cloud shaped file drawers showing sharepoint file storage

What Small Businesses Must Know BEFORE Moving To SharePoint

A HUGE growth area for a lot of companies that we’ve seen in the last few years is Microsoft SharePoint. We’ve had a lot of clients with expiring servers in their small or medium-sized business who say, “my server is 5 years old and it’s starting to have some issues…Should I replace it?”

Many times, you can move to SharePoint and eliminate your server completely and embrace the modern office.

Businesses that want to improve efficiency and profitability can also save on computer purchases after migrating their server to SharePoint. Now that the bulk of the file storage is done in SharePoint, company computers don’t need as much computing power and become less of an expense.

Related: 5 Tips to Improve Business Efficiency and Profitability

SharePoint might be the solution you’ve been searching for if you need to replace your server, and you mostly work with small, everyday business documents (versus large media files and images).

You might be thinking, “But I can’t move my server to the cloud because I have a legacy application hosted on my server and can’t get rid of it.” But the truth is, there is still a way to host your application on a remote server so you can access it in the cloud.

So before you let anyone touch your server, let’s take a look at what businesses must know BEFORE moving their files to SharePoint:

What is SharePoint?

SharePoint is cloud file storage. It’s a secure place to store, organize, share, and access information from any Internet-enabled device. And we mean ALL the major devices including PCs, Macs, Android, iPad, etc. It means you can access your files from anywhere!

What about SharePoint and OneDrive? What’s really the difference? SharePoint is geared more toward multi-user, and its entire foundation was built with multi-users in mind. If you’re using something like iCloud or OneDrive, you’re typically trying to protect or put your personal files or individual work files into the cloud.

Whereas with SharePoint, we’re looking at your environment more from a team perspective. How can we put those team files into the cloud where everyone who has permission can access them.

“SharePoint can be used across all the major platforms like PCs, Macs, iPhones, iPads, and Android…That’s really been a gamechanger for our clients to help them do more.” – Neal Juern

Who is SharePoint for?

SharePoint can be for any small and medium-sized business and doesn’t have to be “all or nothing.” Although businesses that work with small everyday files are perfect for SharePoint, they are not the only candidates for moving to SharePoint. Here are the three most common file storage scenarios:

  1. 100% Cloud-Based File Storage. You work with small, everyday business documents. You can probably move 100% of your file storage to the cloud.
  2. Hybrid File Storage. You have small and large files, you can have a hybrid environment where larger files such as videos, images, and CAD files are stored locally for quicker access. This is an important consideration as internet speeds can become a problem when waiting for large files to come down from the cloud – it could take minutes before it even opens (basically an eternity). Whereas if it was all still on a local device like a server or what’s called a network-attached storage device with cloud backups, it’s just seconds.
  3. File Storage On Your Server. Your business works exclusively with large files. If this is you, then SharePoint might not be the best option for your business.

 

Benefits of SharePoint for Business:

  • Gain Flexibility

  • Be More Efficient and Productive

  • Increase Security

  • Take Back Control

  • Save $$$

  • Scale Easily

  • Collaborate Seamlessly

 

Have you ever struggled with legacy technology and worried that it could be holding you and your team back? Using file servers to store files worked great in the past, but suddenly we find ourselves in a different environment and with different needs.

Businesses today have more people working remotely and trying to access files remotely, all while trying to wrestle through cumbersome VPNs or other technologies used to get files that are on your file server.

When with SharePoint, you could easily access those files from anywhere as if they lived on your actual device, so you can keep your mobile workforce connected, gain business flexibility, improve efficiency and productivity, and increase profitability.

On a recent check-in call, a client who we had done a SharePoint migration for, let us know how much they used to struggle with VPN and all other kinds of technologies trying to get access to their files – That’s all gone now thanks to SharePoint!

What is the biggest risk of using SharePoint?

There is ALWAYS risk when introducing a new solution to your network environment. You can’t know the ripple effects of any new solution until it is thoroughly tested in your unique environment. The first step is knowing what you are up against.

The Biggest Risk for Businesses Moving to SharePoint is Misconfigured File Set-Up, Permissions, Backups, and Security:

This can potentially allow public access to your stored information. What if you accidentally gave permissions to more than just your organization? What if your sensitive data was made public? Storage access settings must ONLY grant access to trusted users. This may sound straightforward but is easily misconfigured because even within the organization, only certain users need to be granted access to certain stored items. These permissions and configurations can be easily mishandled when done without proper experience. To learn about the Biggest Problem Businesses Face When Moving To The Cloud click here.

 

Is SharePoint Safe?

It all depends on doing the right planning, if you plan well and you set up the permissions, backups and security properly, then it is just as safe as your current file server. If SharePoint is misconfigured, it could spell catastrophe for your business as you will be at risk of data loss, data theft, ransomware, viruses, and other malware.

When configured properly by an experienced cloud services provider, “SharePoint can be a pretty trouble-free environment” says CEO of Juern Technology, Neal Juern

How To Use SharePoint To Improve Efficiency

7 Ways Moving to SharePoint Makes Businesses More Efficient:

  1. Eliminate the costs of managing, monitoring, and replacing the expensive server in your closet.
  2. Save on new computer purchases since they no longer need so much computing power.
  3. Quickly scale storage space up (or down) WITHOUT having to buy a new $5,000 server with more space.
  4. Increase employee productivity with the ability to get stuff done anytime, anywhere – keep your team mobile!
  5. Avoid the financial blow of data loss with increased security and instant cloud backups. One of the things we’ve found is that cloud backups tend to be more reliable.
  6. Add hours back to your day by streamlining operations to grow your bottom line.
  7. Unify your team with a shared virtual working space and get an effortless way to communicate about projects. Even work on the exact same Excel document at the same time.

What Small Businesses Must Know About Moving To SharePoint Conclusion:

Apart from delivering a more efficient way to get more done with less, improving flexibility, increasing security and giving you a seamless way to collaborate within your team, SharePoint can increase your bottom line, helping your business grow confidently.

If you’re looking for an IT company to help you determine if SharePoint is right for your business and safely migrate your files to the cloud, look no further.

At Juern Technology, we are the leader in making technology EASY, productive, and affordable for small and medium-sized businesses.

Book a FREE 15-Minute IT Discovery Call to discover if you should move to SharePoint! CLICK HERE to get started: https://www.juerntech.com/15-minute-discovery-call/