What office worker hasn't heard of Office 365? Unless you still use a typewriter, you probably spend much of your day in Microsoft Office applications. After all, there are some 155 million active business users of Office 365, making it the most widely used cloud service in the world.
Despite being widely used, there is an awful lot of room for improvement in Office 365 when it comes to document management. In this article, we discuss how to conduct smart document management with Office 365.
Office 365's biggest problem is user adoption
User adoption is key to the success of the technical systems, applications and solutions within an organisation. Without user adoption, the solutions each fail to deliver the preconceived benefits, and this is one of the key challenges companies face when digitising their workplace and implementing Office 365.
More than half of companies (55%) say the biggest challenge around Office 365 is convincing users. More precisely, convincing users to actually manage and share documents in office 365 and not somewhere else.
Another key challenge is how to connect all relevant data, be it structured business data or unstructured documents.
The problem of sensitive documents
Almost half (46%) of an organisation's sensitive information resides in Office documents, according to the AIIM 2018 Industry Watch Office 365 Revolution Impact on Governance and Process Automation.
And to make that fact a little worse the following fact: 90% of all data is unstructured and that unstructured data also resides in at least four different repositories (systems).
M-Files comes to your rescue
From our customers' feedback, the following 5 challenges they face in Office 365 implementations come back:
- Managing document permissions in Teams and SharePoint
- Archiving sites and documents
- Managing content stored outside Office 365
- Figuring out the best method of managing information
- Knowing where to store documents with (which site, which channel or in which Teams)
M-Files eliminates these problems and makes document management for Teams or other Office 365 tools easier than ever.
Permissions are based on roles within the organisation and best and most easily managed with metadata. Archiving is automated thanks to smart AI-driven tools. Thanks to M-Files, documents located outside Office 365 can be easily managed in the Office 365 or Teams interface.
Linking structured business data to unstructured documents
The unique M-Files approach manages information based on what something is rather than where it is stored. M-Files connects different business applications and other repositories and creates one place to manage all that information.
As a company, you can easily create a 360-degree view of the information already present in your organisation, without having to cram everything into the same system. Let M-Files read and manage the data, without migration. Give everyone access to everything and everywhere from M-Files, tailored exactly to their role.
3 Steps to greater efficiency and comfort
M-Files addresses the information challenges in Office 365 on three different levels to make office work more efficient and comfortable for the organisation and the individual employee:
- Free IT from painful and terrible migrations and integrations. Migration is unnecessary because information can be found, accessed and managed regardless of its origin.
- Let everyone use their daily tools and yes, also for document management. Employees can use Teams and Outlook to manage all documents and data.
- Let employees focus on value-adding tasks. Save people the time they normally spend searching for and tagging information, the AI in M-Files can perform these kinds of routine tasks on its own.
You can turn your Office 365 environment into a document hub where you not only edit documents, but also manage them with version history, workflows, permissions and more.
Want to add comprehensive document management functionalities to your Office 365 environment? Then download our E-Book on document management in Office 365 below: