Microsoft Sharepoint: A Collaboration Software Or Project Management Tool

There are several organisations across the globe that have gone ahead and implemented

Microsoft SharePoint technology to offer a central portal for the smooth and effective management of the operations and more specifically the information of an organisation. Whereas the prospect of a central portal appears to be quite attractive, it can turn out to be problematic in case of project based organisations.

Mid-market organisations have other additional considerations to make. A mid market organisation is one that requires a number of tools, more than the number that the low-end market can provide. However, it does not possess the resources, budget or time for the tools which are necessary to survive in a high-end market. To put it simply, they are positioned right in the middle of the spectrum and therefore need to strike the right balance between the ease of implementation, cost and sophistication.

The SharePoint website defines SharePoint as collaboration software which extends the benefit of sharing information. Over the last decade and a half, information that is an integral part of an organisation has increased tremendously. Documents, emails, spreadsheets and various other information constituents are spread across the length and breadth of the organisation. SharePoint is intended towards lending a structure to the information and thus centralising it. This makes it easily available across the length and breadth of the organisation. This has a high intrinsic value and thus the popularity of the product. However, this does not imply that SharePoint can be customised to do a whole lot of other things.

Project based organisations which are solely focussed on operating projects run into trouble by using SharePoint project management as the needs are not met completely. The main reason behind this is the fact that it is not project management software and therefore does not meet up the needs of project management. These include things such as project scheduling engines, Gantt charts and resource utilisation tools. However, SharePoint does possess built in capabilities such as document management, project management processes, collaboration and lists. In case of project based organisations, the capabilities of such software are more focussed on collaboration rather than on formal project management. In fact companies with a heavy project pressure, need to strike a balance between both.

For a project based organisation, it is necessary to employ a solution that extends both collaboration benefits and at the same time acts as a centralised portal.

SharePoint technology can be utilised solely and the resources configured to increase the capability of the system to make up for any loops in the process. There are multiple advantages of adopting such an approach. The users need to manage only one system. There is no need to acquire knowledge about two different systems or to be informed about the integration of the different systems.

There are certain organisations which have already implemented a SharePoint solution which has its own share of disadvantages. There would certainly be some gaps in the project management system that need to be compensated in some way or the other. This can be done by programming, technical configuration or even with the help of certain third party tools. There is an increasing reliance on technical resources which are necessary for meeting the project specific needs and also in order to ensure that the system is operational.

by: Steven Hayes

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