, but now it is for an extended period, how can you make sure that your workspace is set up effectively to enable you to be the most productive, stay connected with your colleagues and to manage your time efficiently?

Here are our 5 top tips for working from home:

Set up your physical workspace:

This is the most important tip – choose a designated workspace specifically for where you will work, separate from personal space, this will minimise disruptions for you.  This space should have good ventilation and lighting and a proper desk and office chair.  It is important to sit at your desk correctly and have your screen as close to in line with eye level as possible and to have the correct posture.   You will need a secure, password-protected Wi-Fi network and when using a wireless connection, you will need to consider your distance from the router as this may affect the quality of your connection. If you do have the space in your workspace, extra monitors can really increase productivity and help you to get more work done.

Set up your virtual workspace:

Working in the cloud allows you to collaborate and stay productive online from wherever you are working.  Microsoft has products such as OneDrive, OneNote, PowerPoint, Excel and Word which make collaborating with colleagues and syncing documents very easy.  With these tools you can make your documents virtual and accessible on the web across all devices.  Always make sure you back up the documents you are working on in the cloud.

How to stay focused:

For many people it is the first time you are working from home and so it might feel very strange and take a while to get used to it.  It is important to create a routine, wake up at the same time every day and give yourself enough time to do everything you need to do before starting work.  Set an ‘end time’ and finish work at the same time every evening so that you can relax before going to sleep.  Tidy up after the day and create to-do lists for the next day.  Block off time for specific tasks.  If you find it difficult to concentrate, try working in 25-minute chunks.  There are many ways to do this, one such app is the Pomodoro Technique (https://bit.ly/2MW5vib) which you can use to manage your time.

Look after your wellbeing:

Have a lunch break and regular screen breaks.  Make time for exercise whether it is 10 minutes or 60 minutes.  Go for a walk and get some fresh air whilst making a call.  It is easy to keep snacking during the day but plan healthy and nutritious meals and stick to designated mealtimes.  Celebrate your achievements throughout the day, for example if you tick something off your to-do list, celebrate it, if you complete a difficult task that you have been putting off, congratulate yourself.  This will keep you motivated to keep powering through your to-do list!  Why not try meditation, this technique can really help to keep you calm, manage stress levels and sleep better.

Remote communication:

It is easier now more than ever to keep connected to your colleagues and clients using one of the many video conferencing platforms such a Microsoft Teams.  Make it a habit to connect frequently with your colleagues either daily or weekly.  Looking specifically at the platform Microsoft Teams, it allows you to record a presentation to a client or training with colleagues, which you can then share afterwards, it also gives you the facility to share your screen during meetings and facilitates  collaboration through the chat facility, making it easy to send a quick message or share a document, updates etc.  Using a camera on video calls helps you to connect with colleagues and clients, read our 5 Top Tips for Successful Video Conferencing for more about this topic.

If you need help with adjusting to working from home, setting up a secure workspace and solving Wi-Fi or printer issues, then the team at Ilkley IT can help you to make sure you are set up to work effectively and productively.  Ilkley IT can also offer advice and recommendations on the Microsoft Products mentioned and get you up and running and using them very quickly and easily.  Contact us today, we would love to have a chat about how we can help!