Posted on: August 25, 2015
It’s a seemingly normal Monday morning. You’ve filled up a cup of coffee in the break room and have taken a seat at your desk in the IT department, when suddenly your phone starts ringing off the hook with complaints:
“What happened to my folders?”
“I can’t find anything that I need!”
“How am I supposed to get anything done?”
Your company’s employees have been dumped right into the middle of a completely new era of collaboration and they’re panicking. And unless you’ve taken the time to fully prepare your team and train them on OneDrive and/or Sharepoint, you can’t really fault them for it!
After years of repeatedly clicking their way through the same paths to their folders and documents, they now find themselves completely lost. It doesn’t have to be this way, though. In fact, today’s file storage and sharing services are designed to make day-to-day functions simpler and more efficient. The key to reaping the benefits is in arming your staff with knowledge.
Here’s a closer look at what employees should know about OneDrive and Sharepoint:
OneDrive for Business as a standalone service offers more of a “one-size-fits-all” or “as-is, out-of-the-box” solution for storing files and documents in the cloud. The general idea is that users can access all of their saved documents from any device via a single storage drive. In addition to storing and syncing files, users can also upload documents that can be accessed by others, either for editing or read-only. This makes it easy for various departments to share and collaborate regardless of whether they’re in the office or on-the-go. The great news is that OneDrive offers an extremely simple and intuitive interface that makes it easy for users to learn how to access, create, and share documents.
While OneDrive offers the bare essentials, Sharepoint is more complex but also much more customizable. Once it has been properly developed, Sharepoint can do just about anything you want it to do. Employees log onto branded company pages, or dashboards, that can post general news, announcements, and notices to the company as a whole. From here, users will navigate to departmental or personal sites that house all of the folders and documents that they need to work on. Workflows are automatically triggered to send out notifications whenever a shared document is uploaded or edited. Collaboration at the inter-departmental and enterprise levels has never been easier.
Putting It All Together
These days it’s not always easy to tell where OneDrive ends and Sharepoint begins. That’s because these services are beginning to overlap, creating an even more comprehensive approach to modern business sharing and collaboration. Take OneDrive sites, for example. Although, technically, businesses can use OneDrive as a means of setting up different areas for document storage for different departments, you’re still actually using SharePoint Online for sites. In a way, OneDrive for Business utilizes the cloud version of SharePoint. The ultimate goal is to integrate the functions of both services for seamless ease of use. To get the most out of these new technologies, you need to obtain a clear sense of how the people within your business will be using them, and then use that information to train and educate each department on how to create, access, store, share, and edit documents.
The evolution of business collaboration is a pretty big deal. While it can significantly improve your daily business functions, it requires a lot of work in terms of both the initial setup and preparing your team for the switch. Fortunately, you don’t have to go it alone. Reach out to the experts at Uncommon Solutions for more information on working with Sharepoint and OneDrive, and to obtain more information on collaboration in 2015.