For law firms, SharePoint is an invaluable document management tool. It comes bundled with most Microsoft 365 plans, making it extremely convenient, and the solutions it offers can vastly improve workflows and collaboration. There is only one hurdle to clear: configuration and maintenance. And all too often, this is where things go very wrong.
The reason for these problems is simple. Well-intentioned staff and leaders try to manage SharePoint document management processes alone, convinced that it can’t be all that difficult. Before they have even noticed the steady stream of issues cropping up, the situation has spiralled completely out of control. Suddenly, their document management system is even worse than before, important files have gone missing, and clients are getting frustrated.
But why does this happen? What are the fatal flaws of a do-it-yourself approach – and are they really unavoidable?
The Set-and-Forget Myth
Many are under the impression that Microsoft products are designed to be “set-and-forget” – that is, you simply install them and then use them. While this might work well enough for an individual on their personal computer, it creates problems for businesses. Microsoft’s solutions are built with customisability in mind. Their goal is that you will configure each platform to your exact needs, providing you with the perfect solution. This is particularly critical for SharePoint, which relies heavily on customisation. Many crucial features, such as version control, are not even enabled by default.
This means that if you install it and get right to work, you are wasting a significant amount of the product’s value. Unfortunately, this is difficult to prevent when managing SharePoint internally. It’s a complex platform that cannot be learned quickly, requiring either dedicated IT staff or a lengthy training process. Neither of these are conducive to the heavy, time-sensitive workloads at most law firms. Unless you can afford to spend thousands of dollars and many hours solving this problem, you simply won’t have the capacity to make the most of SharePoint solutions.
What Really Happens Behind the Scenes
An effective document management system is far more complex than it looks. In reality, the technology itself is only half the equation. In addition to using the right solution, you need to implement the right strategy. Behind every secure and efficient setup is a carefully built web of rules, integrations, systems, and policies that keep everything running smoothly. Without this additional work, SharePoint won’t do much to address your needs.
Can you do it yourself? In theory, yes. In practice, you will quickly fall victim to the same problems that hamper setup and configuration. These tasks require a significant amount of time. In regards to maintenance work, it is not a once-off but an ongoing commitment. You will need in-depth knowledge about SharePoint, how it works, and how to make it work best for your firm. If your business is on the smaller side, you’re unlikely to have all of these resources available in-house.
The Consequences of Neglected Security
Cyber security is not an area you can afford to get wrong. The smallest error can result in large gaps, providing threat actors with the perfect opportunity to strike. The consequences of a breach could be disastrous:
- Legal: Audits, fines, and other penalties for misuse of personal data
- Financial: The costs associated with recovery, improvements, lost clients, and possibly lawsuits
- Operational: Hours of downtime while the problem is resolved
- Social: A damaged reputation that will be difficult to rebuild
A SharePoint consultant can provide guidance on how best to ensure data security, protecting your stored information and reducing the risk of these negative outcomes. If you choose to manage it internally, you forsake this expertise. This might be fine, if you know what you’re doing. But if you don’t, it could cost your entire firm.
Why You Should Leave It to a SharePoint Consultant
The DIY myth is intoxicating, and consistently reinforced with how-to guides found all over the internet. It is attractive to think you can do everything yourself and save the money you would otherwise spend on outsourcing. For some businesses, that approach can be sufficient. But law firms are unique, and require a more careful strategy. In a highly regulated industry, with clients and the government constantly watching, you cannot afford to make the same mistakes that another business might get away with. You may not be given a second chance.
SharePoint consultants are document management experts with years of experience at their backs. They know the platform inside and out, they understand the requirements your firm must meet, and – most importantly – they have the manpower to make it happen. They provide all of this to you for a simple monthly fee, making budgeting easy and stress-free. Compare this to the alternative: salaries, benefits, and equipment for new staff members, the potential expenses of training existing employees, and in the worst-case scenario, the cost of a cyber-attack.
It quickly becomes clear why outsourcing makes more sense than buying into the DIY trap.
Why Platform 24?
Platform 24’s approach is simple but powerful. Our clients don’t need to concern themselves with setup, maintenance, or even security. With our MacroView-powered solutions, SharePoint finally works the way it should:
- Documents are easy to file and find, with all necessary metadata in place.
- Your entire document management system follows best practices, keeping sensitive information safe and your firm compliant.
- Smooth integrations keep your IT infrastructure connected, letting data flow naturally across the firm.
- Accurate versioning means you can rest assured that every change is tracked – and every document is recoverable.
- Your setup is designed for your needs, not left on factory default settings.
- When the situation changes, your configurations change with you. No extra effort required.
- Your staff are fully supported during a crisis, with real-time assistance for any issues they encounter.
Step Away From DIY and Into a More Efficient Future
While the idea of being entirely self-sufficient is attractive, it can cause more trouble than it’s worth. There is nothing wrong with outsourcing to an expert, if that path is what will bring you the most efficiency and security. While there’s a misconception that it’s an unnecessary cost, the truth is that it might actually save your firm money that can then be spent on other important things. It will certainly save you (and your hardworking staff) the stress, additional work, and hours of troubleshooting involved with the DIY approach.
Are you ready to leave DIY behind and explore tailored SharePoint document management solutions? Speak to a consultant now to discuss your needs.
