All small businesses develop and receive internal and external documents.  Examples of internal documents include:

  • Job descriptions.
  • Performance reviews.
  • Policy statements.
  • Financial and accounting reports.
  • Sales and marketing collateral.
  • Time and Expense reports.

Examples of external documents include:

  • Customer invoices.
  • Vendor shipping documents and billings.
  • Governmental forms and filings.
  • Banking documents.
  • Proposals and Quotes.

You can set up workflows within SharePoint to match your organization’s review and approval processes. This can be as simple as either establishing an overall workflow for all documents or specific workflows by each type of document. To illustrate, if your firm requires that a proposal must be reviewed by the manager responsible for delivering the service and also by accounting, you can set up a workflow for routing the proposal to accounting and then sending it to the manger for review. The manager can view any remarks added by accounting and then add their own.  They can route the proposal back to the staff member that developed it so it can be finalized and then sent back through the process for final review and approval.  Email alters and due dates can be added to ensure timely reviews and also track its status.  You can even add a step for the customer to be sent the deliverable for their review and set a follow up date to review their comments.

Most firms can improve efficiency by implementing SharePoint workflows since time spent looking for documents and determining their status would be greatly reduced.  Also since SharePoint is web based, documents can be developed, reviewed and approved remotely, no more waiting until a particular person is in the office to get the document “out the door”.

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