Microsoft recently started the rollout of updated Communication Sites in Office 365. This new template is currently available for First Release tenants. Once the communication sites are enabled, you get a new option where you can choose the type of website you want to create.
Choosing between a Team Site and a Communication Site should begin with your purpose and desired business results. Despite the fact that there are more areas to explore, at the most basic, consider these two utilize cases:
- Associate, Collaborate, Create: Team site is the best option to go for, When you need to design a place where the individuals from a workgroup or project team can team up on project deliverables, plan an event, track status, and exchange ideas. In a Team Site, all individuals are content creators where they mutually make and alter content. Consider team sites as a place where work gets done. For instance, suppose you are working on a project and you along with your colleagues require a place to work together on deliverables, manage and assign tasks and have discussions regarding the work. Even though everyone has individual assignments, working together create more assets. Considering all the above mentions the project team need a Team Site rather than Communication Sites.
- Showcase, Share Services, Story: Communication Site is best suited, when you need to “communicate” a message, convey a story, share content for review (however not altering), and exhibit administrations. In a Communication Site, there will regularly be a few number of content authors and a larger number of content readers and users. Consider your corporate intranet. Even if you have collaborative parts of the intranet, the basic role of your intranet is to communicate a story like corporate news, showcase services and data such as your benefits and policies. Your intranet sites are the best example of Communication Sites.
When would it be a good idea for you to create a Team Site?
Create a Team Site for each discrete group of individuals or unit of work:
If you are a long time user of SharePoint, you may feel team site is just like sub-sites. Resist the impulse to create team sites as sub-sites. Numerous administration choices (for instance, the capacity to share content outside the organization and who has the authorization to welcome new individuals to the group) are scoped to the site collection. For the most adaptability both today and in the future, each group ought to get their own particular site collection—which is precisely what happens now when you create a Team Site in Office 365. Your Team Site is associated with an Office 365 Group and is developed as a new site collection in your occupant. In case you have a lot of projects and work teams and partners, you will probably have different access and information management requirements. You will probably need to create a unique team site for each and every project regardless of the possibility that the same work team works on every project.
SharePoint Home unites all your sites:
Don’t be concerned about how your clients will keep the track of all these team sites —because SharePoint home has your back! The SharePoint homepage in Office 365 unites, for every distinct individual, news from the team sites they are following, in addition to sites they visit frequently, are following, and also sites proposed by the Microsoft Graph.
When would it be a good idea for you to create a Communication Site?
Create a Communication Site to feature a service, showcase, relate a story:
Communication Sites offers an awesome way to feature the services of your group and recount a story regarding the launch of a new product. Even if you are equipped with a highly organized intranet based on SharePoint publishing framework, you might need to utilize a Communication Site for creating new scenarios like a companywide program, a new initiative and training site. Latest Communication Sites are ideal for your governance delivery environment since they have a unique purpose which can likely live without your intranet branding (since you can’t do much customization with them yet). You can connect them to the intranet global navigation with a link to and fro to the intranet from the best navigation of the Governance Site.
Communication Sites have 2 particular client personas:
Regularly, a Communication Site has modest number individuals who have permission to author content and much more people who just have permission to read the content.
This guide helps you choose which type of site to create that would remain helpful to create supportive, helpful to your enterprise as both Communication and Team sites are evolving. The best way to keep the track of these changes is by following the SharePoint blogs in Aufait. Aufait offers SharePoint applications depending upon your requirements and could do equity to your thoughts and upgrade your business solutions.
To manage contents is easy. But the problem arises when a desired or correct version of a document is to be accessed. Therefore, contents must be managed in a way to achieve the business goals rather than stacking it up. Despite having the word management in the title, ECM Is not simply managing, but collecting and organizing information in a systematic way to be used by a designated audience, be it business executives, customers etc. ECM is neither a technology nor a process nor a methodology. It is a dynamic combination of strategies, methods, and tools used to capture, manage, store, preserve, and deliver information supporting key organizational processes through its entire lifecycle. Thus while choosing a platform for Enterprise Content Management this should be the combination it should satisfy.
Enhanced Enterprise Content Management with SharePoint
Responsively, Microsoft SharePoint ECM services are well equipped to deal with the above-mentioned functions. SharePoint is undoubtedly the first product in this area to have met enterprise aspirations of ECM with many companies. For content management, records management, business process management capabilities of SharePoint, things have moved up a notch with the latest releases. It integrates the familiar tools in the Microsoft Office system and the management and collaboration capabilities of Sharepoint technologies and products which helps the users to keep track of their documents, files, media and more.
SharePoint’s content management system is a strong solution for companies looking to:
- Optimize the business with workflow
- Increase employee productivity through simplifying daily business activities.
- Easily manage and repurpose contents
- Allow companywide access to all kind of information.
- Securely connect people by centralizing content while decentralizing control.
- Power advanced search features to get anything with ease.
SharePoint Capabilities as an Effective ECM System
- Document Management
ECM in SharePoint helps you manage your documents by:
-Centrally manage diverse content Store content in a central repository that enables an individual to find, use and share the data.-
-Work easily with document properties The Document Information Panel enables you to browse and edit document properties in the archive itself.
-Manage metadata globally Create term groups that make it easier to sort out and find content
-Make any document unique Unique Document IDs for every asset in the content collection…
-Save time and reuse settings Content Types enable you to assign shared settings for a particular sort of content, such as a manual or a specification.
-Control access to information Uniquely defined permissions give you an abundance of tools to control access to data at any level, from a single document up to the site itself
-Streamline collective document processing Built-in document workflows let you begin, track, and collaborate on document-oriented processes directly from Office desktop programs.
- Web Content Management
The Web Content Management features include:
-Create and publish content quickly Using familiar tools to create and publish regular web content
-Maintain a consistent look throughout your websites Create approved page layouts that enable branding and navigation of the site.
-Lower deployment and management costs for your websites Implement a single multi-tier infrastructure for publishing content internet sites, intranet and extranet.
- Records Management
The integrated records management capabilities in SharePoint enable organizations to protect the business records for the future.
-Improve regulatory and legal compliance Implement policies for information auditing, retention, and protection to guarantee that these records are appropriately retained.
-Help to secure business A secure repository guarantee that records are stored in a locked, final state.
- Digital Media Management
SharePoint products and technologies have integrated usefulness to play and manage digital media content. The capabilities include:
-Play media content directly You can play audio and video directly from a team, portal or publishing site, from a community-generated site, and from managed learning sites.
-Use enhanced media libraries All the helpful administration features of a document library are available, such as metadata, content types, and unique ID
An effective ECM will increase operational efficiency, improve information security, reduce chances of data duplication, improve information security, reduce the probability of data loss and provides search to locate up-to-date information quickly. SharePoint has long been a strategic platform for collecting and servicing all sorts of contents across the enterprise. Here we covered some improved capabilities of SharePoint to implement ECM solutions. Effective adoption of SharePoint content services may take some time but gives great ROI to the organization.
Get in Touch for a free online assessment of your specific requirements related with SharePoint or ECM.
SharePoint has remained a popular choice for organization tasks for businesses.
It has been instrumental in bringing key changes in the collaborative work culture.
If SharePoint is used as a structured storage platform, however, it can become an expensive shared-drive solution.For more - https://bit.ly/2Cge5TY
