Real-Time Document Control with SharePoint
Shield Batteries is a UK manufacturer and distributor of batteries and associated products, supporting sectors including automotive, rail, agriculture, marine and oil and gas.
The business needed a better way to share accurate documents across multiple sites, with real-time access, version control and secure permissions.
Qi designed and implemented a SharePoint environment aligned with Shield’s team structure, with clear access rights, testing, and staff training. The result was easier document sharing, improved confidence in live information and a 15% increase in staff efficiency.
The Challenge
Shield were using a central server to store files and information which were emailed to satellite offices when required. The risk of this practice is that old versions could be used — for example, out-of-date price lists and stock lists.
Remote sites were sending updates back to Head Office but were from time to time not applied to the central server. Sales staff and directors out of the office needed to access accurate, real time documents reliably, from tablets, iPads and mobile phones, without having to ask for a copy to be emailed. From time to time remote staff would need to work on documents offline, but in the knowledge that once they had internet access, updates would be automatically applied.
Shield needed a document storage infrastructure so that the various sites could share documents in real time, with the ability to collaboratively edit during management meetings. Policies needed to be robust to ensure staff had the correct level of access and editing rights.
The Solution
After careful discussion and planning with Qi, a SharePoint Project that met their needs was scoped and agreed.
Shield’s SharePoint environment was not to take the form of a traditional ‘library’ but instead would be formed of separate SharePoint sites centred on an organisational team structure. This ensured that permissions for individuals could be created across the team structure and that the correct information was published to the relevant team’s site.
Following a rigorous trial and staff feedback period in a test environment, structured training was delivered using a Learning Leader culture. Shield learning leaders were then able to train across the divisions in readiness for Go Live.
The Outcome
15% increased staff efficiency from working on accurate, real time documentation in SharePoint.
The workload of all divisions was eased as documents no longer had to be requested and sent as email attachments. Sales staff can now sell confidently knowing that the stock information they have is correct. Brochures, price lists and specification details are now readily available, and the versions shared with customers are always the latest.
Company directors can now access business information from multiple devices in real time, without having to copy information from one device to another.
