Does any of these statements sound familiar when talking about SharePoint?

These statements usually come from someone that doesn’t value their work or understand the benefits of other people noticing or using their work. This person is usually extremely busy and trained in the days when staff had to hold on to their knowledge because if they taught someone else they may lose their job. That’s just not the case in business anymore, well at least losing your job, you are more likely to lose your job from not documenting your processes now than the alternative. You have to let your busy leaders and organization know what you are up to and how hard it is to do what you do. You not only show your progress, but you show that you are forward thinking enough to know if something were to come up someone else could step in and take over for you, whether that be a job change or a promotion!

 

Is it faster to upload a document to a share?

The simple answer is yes, it’s substantially faster to upload a document to a share than SharePoint. That is the problem though, as we are constantly taught (whether we like to admit it or not) hard work pays off and taking the easy route is never going to get you far. You spend 1-5 hours creating your document and then you spend 5 seconds uploading it to a share, here’s what that document looks like in it’s life cycle:

Everyone can see this creates 11 copies of the document and everyone is trying to get their name out there by adding their own version, which quickly diminishes the original creator’s spotlight and the documents integrity.

Now what’s it look like added to SharePoint:

Not faster, but your content is your content, no one is copying your work and taking credit for it, and it’s as visible as you want it to be! You worked hard on that document, get it seen by as many people as you can. It will not only show people the hard work you are putting in, but help you build your team as new members come on, they can quickly get up to speed by consuming your team’s processes and documents!

Why do you need metadata?

We could talk for days on why you need metadata, but for this post, let’s cover the basics! The top two reasons for metadata are finding your content by filtering and search. When you add metadata to your document, say sub team, you can then filter out all the other documents and only see items relevant to your sub team. This is extremely beneficial when you are trying to report on your documents or find something you can’t remember the name of. You also will benefit greatly in the visibility department, because every tag you add will help your document come up in more search results. Like google, you have to have a good internal SEO strategy and that’s metadata!

Lots of documents to upload?

That’s great, you put in a TON of work building those documents, now you have a choice, do you waste all that time created or do you get those documents out there mingling with the rest of your colleagues? Sure you could just drag and drop them to SharePoint without metadata, but that document is essentially useless in terms of find-ability (we know SharePoint crawls inside the document, but not as good as you setting metadata)! Do the extra work and get your documents usable for everyone that needs them, you will thank your self in the future!

Temporary document, why not email it?

If it’s temporary, why waste the space in your email then? Why not call over the user to collaborate you need, or Skype with them? My guess is you think your document is temporary because you want to fall back into the easy ways of the past. Get that document in SharePoint and if it’s truly temporary, delete it when you are done!

Happy SharePointing, and if you are ready to fall in love with SharePoint give us a call 702-305-2717!

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