Microsoft SharePoint: What It Is, Why It Matters, and How to Maximise It

TL;DR:

Microsoft SharePoint is a powerful, flexible platform that transforms how organisations manage documents, collaborate, and automate workflows. Integrated with Microsoft 365, SharePoint 365 (or SharePoint Office 365) allows businesses of all sizes—from SMEs to large enterprises—to centralise information, streamline communication, and enhance productivity.

Key Takeaways:

• What SharePoint Is: A web-based platform for document management, intranet portals, content collaboration, and workflow automation. Works seamlessly with Teams, Outlook, OneDrive, and Power Platform.
• Deployment Options:
• SharePoint On Premise: Hosted on your own servers for full control and customisation.
• SharePoint 365: Cloud-based, low-maintenance, scalable, with automatic updates.
• Confluence vs SharePoint: SharePoint is ideal for enterprise-wide collaboration, compliance, and structured portals, while Confluence suits lightweight, team-focused wiki-style documentation.
• Practical Applications: SharePoint can be customised for every industry:
• Manufacturing: Project documentation, QA tracking
• Professional Services: Client portals, document governance
• Education: Course materials, student/staff portals
• Healthcare: Compliance, workflow automation
• Logistics: Inventory, shipment tracking, operational dashboards
• Key Features: Document libraries, version control, metadata, Power Automate workflows, Power Apps forms, Teams integration, hub sites, and modern web parts.
• Governance & Security: DLP, IRM, MFA, eDiscovery, and audit trails ensure compliance and protect data.
• SharePoint Consultancy: Expert guidance ensures proper strategy, site design, migration, governance, integration, and user adoption. Avoid costly mistakes and maximise ROI.
• Site Examples: HR portals, sales hubs, project management dashboards, company-wide intranets—all adaptable to organisational needs.
• AI & Future-Ready: SharePoint now incorporates AI for smart search, automated metadata tagging, and integration with Microsoft Viva, positioning it as the digital headquarters for hybrid and remote workforces.

Introduction

Whether you're running a large enterprise or a growing SME, the ability to organise information, streamline communication, and manage documents effectively can make or break productivity. Enter Microsoft SharePoint—a powerful, flexible platform that transforms how businesses handle content, teamwork, and workflows.

But Microsoft SharePoint: what it is exactly? How does it compare with alternatives like Confluence? And why do so many companies invest in SharePoint consultancy and hire a SharePoint consultant to implement it correctly?

In this comprehensive guide, we'll walk you through everything you need to know about SharePoint—from definitions to real-world examples, deployment options like SharePoint on premise, and the benefits of SharePoint 365 (also known as SharePoint Office 365). We'll also show you inspiring SharePoint site examples and help you understand why it’s still a leading solution in the age of cloud-based collaboration.

Microsoft SharePoint – What It Is

Microsoft SharePoint: What It Is

Microsoft SharePoint is a web-based platform used for document management, internal communication, content collaboration, and creating powerful intranet portals. As part of the Microsoft 365 ecosystem, SharePoint 365 (or 365 SharePoint) integrates seamlessly with tools like Outlook, Teams, OneDrive, and Power Automate.

Originally launched in 2001, SharePoint software has evolved into a robust digital workplace hub for organisations worldwide. Whether hosted on premise or in the cloud as part of Microsoft 365, it provides the structure teams need to share information securely and efficiently.

In simple terms: SharePoint is like your company’s internal internet – a central place where your people can find documents, communicate updates, automate workflows, and stay aligned.

Example of SharePoint Intranet in Action

If you're looking for an example of SharePoint intranet, consider a medium-sized manufacturing business. They need a central location to:

• Store engineering specs and project documentation
• Share company-wide announcements
• Track quality assurance processes
• Collaborate across departments
• Maintain HR policies and onboarding materials

With a SharePoint intranet, they can create a structured portal with department-specific pages, document libraries, custom lists, and dashboards that streamline internal processes and reduce email dependency.

Another example of SharePoint intranet would be a professional services firm using SharePoint to manage client files, project timelines, legal compliance documents, and internal resources—all while maintaining role-based access.

These SharePoint site examples are proof that whether you’re in legal, finance, healthcare, or logistics, SharePoint can be adapted to meet your specific organisational needs.

Confluence vs SharePoint – Which One Is Better?

One of the most common debates among IT leaders is Confluence vs SharePoint. Both platforms enable collaboration and content management, but they serve different audiences and use cases.

Confluence: The Agile Wiki

Atlassian’s Confluence is a team workspace that allows for wiki-style content creation. It’s popular with development teams who need to document agile workflows, code snippets, and technical procedures.

SharePoint: The Enterprise Portal

In contrast, SharePoint software shines in broader business scenarios. It’s perfect for companies that want to create robust intranet portals, integrate with Microsoft 365, and build custom applications using Power Platform.

When comparing Confluence vs SharePoint, it’s clear that each platform has its own strengths depending on your business needs.

SharePoint is deeply integrated into the Microsoft 365 ecosystem, making it the natural choice for organisations already using tools like Outlook, Teams, and Power Apps. It excels in document management, enterprise-grade compliance, and the creation of structured intranet portals. With high levels of customisation and flexibility, SharePoint is ideal for organisations that need robust workflows, access control, and seamless integration across departments.

On the other hand, Confluence is part of the Atlassian stack and is better suited for teams—especially developers—who need a lightweight, wiki-style workspace to document processes, meeting notes, or technical content. While it's great for knowledge sharing and integrates well with tools like Jira and Bitbucket, it lacks some of the more enterprise-level features and governance options that SharePoint offers.

If your organisation requires comprehensive compliance tools, custom application development, and tight integration with Microsoft services, SharePoint is the clear winner.

SharePoint On Premise vs SharePoint 365

Choosing between SharePoint on premise and SharePoint 365 depends on your business requirements, compliance standards, and IT capabilities.

SharePoint On Premise

SharePoint on premise refers to hosting the platform on your own servers. This is ideal for organisations that:

• Need full control over data and architecture
• Have strict regulatory requirements
• Prefer custom integrations

However, it comes with maintenance, updates, and infrastructure costs.

SharePoint 365 / SharePoint Office 365

SharePoint 365 is the cloud-based version included with Microsoft 365. Also referred to as SharePoint Office 365, it offers:

• Automatic updates and patches
• Seamless integration with cloud services
• Reduced infrastructure overhead
• Improved scalability

For most modern businesses, especially SMEs, 365 SharePoint offers more flexibility and lower total cost of ownership.

SharePoint Architecture: Understanding the Backbone

To truly harness the power of SharePoint, it helps to understand how it’s built. SharePoint architecture forms the backbone of the platform, determining how your data is stored, accessed, and shared across the organisation. While the end-user experience is seamless, the underlying structure is designed to provide scalability, security, and flexibility for businesses of all sizes.

Multi-Tier Architecture

SharePoint operates on a multi-tier architecture, typically divided into three main layers:

1. Web Front-End (WFE) Servers
   These servers handle user requests, rendering web pages, and processing interactions. Whether employees are accessing a document library, viewing a dashboard, or updating a workflow, the WFE servers ensure the interface is fast and responsive.
2. Application Servers
   The application layer powers SharePoint’s business logic. This includes search indexing, Excel Services, workflow engines, and integration with Microsoft Power Platform. Essentially, these servers make advanced functionality possible without overloading the user interface.
3. Database Servers
   At the core, SharePoint relies on SQL Server databases to store content, configuration, and user information. Proper database design and management are crucial for performance, reliability, and backup strategies.

SharePoint On Premise vs SharePoint 365 Architecture

The architecture differs depending on your deployment choice:

• SharePoint On Premise
  Organisations host the platform on their own servers, giving full control over configuration, customisation, and security. This setup is ideal for companies with strict regulatory requirements or complex integrations. However, it also requires dedicated IT resources for maintenance, patching, and scaling.
• SharePoint 365 (Cloud-Based)
  Microsoft hosts SharePoint in the cloud as part of Microsoft 365. The architecture is abstracted away, allowing businesses to focus on usage rather than infrastructure. Benefits include automatic updates, high availability, and seamless integration with cloud services like Teams, OneDrive, and Power Automate.

Why Architecture Matters

A well-planned architecture ensures:

• Scalability: As your business grows, SharePoint can handle more users, documents, and workflows without slowing down.
• Security: Data is isolated, encrypted, and governed according to organisational policies.
• Performance: Properly configured layers prevent bottlenecks and ensure fast access to documents and portals.
• Maintainability: Clear architecture makes updates, customisation, and troubleshooting simpler and safer.

By understanding SharePoint’s architecture, organisations can make informed decisions about deployment, integrations, and long-term scalability. It also highlights why working with a SharePoint consultant is critical—optimising architecture from the outset can prevent costly issues down the line.

Why Work with a SharePoint Consultant?

Implementing SharePoint without expertise can lead to a disorganised mess—overly complicated site structures, poor user adoption, and weak governance.

That’s where a SharePoint consultant comes in. At NetMonkeys, our SharePoint consultancy services are designed to help you:

• Define a clear SharePoint strategy
• Build a user-friendly intranet tailored to your business
• Ensure compliance and security protocols are followed
• Migrate legacy systems into SharePoint
• Integrate with Power Automate and Power Apps

Working with an experienced SharePoint consultant helps you avoid costly mistakes, accelerate implementation, and boost ROI from day one.

SharePoint Site Examples That Inspire

Here are some curated SharePoint site examples to spark ideas:

1. HR Portal

Includes policy documents, onboarding workflows, training calendars, benefits information, and contact directories. All built with SharePoint 365 and Power Automate.

2. Sales & Marketing Hub

Houses sales decks, branding assets, campaign planning tools, and live dashboards. Integrated with Teams and Dynamics 365.

3. Project Management Portal

Tracks project stages, tasks, KPIs, and resource allocation. Custom lists, calendars, and Gantt charts are embedded directly into the site.

4. Company-Wide Intranet

A central hub featuring leadership announcements, event calendars, team pages, suggestion boxes, and an employee recognition wall.

These SharePoint site examples demonstrate the adaptability of SharePoint software to different teams and functions.

SharePoint in Specific Industries: Tailored Applications

One of SharePoint’s greatest strengths is its adaptability. While the platform provides a common foundation for document management, collaboration, and workflows, it can be customised to meet the unique requirements of different industries. Let’s explore how SharePoint software delivers value across various sectors.

Manufacturing

Manufacturers often deal with complex project documentation, regulatory compliance, and cross-department collaboration. SharePoint can serve as a central hub for:

• Storing engineering drawings, schematics, and product specifications
• Tracking quality assurance processes and audit logs
• Managing supplier and inventory documentation
• Collaborating across production, R&D, and quality teams

By using SharePoint, manufacturers reduce errors from misplaced files, streamline approvals, and maintain compliance with ISO and industry standards.

Professional Services

Firms in consulting, legal, and financial services handle high volumes of sensitive client information. SharePoint enables:

• Secure storage and organisation of client files and contracts
• Project-based portals with timelines, deliverables, and milestones
• Role-based access to ensure confidentiality
• Integration with Outlook, Teams, and Dynamics 365 for seamless client communication

This tailored approach enhances collaboration across teams while maintaining strict governance and auditability.

Education

Schools, colleges, and universities benefit from SharePoint as a digital learning and administrative hub:

• Centralised repositories for course materials, lesson plans, and assignments
• Onboarding portals for new staff and students
• Calendars for academic schedules, exams, and events
• Collaborative spaces for faculty, administration, and student groups

SharePoint helps educational institutions improve access to resources and streamline administrative processes, creating a better learning environment.

Healthcare

Healthcare organisations face stringent compliance and data security requirements. SharePoint can be customised for:

• Patient data governance in line with HIPAA/GDPR
• Storing clinical guidelines, protocols, and research documentation
• Department-specific portals for nursing, administration, and medical staff
• Workflow automation for patient referrals, approvals, and reporting

With SharePoint, healthcare providers can maintain high standards of data security while enabling efficient team collaboration.

Logistics and Distribution

In logistics, where timely communication and accurate documentation are critical, SharePoint helps organisations:

• Manage shipment documentation and compliance records
• Track inventory and delivery schedules across multiple sites
• Create collaborative portals for warehouse, operations, and sales teams
• Automate notifications and approval workflows for faster decision-making

This ensures smoother operations, fewer delays, and better visibility across the supply chain.

Why It Matters
These examples show that SharePoint isn’t a one-size-fits-all tool. With expert guidance from a SharePoint consultant, organisations can tailor sites, document libraries, workflows, and dashboards to meet their exact operational needs—boosting productivity, ensuring compliance, and driving user adoption across the business.

SharePoint Software & Features You Should Use

Microsoft SharePoint offers a wide range of features, many of which are underused. Here's what you should be leveraging:

• Document Libraries with version control
• Metadata and tagging for powerful search
• Workflows using Power Automate
• Custom lists and forms via Power Apps
• Security trimming to manage access levels
• Teams integration for contextual collaboration
• Hub sites to unify multiple departments
• Modern web parts like quick links, hero banners, and news feeds

Whether you’re using SharePoint on premise or SharePoint 365, the functionality is vast. Our SharePoint consultancy team at NetMonkeys can help you uncover what works best for your unique business.

Governance, Security & Compliance in SharePoint

Managing a growing volume of business data requires strict governance. With Microsoft SharePoint, especially SharePoint 365, you benefit from:

• Data Loss Prevention (DLP)
• Information Rights Management (IRM)
• Multi-Factor Authentication
• eDiscovery capabilities
• Audit trails and version history

NetMonkeys’ SharePoint consultants work closely with businesses to design governance frameworks that align with ISO, GDPR, and industry-specific regulations.

When to Invest in SharePoint Consultancy

Many organisations try a DIY approach with SharePoint, only to find it underused or misconfigured. If any of the following sound familiar, it’s time to bring in a SharePoint consultant:

• “Our SharePoint site is hard to navigate.”
• “Staff keep using email or Teams instead.”
• “We’re not sure how to integrate SharePoint with Power Apps.”
• “Compliance teams need stricter document controls.”
• “We’ve outgrown our current intranet.”

Our SharePoint consultancy at NetMonkeys is designed to guide you from initial planning through launch and optimisation.

SharePoint and the Future of the Digital Workplace

As businesses shift to hybrid and remote models, platforms like SharePoint Office 365 have become critical for keeping employees connected.

The evolution of 365 SharePoint now includes AI features, such as:

• Suggested files and links
• Automated metadata tagging
• Smart search using Microsoft Graph

Combined with Viva, Power Platform, and Teams, SharePoint software is no longer just a document library—it’s your organisation’s digital headquarters.

Your Next Step with SharePoint

If you're considering an upgrade to your intranet or looking for more structure in your collaboration tools, Microsoft SharePoint should be at the top of your list.

Whether you need:

• A custom-built SharePoint 365 site
• A migration from SharePoint on premise
• Help deciding between Confluence vs SharePoint
• Guidance from a reliable SharePoint consultancy
• Or just an inspiring example of SharePoint intranet for your sector…

…NetMonkeys is here to help.

We’ve delivered powerful intranet and collaboration platforms for organisations across industries—from manufacturing and logistics to professional services and education.

Work With NetMonkeys

Want to see what SharePoint can really do? Let’s talk.

Our experienced SharePoint consultants will show you what’s possible, provide tailored SharePoint site examples, and help you maximise your investment in SharePoint software.

Contact us today and transform your business with 365 SharePoint.