SharePoint Archives - HCS
Embrace SharePoint & Allow Your Team To Work More Effectively

Embrace SharePoint & Allow Your Team To Work More Effectively

From its inception, Microsoft SharePoint has grown into one of the top business collaboration tools today. Many businesses use SharePoint today to allow teams to engage with eachother and to easily collaborate. Many view SharePoint as a reliable, scalable and secure platform. These are among the many benefits of a business embracing SharePoint. But what are the other benefits?

Simplify Everyday Activities

Take advantage of unique workflows for initiating, tracking and reporting common business activities. This can involve document review or approval. This will revolutionise your businesses internal processes, allowing your team to work more efficiently.

Improve Decision Making

Using SharePoint your team can easily create interactive (BI) portals that display essential business data from various sources. This enables your team to not only make decisions quickly but to have confidence in their decision making.

Share Data With Ease

Using SharePoint your team can share and access data securely. Team members can either work on a document simultaneously or securely share a confidential document. You can also set permissions, ensuring employees only have access to what they are authorised to see.

SharePoint Is A Single Integrated Platform

SharePoint is completely scalable to your business. This ensures that SharePoint will be seamlessly adopted into your business and allows employees to embrace a new system designed to improve their efficiency in daily tasks.

If you’re now asking yourself ‘Could SharePoint benefit my business?’ The answer is yes! If you want to learn more about SharePoint and its many benefits and capabilities, contact our expert team!

Boost Productivity Utilising IT

Boost Productivity Utilising IT

Businesses are continuously searching for ways to increase productivity amongst their team members. With continuous advancements in processes and technology, managers regularly seek out ways to reduce the steps in tedious processes.

Generally, within a business, the responsibility for increasing productivity falls on managers and business owners, and not employees. There are many challenges that may discourage managers or business owners enacting change that will boost productivity, such as; fear of the unknown, staying committed to the current status quo or simply not understanding how best to use employees to boost productivity.

Considering the above, technology can greatly improve productivity with a certain level of ease. If you work within HR or are a manager/business owner, developing a technology investment that will improve productivity requires a well-planned strategy. Technology can, however, assist your business in increasing productivity, in means such as;

5 Ways Technology Can Boost Productivity

Create A Collaborative Environment

Brain-storming is one of the most invaluable activities a team can do. Brainstorming can help clarify the needs of a team, the various processes that are required on a particular project and how best to create new processes.

However, many people in a business are often busy and may neglect or be unable to dedicate the required time to a brainstorming meeting.

Technology can allow team members to work together on projects without ever leaving their desk! Through utilising collaboration technology, employees can discuss ideas, create processes, simultaneously work on documents or collaborate while problem-solving.

Simplify Daily Tasks

Mundane tasks that often take up a few minutes daily are a part of every employee’s day. However, all of these minutes add up over time.

Technology can help you simplify these tasks and improve productivity along the way. Through implementing automated processes, you can also minimise your team members taking unnecessary steps in general tasks.

Eliminate Manual File Sharing

Have you ever waited hours or even days for a team member to share a document with you? Naturally, this will greatly affect your productivity as you cannot complete your task without the required information.

Through adopting an internal collaboration portal, such as Sharepoint, your team can access up to date documents and data with ease.

The Power Of Remote Working

With more and more businesses embracing cloud computing, many workers are now able to work remotely and access documents and data no matter their location. Allowing team members to work remotely allows them to catch up on work while on the road or meeting clients.

Boost Employee Engagement

Employee engagement and productivity may seem like separate concepts at first, however, they tend to intersect more often than businesses assume.

Through embracing an employee engagement tool, such as Beekeeper, your business can connect with employees allowing them to feel engaged and connected with team members, managers and colleagues.

Increasing internal productivity can allow your business to embrace new processes, increase efficiency while allowing team members to work on projects more relevant to their role.

IT can provide businesses with a unique opportunity to embrace new software and allow their teams to engage and collaborate to increase overall internal productivity, which in turn will boost business activity.

Increase Productivity With IT By Partnering With HCS Business Solutions!

Learn More
Digital Transformation – How to unlock underused potential with IT

Digital Transformation – How to unlock underused potential with IT

Businesses around the world are continuously searching for ways to unlock potential in their employee’s and increase their productivity. Through unlocking this, potential companies can grow and expand their operations with ease. However, the appropriate IT systems can be essential in encouraging employees to increase productivity.

Through investing in technology, you can increase your team’s productivity. To help you further understand the critical role IT plays in unlocking potential, check out our list below:

1.Ability To Work Remotely

Modern employees are flexible and mobile and due to ever increasing internet speeds and adoption of cloud computing allows team members to access files and work from anywhere and on any device. Many employees are moving away from the traditional 9 to 5 working hours, often opting to work remotely.

2.Collaboration Is Key

A common goal for businesses is to increase collaboration amongst employees. For SMBs, introducing cloud computing has made it possible to share information with colleagues with ease. Cloud computing also allows team members to work together on projects simultaneously.

For larger businesses tools such as Skype for Business and SharePoint can boost collaboration and allow teams to seamlessly work together on multiple projects. These collaboration tools enable teams to share documents, host conference calls and more, regardless of their location.

3.Be Prepared For Disasters

Many businesses often wait until it is too late to implement a safe and reliable data recovery plan. Don’t wait until a disaster happens, plan and prepare for its eventuality. Losing critical data to a fire or another disaster at your business’ premises can cause considerable downtime to your business. Instead, minimise damage by backing up your data and having an adequate data recovery plan.

4.Commnication Is Key In Project Management

Data Management, IT, Data Protection, HCS, HCS Business Solutions, GDPR, GDPR Training, GDPR Compliance

Ensuring your business has the approptiate IT and management tools in place will allow team members to organise and priortise tasks and projects amongst teams. This will allow your business to reduce unnecessary steps while improving communication and productivty.

All areas of a business are affected by productivity, including employee and customer relations, culture and revenue. Through implementing the appropriate IT infrastructure HCS Business Solutions can assist your business in embracing Digital Transformation and unlocking under used productivity.

Learn how Digital Transformation can boost productivity in your business!

Contact us to learn more
How Digital Transformation Can Improve Your Business

How Digital Transformation Can Improve Your Business

Digital tools and processes are a necessity in modern businesses. Traditional businesses may have slowly adopted digital technology, however, in recent years technology has been an essential part of business activities.

Almost everybody has access to the internet, either through a computer or more likely through their mobile phone. This includes businesses of all sizes and industries.

Digital tools and solutions allow companies to innovate and create new processes to become more efficient.

Digital Transformation may often be disruptive within a business but can also create new opportunities. Before utilising digital transformation within your business, you must understand what it is.

What is Digital Transformation?

Digital transformation offers solutions to traditional problems your business may experience. It allows you to become more innovative and go beyond the restraints of traditional methods.

Digital transformation can have a holistic impact on your business and operations. This also includes your employees, culture, skills and work capacity. It also involves your business’ workflows, tasks and methods. Digital transformation may also change the physical environment of your business, including the geography, equipment and technology used.

The influence of digital transformation will impact and shape your strategic direction, budget and your business agility.

Opportunities & Challenges

Digital transformation can create many potential opportunities for business, however, it can also present new challenges.

One of the main challenges that businesses need to be aware of is that they need to be agile with competitors who may seek to utilise the same advantages as your business.

Almost every industry has experienced some form of digital transformation, from hospitality, e-commerce, agriculture and healthcare. Yet, not all businesses have an effective digital transformation plan in place.

How Will Digital Transformation Add Efficiencies?

Time Management

Between managing emails and searching for information online or through their company’s intranet, many employees spend a large amount of their workday trying to stay organised. Through allowing your team to manage their time better with digital transformation and tools such as automatically organised in-boxes and organised internal information, etc. Your team could save large amounts of time and repurpose that time on more productive tasks that are closely aligned to your business’ strategic goals.

Digital features such as instant messaging can streamline communication with ease.

Customer Experience & Engagement

An essential part of any business is knowing and understanding your customers and having a direct line of communications open with them. Digital transformation can solve many of these problems by creating a streamlined channel for consumer communication and engagement. This, in turn, can increase sales.

Better Employees

Digital transformation doesn’t just improve your business’ internal systems, it also helps your team become more focused and engaged with your strategic goals. Although digital transformation is not the only way to engage your team, it does help to improve productivity. Through digital transformation employees can work better, communicate easier and boost productivity.

Want to begin your Digital Transformation journey? Contact our expert team today!

Learn More

Collaborate in SharePoint Online

Collaborate in SharePoint Online

Whether your business wants to increase productivity or reduce costs, SharePoint can help your team simplify many business processes to allow them to work faster and smarter. Microsoft SharePoint allows you to manage, organise, share and discover company information from documents to databases online and in one location.

SharePoint allows users many ways to collaborate and communicate with ease. To learn more, see below!

Open a document from a document library

1.Go to a SharePoint site.

2.Open the document library.

3.Select the document.

4.Do any of the following:

Select Open and select to edit in Office Online.

If you have the desktop app installed on your computer and want to use it, select a file and then select Open>Open in <product>.

Share a document

1.Select the document you want to share.

2.Select Share.

3.You then have 3 options:

Type the names or email addresses of the people you want to share the document with, and add a message (if you wish). When you’re ready, select Send.

Select Copy Link to create a direct link to the file that can be shared in an email or IM

Select Outlook to open Outlook on the web and add a link to the file in a new email.

Work with others on the same document, at the same time

Open the document for editing in Office Online.

The number of people currently editing the document appears at the top of the document in Office Online.

Sync files to your computer

1.From a document library on the SharePoint site that you want to sync files from, select Sync.

2.Sign in to your account.

3.Finish set-up and the files will start syncing to your computer. You’ll find your files under OneDrive – <organisation name> in File Explorer or Mac Finder.

Work from anywhere

If you have an Office 365 subscription that includes SharePoint Online, you can view information on sites, collaborate with colleagues, access shared documents, and stay connected with your work using your mobile device.

Start your SharePoint journey today and contact our expert team!

Learn More

Move Files and Folders Between OneDrive and SharePoint

Move Files and Folders Between OneDrive and SharePoint

When you want to share files with a different team of people, or even give other teams ownership of certain files and folders, you can move (or copy) files between OneDrive for Business and SharePoint. You can move (or copy) files and folders from OneDrive to SharePoint, from SharePoint to OneDrive, within a SharePoint site, or between sites. You can also move files from someone else’s OneDrive to your own OneDrive.

1.Select the files or folders that you want to move, and then select Move to.

2.Under Choose a destination, select the location you want to move to. Sites appear under the name of your organisation.

You’ll see different locations depending on where you are. For example, if you’re on a SharePoint site, you’ll see your current library, your OneDrive, and other sites. You might have to select Browse sites to see the site you are searching for.


  • If you don’t see any other sites listed when you move items, your organisation does not allow employees to move files across sites.

3.Select the location where you want the items to go, then select Move here to start moving the items.


  • You can move up to 500 MB of files and folders at a time using the online portal. To move larger files or files totalling more than 500 MB, use File Explorer.
  • When you use Move to with documents that have version history, only the latest version is moved. To move earlier versions, you need to restore and move each one.

As Microsoft Gold Partners, we are experts in implementing modern SharePoint Solutions in businesses. To learn more about how you can implement a modern SharePoint Solution and help your team communicate and collaborate contact our team!