Common Myths About SharePoint Intranet and the Truth Behind Them

Myth #1: SharePoint Is Just a Document Management System 

People often view SharePoint as a complex file storage solution, similar to platforms like Google Drive and OneDrive. Many mistakenly believe its core function is limited to document storage, overlooking its extensive capabilities.

The Truth 

SharePoint provides efficient document management yet extends beyond basic file storage capabilities. Modern SharePoint intranet operates as a comprehensive digital workplace system that provides the following features: 

• Company-wide communication – Through SharePoint users can access news hubs alongside announcement pages and internal blogs which provide vital information.
• Collaboration tools – Employees achieve collaborative project work by using team sites together with discussion boards and shared workspaces.
• Workflow automation – Through Power Automate organizations simplify their business procedures while decreasing manual labor to boost operational efficiency.
• Knowledge management – The storage of institutional knowledge and FAQs occurs through business-created knowledge bases and wikis.

Organizations use SharePoint intranet to build interactive, engaging environments that enhance productivity, rather than just storing documents. 

Myth #2: SharePoint Intranet Is Difficult to Use 

Popular perception presents SharePoint as a system with an intricate interface that makes navigation difficult for user groups. Organizations often perceive new user adoption as requiring extensive training programs, which can create concerns.

The Truth 

Microsoft dedicated many years to developing better user interfaces for SharePoint. Modern SharePoint presents users with an interface that blends ease of use with a clean design and simple format: 

• Drag-and-drop functionality – Operating SharePoint becomes possible for anyone since users do not need specialized technical knowledge for file movement or page creation or layout alteration.
• AI-powered search – Microsoft Search assists staff members in locating needed content while metadata tagging lets them find it efficiently.
• Personalized dashboards – The system enables users to personalize their homepage by displaying individual reports, weekly assignments, and essential documents.
• Seamless integration with Microsoft 365 – The user experience in SharePoint becomes familiar because it integrates seamlessly with Microsoft’s Teams application as well as Outlook and other Microsoft apps.

With these features, employees can easily adapt to the SharePoint intranet without extensive training, making it a valuable tool for all departments. 

Myth #3: SharePoint Intranet Requires Extensive IT Support 

Organizations generally view the SharePoint intranet as a challenging system that needs specialized IT support for upkeep. The original perception about SharePoint stems from its older versions which demanded substantial IT resources for both deployment and configuration. 

The Truth 

Installing SharePoint on-premises systems required database support, but SharePoint Online dramatically decreased this requirement for IT personnel. The cloud-based version offers: 

• Automatic updates – Microsoft handles all security patches and feature upgrades, eliminating the need for manual updates.
• Built-in security and compliance – Microsoft provide enterprise security capabilities that organizations can use independently of continuous IT supervision.
• Easy-to-use site templates – Business users can create and manage intranet pages without writing any code.
• Self-service tools – Employees can fix problems and manage their passwords and file recovery through elements integrated into Microsoft’s built-in help center.

With these advancements, organizations can manage their SharePoint intranet efficiently without requiring a large IT team. 

Myth #4: SharePoint Intranet Is Too Expensive 

Organizations tend to view the SharePoint intranet as expensive because it demands considerable finance spending on licensing and system infrastructure as well as personalization. A few organizations think that only large enterprises possess enough resources to execute SharePoint successfully. 

The Truth 

The price of SharePoint depends on how users deploy the system and accommodates organizations of every size through economical options. 

• SharePoint Online is included in Microsoft 365 plans – Many organizations already have access to SharePoint without additional costs.
• No need for expensive custom development – Modern SharePoint provides businesses with built-in templates together with customization tools which eliminates the need for developer employment.
• Scalability – Businesses only pay for the features they need, allowing small teams to start with a basic intranet and expand as necessary.
• Reduction in third-party tools – SharePoint combines several functions into one platform which results in minimizing the requirement for independent platforms for collaboration and file-sharing as well as intranet usage.

For organizations already using Microsoft 365, implementing the SharePoint intranet is a cost-effective decision that improves efficiency and collaboration. 

Myth #5: SharePoint Intranet Has Limited Customization Options 

SharePoint users argue that its basic structure limits customization options because it restricts users from easily creating sites that align with their company’s branding or business processes. 

The Truth 

Organizations can customize SharePoint extensively because it includes many tools for altering design aspects as well as functional capabilities: 

• Branding and design customization – Organizations can change themes, colors, and layouts to match their corporate identity.
• Custom workflows – Businesses leverage Power Automate to create automation for various work processes that include document approvals and employee onboarding applications alongside leave request management.
• Web parts and widgets – SharePoint allows users to add calendars, social feeds, video galleries, and more to intranet pages.
• Advanced customization with SPFx and Power Apps – Developers have two options to create personalized solutions through SharePoint Framework (SPFx) and Power Apps development capabilities.

These features enable businesses to build a fully personalized intranet that meets their unique needs. 

Myth #6: SharePoint Intranet Is Slow and Unreliable 

Users who encountered slowness during their past SharePoint usage continue to think that the platform maintains its slow and unreliable nature which results in slow adoption rates. 

The Truth 

SharePoint versions from the past encountered performance issues stemming from incorrect setups and outdated infrastructure capabilities and lack of adequate hardware resources. SharePoint Online removes performance-related concerns regarding these issues: 

• Microsoft’s global cloud infrastructure – Ensuring high-speed access and minimal downtime.
• Content Delivery Networks (CDN) – The system improves performance through content distribution from the closest available data facilities.
• Modern site architecture – Optimized to load faster, improving user experience.
• Automated maintenance and scaling – The system performance receives continuous monitoring and performance optimization by Microsoft without requiring involvement from the IT department.

With these improvements, the SharePoint intranet is now faster and more reliable than ever before. 

Myth #7: SharePoint Intranet Is Only for Large Enterprises 

SharePoint environments are out of reach due to cost and complexity in the minds of certain medium and small businesses. 

The Truth 

While SharePoint is widely used by Fortune 500 companies, it is equally beneficial for SMBs. 

• Flexible pricing options – SharePoint Online offers affordable plans that cater to businesses of all sizes.
• Scalability – SMBs can start with basic team sites and expand as needed.
• No IT expertise required – The platform enables non-technical users to establish and manage SharePoint intranet operations without needing an external IT support group.
• Enhances productivity for small teams – Small businesses should implement SharePoint automation tools along with collaboration solutions due to its document management capabilities.

With the right setup, SMBs can use the SharePoint intranet effectively to improve communication, knowledge sharing, and efficiency. 

Conclusion 

SharePoint intranet presents businesses with a flexible platform combining strength with operational effectiveness at cost-effective prices for organizations of all sizes. Certain myths about SharePoint have caused some business organizations to fail to recognize what it truly offers. Organizations can develop intranets that improve both business success and communication and collaboration through a clear understanding of modern SharePoint capabilities. 

At Code Creators, we specialize in SharePoint intranet development services, helping businesses design, implement, and optimize their SharePoint intranet for maximum efficiency. Whether you’re looking for customization, seamless integration, or enhanced collaboration features, our team is here to assist you.