Simplifying ERP Processes: Map the Way with a Microsoft 365 Information Architecture

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With so many options, if your approach isn’t well thought out, you may face operational inefficiencies that stifle productivity and teamwork. Handle financials, manufacturing, operations, human resources, sales, marketing –and everything else in between– and do it well! Make your Microsoft Dynamics 365 ERP processes work in tandem with other Office 365 applications. Simplify business processes through open communication and collaboration with your Information Architecture Map from JourneyTEAM. 

 

Microsoft Dynamics 365, Office 365: SharePoint, Teams, Outlook, OneDrive for Business, and other Microsoft applications stand out among the top options available to organize enterprise operations. But it’s not uncommon for companies to unknowingly use Microsoft solutions in inefficient ways. For example, OneDrive is a cloud storage and file-sharing application, but it is not intended to be the best tool for collaboration. If teamwork at your organization lives in OneDrive, then you could be missing out on opportunities to leverage powerful tools like SharePoint and Teams to build a collaborative culture through effective intranets, workspaces, and centralized communication.  

 

 

 

Even with the best of intentions, problems can arise when data organization across the business lacks consistency and logic. Creating greater structure around your Information Architecture may be the best answer. Whether you’re a startup looking to strategize and create an Information Architecture for the first time, or you’re well-established but need to revisit the drawing board – it’s never too late to start down the right path.  

 

Engage help from JourneyTEAM. We work with you to thoroughly analyze your business; identify the ways you communicate, and how your data is organized. We map out exactly what Microsoft 365 and Office 365 solutions you need for interactions/communications, and knowledge management of your documents.  

 

First, you need to define how all the content and communication platforms are used at your organization and assess how they can be leveraged: 

  1. Organizational Content & Communication  
  2. Ad-Hoc Conversations 
  3. Individual 
  4. Collaboration Groups 

 

1. Organizational Content and Communication 

An exceptionally effective source for organizational content and communication is a SharePoint intranet. Your intranet is intended to serve as a primary source of corporate-approved, company-wide internal communications, while also serving departments or divisions with individual sites for collaboration or knowledgebases. Standard operating procedures can formalize distribution to the appropriate audiences and structure where content should be published.  

 

Another common area where organizational content may be stored and shared internally includes specific drives for specific audiences, distinguished by a letter-system, for example, S: for Sales, or H: for Human Resources. This system of organization can be brought into a new Information Architecture, maintaining the familiarity of a known method at your organization. 

 

 

2. Ad-Hoc and Individual Conversations 

Chat, file sharing, screen sharing, emails, co-authoring, and meetings are different examples of ad-hoc conversations. OneDrive for Business falls under “individual” collaboration in the Microsoft 365 ecosystem. Other individual communication tools include email, chat, and calendar.  

 

When creating a strategy around your information architecture, it’s important to still promote opportunities for these day-to-day interactions to occur naturally, while ensuring that your teams know when to engage in greater collaboration opportunities through Microsoft Teams or SharePoint 

 

3. Collaboration Groups 

Based on the admin setup and permissions in place, it’s possible that any licensed user at your organization could unknowingly create an entire Office 365 group simply by creating a new team in Microsoft Teams. This is one of several ways groups can be created unintentionally.  

 

Your Microsoft 365 groups should represent your organization. A clean list of groups allows you to onboard new employees with the correct access the first time, and ensure your existing employees always have the access to everything they need.  

 

Some other potential areas where file-sharing and collaboration may happen that would benefit from an evaluation include communities, internal and external workspaces, clients, projects, and more.  

 

 

4. A Helping Hand from the Experts 

As described above, JourneyTEAM, a Microsoft Gold Certified Partner,now offers a service designed to thoroughly evaluate your organization’s use of Microsoft 365 applications for document storage, communication, and collaboration. Based on our findings, we will work with you to create a plan that will help you develop an Information Architecture that streamlines your operations and bolsters connections. 

 

Get Started with JourneyTEAM 

JourneyTEAM was recently awarded Microsoft US Partner of the Year for Dynamics 365 Customer Engagement (Media & Communications) and the Microsoft Eagle Crystal trophy as a top 5 partner for Dynamics 365 Business Central software implementations. Let JourneyTEAM help guide you in the effort to structure your Information ArchitectureContact JourneyTEAM today! 

 

NEXT STEPS:

  1. Talk with a JourneyTEAM trusted advisor
  2. Implement your world-class Information Architecture
  3. Unleash your organization's potential with new streamlined capabilities

 


Article by: Jenn Alba - Marketing Manager - 801.938.7816

JourneyTEAM experts know your pain points because we have been where you are. We know the best routes to success. Our guidance means you start ahead and avoid making inexperienced mistakes. We are an award-winning consulting firm with proven and measurable results. We take Microsoft technologies including Dynamics 365, SharePoint intranet, Office 365, Azure, CRM, GP, NAV, SL, AX, and customize them into one working solution for you. Our team has trusted Microsoft Gold certified consultants that dive deep into the dynamics of your organization and solve your complex issues. Get solutions for sales, marketing, productivity, collaboration, analytics, accounting, security, and more. Specialized industry experience: Manufacturing | Finance | Media & Communications | Healthcare
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