In today’s fast-paced and increasingly digital business world, organizations must find smarter ways to manage information, streamline collaboration, and secure their data. For many companies, especially those with growing teams and diverse operations, Microsoft SharePoint provides a powerful yet accessible platform to handle these challenges.
But what exactly is SharePoint, and why should company managers—particularly those without a technical background—pay attention to it?
This article breaks down the value of SharePoint in a practical, business-focused way, highlighting its advantages, the risks of not using such a system, and how it can transform workplace productivity and collaboration.
What Is SharePoint?
SharePoint is a web-based platform developed by Microsoft that allows organizations to:
- Store, manage, and share documents and information
- Build custom intranet portals
- Enable better collaboration between teams and departments
- Automate workflows and processes
- Control access to data securely
Although it is a powerful tool with deep technical features, SharePoint can be used by any employee with a basic understanding of document sharing and communication. It’s often integrated with Microsoft 365 tools like Outlook, Teams, Excel, and Word, making it even more user-friendly.
The Business Case for SharePoint: Why It Matters
1. Centralized Information Management
One of the most significant problems in modern businesses is information scattered across multiple systems, folders, and emails. With SharePoint:
- All your important documents and data live in one central location.
- Employees don’t waste time searching for files or duplicating work.
- Everyone accesses the latest version of documents.
This is critical for compliance, version control, and efficient collaboration.
2. Improved Collaboration
SharePoint enhances teamwork by:
- Allowing multiple users to work on the same document simultaneously.
- Enabling real-time updates and version tracking.
- Integrating seamlessly with Microsoft Teams for chat and meetings linked directly to shared content.
This empowers employees to work smarter, not harder, and reduces errors caused by outdated or miscommunicated information.
3. Security and Permissions
In today’s world, data security is not optional. SharePoint provides:
- Advanced permission settings to control who sees or edits documents.
- Audit trails to track activity on sensitive files.
- Compliance features aligned with industry standards.
You can easily ensure that only the right people access the right information—a vital function for HR, finance, legal, and executive teams.
4. Workflow Automation
With SharePoint, routine business processes can be automated—such as:
- Leave requests
- Expense approvals
- Document review and sign-off
- Onboarding workflows
These automations save time, reduce manual errors, and make internal operations more transparent and traceable.
5. Scalability and Customization
Whether you’re a company of 10 or 10,000, SharePoint grows with you. It can be:
- Customized to reflect your branding
- Tailored to match how your departments work
- Integrated with tools you already use
From intranet portals to department-specific document libraries, SharePoint adapts to your unique business needs.
The Strategic Benefits for Company Managers
As a non-technical manager, you may not care about the code or architecture behind SharePoint—but you should care deeply about the results it can deliver for your team, department, and overall business strategy.
Here are five reasons why SharePoint is a smart investment from a managerial point of view:
✅ 1. Better Decision-Making
When your team has access to the latest, most accurate information, decisions are:
- Faster
- Better informed
- Less risky
SharePoint becomes a single source of truth, where managers can see performance documents, KPIs, customer feedback, and more.
✅ 2. Increased Productivity
Studies show that employees spend up to 20% of their time just looking for information. With SharePoint’s centralized storage and smart search, your team can spend that time on meaningful work instead.
✅ 3. Cost Savings
By reducing time waste, improving collaboration, and streamlining processes, SharePoint helps reduce operational costs. It also minimizes the need for multiple software systems by consolidating functions into one platform.
✅ 4. Business Continuity
If an employee leaves, documents and knowledge don’t disappear with them. SharePoint ensures that data is retained, documented, and accessible to future team members.
✅ 5. Employee Satisfaction
Tools like SharePoint help reduce workplace frustration by:
- Making it easier to find resources
- Enabling flexible, remote work
- Supporting smooth collaboration
Happy, efficient employees are more productive and loyal.
Risks and Disadvantages of Not Using SharePoint
Some companies try to get by using shared folders, emails, or basic cloud storage. While these may work temporarily, they often lead to major issues:
❌ 1. Information Silos
Different departments may create their own systems, leading to:
- Duplicated efforts
- Miscommunication
- Difficult collaboration
SharePoint solves this by unifying document and information management.
❌ 2. Lack of Control and Security
Without SharePoint, it’s harder to:
- Track who accessed or changed a file
- Set access restrictions
- Secure sensitive data
This opens up risks for data breaches or compliance violations.
❌ 3. No Version Control
Emailing documents back and forth results in:
- Confusion over the latest version
- Lost edits and comments
- Time wasted merging changes
SharePoint automatically manages versions, so you always work from the latest file.
❌ 4. Inefficient Processes
Manual workflows (e.g., paper approvals or email chains) are:
- Slow
- Error-prone
- Impossible to track
SharePoint allows you to digitize and automate these processes, saving time and reducing frustration.
❌ 5. Missed Opportunities for Innovation
Without a platform like SharePoint, teams often:
- Stick with outdated tools
- Struggle with remote or hybrid work
- Miss chances to analyze trends or improve operations
SharePoint helps future-proof your business by making it easier to adapt to new ways of working.
Real-World Examples
To make this more relatable, here are a few common business scenarios where SharePoint adds immediate value:
| Scenario | Without SharePoint | With SharePoint |
|---|---|---|
| Onboarding new staff | HR emails forms and policies back and forth. | New hires access everything in a central portal. |
| Monthly reports | Managers manually request data from different teams. | Reports are generated from shared dashboards. |
| File sharing | Files are emailed and versioned as “final_v2_edit_FINAL.docx”. | Teams co-author the same document live, with version history. |
| Approval workflows | Approvals delayed because people forget or miss emails. | Automated workflows send reminders and track status. |
Conclusion: A Smart Step Toward Digital Transformation
SharePoint is more than just a file-sharing tool. It is a collaboration and information management platform that helps companies become more efficient, secure, and agile.
For non-technical managers, the benefits are clear:
- Save time
- Boost team productivity
- Reduce errors
- Improve decision-making
- Enhance security and compliance
By investing in SharePoint, companies avoid the pitfalls of poor communication, lost information, and outdated processes. It enables your organization to work smarter and grow stronger, whether your team is in the office, remote, or hybrid.
Final Thought for Managers
You don’t need to understand all the technical details of SharePoint to lead your team in the right direction. What you do need is the willingness to embrace tools that align with modern business needs and empower your people to do their best work.
If you’re looking for a practical step toward improving collaboration, productivity, and information management—SharePoint is the answer.