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PKF New Zealand

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Obtaining the best from Microsoft 365

08 Jul 2019

 

Switching to Microsoft 365 is one of the fastest and most beneficial ways you can take your firm into the cloud. With the familiarity of Microsoft Office, ‘going 365’ takes staff into a new way of working with minimal disruption. 

1. Collaborative working
SharePoint is one of the highlights of Office 365. Functioning as an intranet – a collaborative workspace – it allows staff to simultaneously co-edit documents. Because it is a central location for files, users can share links with team members and view changes being made in real time. And it acts as a document management platform that avoids communication silos and problems with versioning.
SharePoint does more - centrally hosting information like company deadlines and events, so everyone is in the loop. It can create database lists, calendars, and includes reasonably powerful document automations.

2. OneDrive for Business and sharing documents
OneDrive for Business is part of Microsoft’s 365 platform, providing online and offline access to files. It allows you to store, share and edit documents and media, quickly and easily. And, because it’s in the cloud, you can do that whenever and wherever you want.
It comes with 1TB (1,024GB) of cloud storage and can be accessed from desktops, laptops, tablets or smartphones.
OneDrive acts as a kind of My Documents folder in the cloud. Instead of saving files to a local hard drive, they are saved to one of Microsoft’s data centres. This highly secure environment means your files can only be accessed by you or those you choose to share with.
Sharing a document with others is easy - rather than emailing a copy, you can give them access to the same version as yours. When you want to check changes, you can compare versions of the document. If you want to work together, you can co-edit the same document.

3. Call, chat, conference: Audio and video with MS Teams
MS Teams increases productivity by making all collaboration – conversations, chats, online meetings, shared files, tasks, etc available in one app and one interface.
A big challenge for many organisations is keeping everyone in the loop, making staff feel they know what is going on. With Teams, this is easier. No longer worry about who to cc in an email or who to invite to a meeting. With Teams you post your message in the relevant channel.

4. Manage meetings with OneNote
OneNote is a digital notebook that automatically backs up to Microsoft’s Office 365 cloud. Microsoft has developed apps for every device and OneNote notebooks can be shared with colleagues for real-time collaboration.
OneNote allows you to capture just about anything - type notes, record audio, create a quick sketch, add pictures, videos and other documents, then organise work into notebooks, sections, and pages. OneNote can be as structured or as unstructured as you want it to be.

5. Know more: Power BI
Businesses today are all about the creation of data, how much information passes through your hands, and how much business generates. Wouldn’t it be great to make better use of it? With Microsoft Power BI you can. This analytics service compiles your company’s data into a single interface, delivering live dashboards that can represent any number of metrics to keep a close eye on performance, work in progress, targets and more. Power BI is all about visualisation: it takes ‘boring’ data and creates funnel charts, tree maps and gauges. Seeing is believing, and Power BI makes seeing more engaging and relevant to everyone in business.

Glen Martyn
PKF Hamilton


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