Monthly Archive November 2018

AvatarByRashid Aziz

How can small businesses benefit from Office 365?

As a small business owner, if you have been looking around for tools that would make it possible for you to manage your team more efficiently and have everyone in sync on all accounts, then it is time that you stop looking any further. Office 365 with its excellent features and model is the answer you have been seeking all along. It might just be the perfect tool but what exactly makes it so crucial for your team? Let us find that out.

24/7 availability

Considering all the significant factors that pose a threat to your business, you need to ensure that your business and the system at the backend stays running all day round, no matter what happens. As per a survey conducted by the U.S. Institute for Business and Home Safety in 2015, more than 25% of the small business owners are not prepared to handle a disaster like fire or flood. Office 365 saves all the data on the cloud ensuring that all your applications and documents are fully protect-ed at all instances.

Security of data

Because your data is safe in the cloud, Office 365 offers you a fair chance to focus on things that matter. You can now:
• Control the data remotely
• Access it anytime and even from the mobile devices
• Store the data whenever you want
• Ensure better security of your data
For added security, the online storage of 1TB of OneDrive will further secure the data and provide more space for storage.

Work remotely

Remember the times when you had to take assistance from someone who was in IT and capable enough to set you for VPN (virtual private network) services just so that you could access the work files remotely? Well, it won’t be the case anymore. With Office 365 and an internet connection, you can now work anywhere anytime without any hassle at all.

Scalable pricing model

With transparency in the pricing packages and that too with the added feature of customising the plan for your personalised needs, Office 365 lets you control your monthly budget even better. Furthermore, you are not tied into any contract and would be free to modify the package based on your business requirements.

Licensing is not a problem

Sorting through licensing and ensuring that all your employees are working on the same version of the software can be a real mess but not anymore. Office 365 takes care of it all and ensures that all the users get upgraded simultaneously, across the company, and are using the same version.
Managing the operations and workforce is as important for big organisations as it is for the small business owners. Choosing the right tools that complement and are coherent with business methodologies is the first right step you can take. Office365 with its features as mentioned above will prove to be the right choice for you. So, make the needful switch today and experience the difference for yourself.

KeaPoint is a SharePoint & Office 365 consultancy based in the UK, dedicated to empowering users through smart solutions. Our experience and skill set continues to expand in many areas. We develop solutions according to the best business practices in the industry.

If your organisation needs assistance with SharePoint & Office 365 and would like to see how KeaPoint can help, please get in touch.

AvatarByRashid Aziz

Build a Modern SharePoint Intranet using Communication Template

SharePoint is a new, modern platform for seamless collaboration, interaction and content management. SharePoint intranet allows members to set up a secure space for the document, data and information sharing, social activities, news, and events. For maximum efficiency of communication and team productivity, SharePoint communication site is the real thing. Communication sites are out-of-the-box sites where each team member can stay aware of what’s going on, up-coming events contribute to discussion and company announcements.
Communication sites are elegant, not only because of dazzling layouts, but it is genuinely responsive and mobile friendly. The communication site templates allow sharing a large amount of data and information like contents, news and events.

It’s straightforward and super fast to create communication sites. Follow the following steps to build a cool-looking site.

Create a Communication site

1. Sign in to your Office 365 portal.
2. Select the app launcher icon from the top left corner of the page and then select the SharePoint icon.
3. From the SharePoint home page, click + Create site and choose the Communication site template option.

4. You can select one of the following three site designs:
• Topic site to share information such as news, events, and other content.
• Showcase site to use photos or images to showcase a product, team, or event.
• Blank site to create your design.

5. Enter the name for the new communication site and description box.
6. Click Finish. Your site will be created and will appear on the sites you are following. Note: (Your site will not inherit the permission settings or navigation of any other sites).

Setup the Layout for Communication Site

The new layout section offers you to change the page layout to accommodate any site design with contents effectively.

As you can see In above Image, you can now use new modern site templates to make a digital workplace and leverage Communication sites for a global SharePoint Intranet. You can still request the developers to build custom web parts (using new SharePoint Framework) if you have any intranet requirements if they are not covered in the communication site template.

KeaPoint is a SharePoint & Office 365 consultancy based in the UK, dedicated to empowering users through smart solutions. Our experience and skill set continues to expand in many areas. We develop solutions according to the best business practices in the industry.
If your organisation needs assistance with SharePoint & Office 365 and would like to see how KeaPoint can help, please get in touch.

AvatarByRashid Aziz

Six Steps to Boost SharePoint User Adoption

Share Point usage in an organisation is like a relationship, needs focus, time and energy to work correctly.

SharePoint site adaptation is one of the vital points of Share Point success. Just launching the platform won’t ensure adaptation within an organisation, as it only gives a “shelfware” scenario. Implementation of any new business system like Share Point needs acceptance and adjustment to boost up benefit end users.

During the phase of Share Point customisation, involve power users who advocate share point usage to collect a great deal of information as you can’t implement SharePoint without the involvement of the adaptation team.  That will create a roll-out plan to embrace communication and training prospects. Meet them regularly and solicit feedback.  Make out “owners” that strengthen leadership’s support of the new track so that users can talk to when they need help.

As we’ve already discussed the Pitfalls of SharePoint user adoption, here are the six steps to boost SharePoint user adoption.

Pilot the program

During the SharePoint customisation, recruit a group of users who are more excited about the change to serve as your beta testers. Involve them every step in the way of SharePoint customisation before releasing it to the rest of the organisation. These Share Points advocates will serve as evangelists and as a funnel to other members of the organisation.

Do the Demonstration

Always start SharePoint implementation with a demo to keep potential users updated. Don’t ever assume that users know what the Share Point is.  Prepare a demo from their perspective, suggest the benefits and show them the out of box functionality. Convey them the logic behind the change and frame and demonstrates how SharePoint features will be beneficial for their jobs.

Look forward to the problems of users who aren’t confident with new technologies to get your point across. For example, users will feel anxiety if they are expected to understand the SharePoint quickly. SharePointusage will face problems if users are left to crack the Share Point usage on their own.

Provide Training

Another point with the central impact on SharePoint adoption is training!  You should train and form a rocking SharePoint team to ensure everyone can perform his or her duties. This training can be in the form of a quick 30- minute’s workshops or online training if users are remote.  Align this training within the framework of the work scenarios rather than just telling them the functions of different buttons.

Implement SharePoint in Segments

Usually, users are resistant to change, so support them to adopt SharePoint’s capabilities by not implementing it all at once. Divide SharePoint implementation into small, manageable segments and prioritise these segments to roll them out one by one to make it easy for users to adopt new habits.  

Respond Quickly

Be quick with the needs of the users. If employees ask for more significant search capabilities and a new tool to capture documents, don’t hesitate to look to a third party to supply this tool.

Stay Connected

Stay connected with the users regarding issues and improvements even after successful SharePoint roll-out. Use different means of communications to get your point and build a feedback mechanism that will help users communicate an accurate list of what users think and need. Send project’s updates by regular mails and create a social media group to response user’s queries.

KeaPoint is a SharePoint & Office 365 consultancy based in the UK, dedicated to empowering users through smart solutions. Our experience and skill set continues to expand in many areas. We develop solutions according to the best business practices in the industry.

If your organisation needs assistance with SharePoint & Office 365 and would like to see how KeaPoint can help, please get in touch.