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SharePoint is a web-based tool that helps people store, share, and work together on documents and files. It can be used to create websites for both internal teams and external users. Businesses can get SharePoint as part of a Microsoft 365 subscription or install it on their own servers. It also includes features like workflow automation, document organization, and security tools to make work easier.

​SharePoint makes it easy for employees to find and collaborate on files, saving time and improving productivity. It provides a central place to store important documents like marketing plans, financial reports, and contracts, which can be organized by teams or departments. This reduces the time spent searching for files and allows employees to focus on more important tasks.

The tool also helps teams work together more smoothly. Features like document versioning allow users to track changes and avoid confusion, while co-authoring lets multiple people edit a document at the same time. Instead of long email chains, employees can make updates in real time.

SharePoint also includes workflow automation, which helps streamline tasks like collecting feedback and getting approvals. It connects with Power Automate, a Microsoft 365 app, to create more advanced automated processes.

SharePoint allows businesses to create two main types of websites: communication sites and team sites.
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Communication sites help companies share news and important updates with employees. These sites often include:

• A company news feed for updates
• Blogs from company leaders
• Social media feeds for discussions and feedback
• Wiki pages for sharing information

Employees can access these updates from a personalized homepage, making it easier to stay informed and connected.

Team sites are designed for smaller groups, such as a marketing team. These sites help team members share news, project updates, and documents, ensuring everyone stays on the same page.

​With SharePoint Online, employees can access SharePoint from anywhere with an internet connection. Unlike the traditional version, which runs on company servers, SharePoint Online is cloud-based, making it ideal for remote and hybrid work.

SharePoint also has a mobile app that allows employees to access and edit files from their phones or tablets. This is especially useful for people who work on the go, like sales representatives or field workers.

By supporting remote work, SharePoint helps businesses stay productive, adapt to office closures, and hire talent from different locations.

​Since SharePoint Online is a cloud-based service, businesses can easily add more users and sites as they grow. Unlike traditional systems, it doesn’t require buying extra servers. If a company reaches its storage or user limit, it can simply upgrade to a bigger plan.

Because SharePoint is in the cloud, businesses can expand or downsize without worrying about installing or maintaining hardware. This flexibility helps reduce costs and makes it easier to adjust as needs change.

SharePoint has strong security features to protect important data. It includes:

• Access controls – Only certain people can view or edit files.
• Automated retention schedules – Ensures businesses keep records for the required time, following laws like GDPR.
• Multifactor authentication & encryption – Adds extra security to prevent data leaks.
• Microsoft Defender integration – Detects and blocks viruses and ransomware.

These tools help companies keep private information secure and reduce the risk of cyberattacks.

SharePoint looks and works like other Microsoft 365 apps, such as Word, PowerPoint, and Outlook. Since many people are already familiar with these programs, learning SharePoint is easier than learning a brand-new system.

This familiar design helps employees get started quickly, increasing productivity and reducing training costs.

In today’s workplace, the number of digital tools and apps has skyrocketed. While these solutions promise to boost productivity and innovation, they often create inefficiencies, risks, and redundancies. For many organizations—especially those using Microsoft 365—this digital sprawl represents a missed opportunity to consolidate, streamline, and secure their operations.
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This blog explores the challenges of managing a fragmented digital ecosystem, the dangers of shadow IT, and how leveraging Microsoft 365 with the added expertise from SP Marketplace can help businesses regain control and thrive.

The Challenge: Too Many Tools, Too Little Oversight
Over the years, businesses have adopted a "there’s an app for that" mindset, with departments driving decisions about new tools. The result? A fragmented ecosystem where inefficiencies thrive.

Employees often juggle multiple apps for communication, task management, and document sharing, each with its own learning curve. This wastes time, creates confusion, and disrupts workflows. Costs also balloon as organizations pay for redundant tools with overlapping features.

Another consequence is the rise of shadow IT—the unsanctioned use of apps without IT approval. While employees may adopt these tools to work faster, they unintentionally create blind spots for IT, increasing security vulnerabilities and compliance risks.
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Fragmented systems also lead to operational silos. Tools that fail to integrate properly hinder collaboration, making it harder for teams to share data and work seamlessly. For industries like government or non-profits, where compliance and security are paramount, these inefficiencies can be especially damaging.

​The Hidden Dangers of Shadow IT
Shadow IT has become one of the biggest challenges for businesses managing an overload of digital tools. When employees or departments adopt tools outside of IT’s oversight, they introduce risks that can be costly and difficult to resolve.
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For instance, unsanctioned tools often lack proper security protocols, leaving sensitive company data vulnerable to breaches. These tools may also fall short of compliance requirements, exposing businesses to regulatory fines and reputational damage. Additionally, shadow IT creates fragmented workflows, making it harder to enforce governance and maintain version control across projects.

The Opportunity: Harnessing Microsoft 365
For organizations already using Microsoft 365, the good news is that you’re sitting on a powerful, integrated platform capable of addressing these challenges. Microsoft 365 isn’t just about email and document storage—it’s a complete ecosystem that supports collaboration, governance, and productivity across the enterprise.

By consolidating your tools and processes on Microsoft 365, you can eliminate redundancies, improve security, and simplify operations. Beyond tools like Teams and SharePoint, the platform includes advanced security features, workflow automation with Power Automate, and powerful analytics with Power BI.

One of the platform’s standout advantages is familiarity. Employees already know the interface, so adopting additional functionalities comes naturally. This lowers training costs and improves adoption rates, unlike third-party apps that require new learning curves.
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Microsoft 365 also enables organizations to centralize data and enforce consistent governance. For industries dealing with sensitive information, this is a critical advantage that mitigates the risks of shadow IT and fragmented systems.

How SP Marketplace Can Help
​While Microsoft 365 is powerful, it can be overwhelming to fully optimize its capabilities. That’s where SP Marketplace comes in. With years of experience designing business applications natively on Microsoft 365, SP Marketplace empowers organizations to unlock the platform’s full potential.

SP Marketplace offers out-of-the-box solutions tailored to specific business needs. These applications, built directly on Microsoft Teams and SharePoint, are easy to implement, scalable, and highly customizable. They integrate seamlessly with existing workflows to streamline operations while maintaining the security and compliance standards of Microsoft 365.
For example, SP Marketplace's solutions include:

• SP Policy Management, which simplifies the creation, distribution, and tracking of policies.
• SP Facilities Management, a comprehensive system for managing work orders, assets, and maintenance.
• SP IT Support, which centralizes ticketing and service management.
• SP EHS, makes managing incidents a breeze

These solutions address gaps in functionality without requiring businesses to turn to third-party tools or require skills to do any complex coding.

​The Path to Consolidation
To regain control over your digital ecosystem, start by assessing the tools your organization currently uses. Identify which apps are redundant, underutilized, or creating unnecessary complexity.
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Next, evaluate how Microsoft 365 can replace these tools. For instance, use SharePoint for document management instead of relying on standalone storage apps. Shift communication to Teams to consolidate messaging and collaboration. Leverage Power Automate to streamline workflows and eliminate repetitive tasks.
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Once you’ve simplified your toolset, speak with our team, we will help you understand the capabilities of our applications AND they can be fully customized to meet your needs. Then you simply deploy the tailored applications from SP Marketplace to fill any gaps. These solutions are specifically designed to maximize your Microsoft 365 investment, allowing you to consolidate operations onto a single, secure platform.

The Benefits of Simplification
Consolidating your tools within the Microsoft 365 ecosystem delivers significant advantages. It reduces the administrative burden on IT teams, who no longer have to monitor and manage a sprawling network of third-party apps. Employees benefit from a seamless user experience, with all essential tools integrated into a single platform.

The centralized structure of Microsoft 365 also enhances security and compliance. With governance features like Azure Active Directory, IT teams can enforce consistent policies across all applications and ensure sensitive data is protected.

Finally, this approach improves cost efficiency. By eliminating redundant tools, organizations can significantly reduce software expenses while maximizing the value of their existing Microsoft 365 investment.

Take Control of Your Digital Ecosystem
The explosion of digital tools doesn’t have to overwhelm your organization. By consolidating your operations on Microsoft 365 and leveraging SP Marketplace’s SharePoint Apps, you can regain control, boost productivity, and reduce risks. 

SP Marketplace has helped countless organizations across industries—from non-profits to manufacturing—unlock the full potential of Microsoft 365. Whether you’re looking to streamline policy management, optimize facilities workflows, or enhance IT support, we have the expertise and tools to help you succeed.

Ready to get started? Contact us today!
📧 [email protected]
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Take the first step toward a unified, efficient, and secure digital workplace. With Microsoft 365 and SP Marketplace, your organization can navigate the challenges of today’s digital landscape with confidence.​