Avoid Document Disaster | Empowering your Business

Avoid Document Disaster | Empowering your Business

The POWER Trifecta Solution: Streamlining Document Automation

Introduction: The modern business landscape has undergone significant changes, with remote working becoming more prevalent. In this dynamic environment, businesses are constantly seeking ways to improve efficiency, reduce costs, increase productivity, and mitigate risks. If you're using Microsoft 365, you already have a powerful tool at your disposal. However, many businesses fail to harness its full potential. In this article, we will explore how you can optimise your document management and approvals using the power trifecta of Microsoft 365: SharePoint, Power Automate, and Power Apps.

Most Common Problems: Through our extensive IT Alliance network across New Zealand, we have identified common challenges faced by businesses, including:

  • Cloud document management and approvals
  • Empowering remote work
  • Email management and automation
  • Maintaining cybersecurity

Surprisingly, approximately 50% of IT Alliance clients underutilise their Microsoft 365 Teams account, paying for a valuable resource without fully leveraging its capabilities. In our Empower Series, you can discover more about these solutions, but for now, let's focus on document management and approvals.

Making the most of Your Microsoft 365

Two powerful tools come bundled with your Microsoft 365 subscription: SharePoint and Power Automate. Let's explore their functionalities:

Microsoft SharePoint

SharePoint, a free document management system, may initially seem overwhelming due to its extensive features. However, it can be tailored to your specific needs, starting small and expanding functionality as your business grows. SharePoint offers content management and collaboration, helping to reduce duplicate files, provide remote access, and enable simultaneous collaboration on the same document.

Find out more about Microsoft SharePoint here:

Microsoft Power Automate

Power Automate is another free app that facilitates workflow automation across various applications. It allows you to connect email and instant message alerts, synchronize files, copy data between services, and more. Templates are available to kickstart your automation journey. By simplifying workflows and automating repetitive tasks, Power Automate enhances efficiency, a critical factor in sustained business success.

Find out more about Microsoft Power Automate here:

Power Apps

Power Apps is a low-code application development platform that integrates with Microsoft 365, Dynamics 365, Azure, and other services. With Power Apps, you can build web and mobile applications without coding, utilizing pre-built templates and components through a drag-and-drop interface. Power Apps dramatically reduces development time with its built-in logic and rules, allowing for rapid app creation or customization. It also seamlessly connects to various business systems and databases. Impressive statistics highlight the value of Power Apps, including a 188% ROI over three years, 74% reduction in app development costs, and 2 hours of weekly productivity improvement per employee.

Find out more about Microsoft Power Apps here:

Real Business, Real Change

An example of the power trifecta's impact is demonstrated by Quality Food Services (QFS), the largest exporter of butter pastry in New Zealand. QFS faced challenges with document management and approvals, leading them to implement SharePoint as an online document management system. This solution provided version control, advanced search capabilities, and improved navigation, streamlining their document utilization. Additionally, Power Automate enabled QFS to automate their business processes and approvals through customized notifications and automated data entry, saving time and enhancing accuracy. Power Apps played a crucial role in collecting information and visualizing project progress, significantly improving project management efficiency. The combined impact of these tools resulted in time and cost savings while reducing operational risks

Where to from here?

If you are struggling with document management or approvals, consult your IT professional to explore how the power trifecta of SharePoint, Power Automate, and Power Apps can alleviate these challenges. You can get in touch with your IT professional here

IT Alliance Members:

CT Business Solutions | Hamilton
Ultra IT | Northland | Kerikeri | Whangarei
Technology Partners | Tauranga
Vision Lab | Te Puke
AdvancedIT | Rotorua
BlackSANZ | New Plymouth
GTB IT Solutions | Kapiti | Wellington
Decision1 IT Solutions | Dunedin
IT Centre | Wanaka
Voicecom | Invercargill
IT Alliance Website

Thanks to Paul and Zach at Dicker Data, Peter at Voicecomm in Invercargill, and our IT Alliance marketing team of Bronny and Gilly for this article

This Article is about: Avoiding Document Disaster with Microsoft 365 | Last Updated 18/05/2023

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