Navigating the SharePoint Decision
Have you ever felt the need to install a system that eases collaboration and document management? You might be thinking about a tool to give your business these basics. A single system is enough that can be the backbone of a team’s output.
So, to not let the team get scattered while working across different time zones, regions and devices, you can use MS SharePoint! However, the confusion still remains: What SharePoint platform should you pick as per your business needs?
Why SharePoint In Particular?
Till today and for all times to come, SharePoint acts as the most useful collaboration and document management platform. We can not deny the fact that Microsoft itself acts as a strong solution for many companies.
Nevertheless, the confusion between SharePoint Online and SharePoint On-Premises can be a challenge for your business. Both of the frameworks have pros and cons. So, selecting the right one can greatly impact your organization’s overall effectiveness.
In this detailed blog, we will discover the main differences between Microsoft SharePoint Online Services and SharePoint On-Premises. Businesses of all sizes can benefit from this comparison and will support in steering the decision-making process.
Understanding SharePoint – A Brief Overview
Microsoft SharePoint Platform is a collaboration tool that businesses use to manage documents, communicate on projects, share information and build websites. It is an all-in-one solution to manage and share content within an organization to the nines!
Common Use Cases:
- Team Collaboration: SharePoint Online provides teams to build spaces to share and store important information especially editing of documents and useful collaboration.
- Intranet Portals: The intranet portal is one of the major features of SharePoint. They are developed by SharePoint for the purposes of communications, statements and HR sources.
- Document Management: SharePoint Online provides powerful tools for managing documents, including version control, metadata tagging, and stable storage.
- Enterprise Content Management (ECM): Businesses use SharePoint to execute document retention policies, manage workflows, and ensure agreement with industry standards.
The Evolution of SharePoint
In the past, SharePoint served as a traditional On-premises solution. The businesses had to install and upkeep their own infrastructure. With Cloud-computing, Microsoft introduced MS SharePoint Online. It turned out to be one of the handy frameworks of Microsoft 365 suite. The move from on-premises to Online had been a major game changer. It changed the way organizations collaborate and manage documents. When businesses experienced this shift, the experts were happy to discover less dependence on hardware and find new ways to access data. Further it means that the businesses can make most of the ongoing creativity, safety updates and simple incorporation of SharePoint with Teams, OneDrive and Outlook.
Key Differences Between SharePoint Online and On-Premises
Picking customized SharePoint Online or SharePoint on-premises can turn out to be a difficult choice because each has pros and cons. The key differences between them decide how each is utilized. Let’s explore them:
Deployment
- SharePoint Online: SharePoint online is introduced by Microsoft as a vital factor of MS 365 Suite. So, your business can be at ease because SharePoint Online consultant manages everything under the framework of Cloud.
- SharePoint On-Premises: SharePoint On-Premises can be connected, managed and upkeep by your company’s IT team. With this, you can take care of all the setups of servers, ways to set up networks and troubleshooting too.
Maintenance & Updates
- SharePoint Online: MS SharePoint Online manages the upkeep, update and safety patches. So, you don’t have to hire your IT team towards this. The automatic system of maintenance is well-aligned.
- SharePoint On-Premises: SharePoint On-Premises needs manual updates. So, it can be an extra burden on your team. There are many chances of missed updates too.
Infrastructure & Hardware
- SharePoint Online: With SharePoint Online, there is no need to have physical servers. Being a cloud-centric framework, companies have a great chance to let go of heavy costs of maintaining hardware. There is also no need for any IT support team all the time because Microsoft SharePoint Online services give the best!
- SharePoint On-Premises: SharePoint On-Premises can be troublesome as it needs heavy investment on its servers, storage and networking infrastructure. Moreover, your business will also be held responsible to maintain and upgrade these systems timely.
Customization & Control
- SharePoint Online: SharePoint Online’s structure is restricted and doesn’t encourage customization. These limitations are on server-side. It also means that a few advanced features cannot be gained access to.
- SharePoint On-Premises: SharePoint On-Premises offers complete adaptability related to SharePoint’s environment of your business. Companies can create custom features, incorporate third-party apps and refine the entire platform to meet the business needs.
Benefits of SharePoint Online
SharePoint Online is cloud-powered so it offers businesses great benefits. The businesses can achieve scalability, cost-effectiveness and simplified IT processes. Thanks to the expertise of a reliable SharePoint Online Company!
Scalability and Flexibility
With SharePoint Online, scalability and flexibility can be achieved without executing extra hardware investments. Scaling in the cloud set up is convenient and affordable.
- Remote Work Enablement: Teams can utilize SharePoint Online while working remotely. It can be accessed from anywhere, at any device or time. It is the best for organizations that operate on hybrid or remote basis.
Cost Efficiency
- Reduced IT Overhead: Microsoft is well known for handling upkeep, safety patches and updates with Microsoft SharePoint Platform. This way, you don’t have to employ your internal IT team. Hence, you can avail long-term savings.
- No Upfront Capital: SharePoint Online doesn’t cost anything extra. In fact, the business that uses it can pay according to the utilization. It is known as the subscription-based model. So, you don’t have to pay extra for hardware, software, software licenses, IT set up and so on.
Security & Compliance
The SharePoint Online provides strong protection feature to protect sensitive data such as:
- Data Encryption: All the data is encrypted to protect data.
- Multi-Factor Authentication (MFA): MFA improves security of login by providing a double layer of verification.
- Advanced Threat Protection: The advanced threat protection features offer shield against harmful activities.
- Compliance: SharePoint Online works in accordance with worldwide laws of compliance.
SharePoint Online is great for businesses that require strict regulatory needs.
Automatic Updates & Innovation
With SharePoint Online, you don’t have to worry about the integration of the latest features. The platform upgrades itself with patches and safety improvements. To make it easier, these updates are employed on their own. This ensures that businesses have access to the modern tools and frameworks customized SharePoint Online.
- AI & Machine Learning: Microsoft works with AI-centric abilities which can surely help the present day workplaces improve collaboration and have access to data-driven insights.
Integration with Microsoft 365
SharePoint Online partners well with the Microsoft 365 ecosystem. Factually, it is advantageous for businesses that want to link MS SharePoint Online with Teams, OneDrive, Outlook and PowerBI.
Benefits of SharePoint On-Premises
We can compare the functionalities of SharePoint Online with that of SharePoint On-Premises. SharePoint Online has many advantages according to the modern needs of the business. But SharePoint On-Premises provides customization and adequate control over functionality as per the needs.
Full Control Over Data & Infrastructure
Are you in search of a platform that offers you complete control over the infrastructure? Look no further, SharePoint On-Premises gives its best for the businesses that focus on great regulations and data protection measures. This way you can keep everything within your control!
Customization and Flexibility
Companies that function on complex workflows find SharePoint On-Premises a great choice for flexibility and customization. This is how it goes:
- Server-Side Code: With Server-Side Code, businesses can create advanced custom solutions, incorporate third-party apps and completely modify the entire platform.
- Legacy System Integration: The synergy of legacy enterprise systems and SharePoint On-Premises enlightens the organizations that deploy them. Usually, these organizations are dependent on older systems.
Better for Highly Regulated Industries
Industries like healthcare, finance and government require strict compliance and data privacy. So, SharePoint On-Premises serve the purpose right as a Microsoft SharePoint platform. While controlling the environment, it becomes easy to execute custom safety measures and make sure that the system aligns with the changing protocols. It is the opposite of customized SharePoint Online.
Comparing Cost Considerations
Initial Investment vs. Ongoing Costs
- SharePoint Online: It is subscription-based and has lower costs but has monthly or annual fees.
- SharePoint On-Premises: There is a need to make great investment in software, hardware and IT resources for infrastructure and continuous support systems.
Hidden Costs
- SharePoint Online: When your business grows, the costs of Microsoft SharePoint Online services also increase because of the subscription-based model. There are additional costs of user licenses, storage or even the premium features that can be costly.
- SharePoint On-Premises: With SharePoint On-Premises, there are hidden costs that can be problematic for organizations deploying it.
Cost Predictability
- SharePoint Online: Microsoft SharePoint Online offers a deep insight of costs because of a subscription model. The user is aware of the spending and pays according to it.
- SharePoint On-Premises: In SharePoint On-Premises, the costs can differ because of changes in the infrastructure or in case there are any upgrades.
Performance and Reliability
SharePoint Online
- High Availability: Customized SharePoint Online is built on MS global data centers. Without any doubt, SharePoint Online promises rich adaptability and availability.
- Disaster Recovery: For the purpose of disaster recovery, there is a need to automate backup solutions. This promises that the data is available and can be recovered if needed.
SharePoint On-Premises
- Performance Dependent on Internal Infrastructure: If you have an underperforming infrastructure, it is most likely that SharePoint On-Premises will also underperform.
- Backup & Recovery: SharePoint On-Premises don’t automate back and recovery in the event of disaster recovery. Moreover, the team should also manage downtime on its own.
Security Considerations
SharePoint Online
- Comprehensive Security: SharePoint Online provides the security features powered by Microsoft. The most common features are encryption, multi-factor authentication and ongoing upkeep.
- Data Privacy Concerns: An intelligent SharePoint Online company knows that cloud offers great safety. So, if you are a business that deals in sensitive data, you might question about storing off-site data.
SharePoint On-Premises
- Control Over Security: SharePoint On-Premises lets you have complete control over the safety protocols that your organization follows. The prime purpose is that these protocols should match your business needs.
- Ongoing Management: Ongoing management is one of the handy features of SharePoint On-Premises. This adds to patching vulnerabilities and addressing the developing threats.
Migration & Adoption
Migrating to SharePoint Online
When SharePoint On-Premises migrates to MS SharePoint Online, things can become complex. To ease the entire process, SharePoint Migration and third-party tools are there. However, the process needs smart planning to make sure that data meets safety standards.
Adoption & Training
- SharePoint Online: Personalized SharePoint Online is easy to adopt as a Microsoft SharePoint platform because it has an easy-to-use interface. Your team workers can also access it from any location and at any time. Also, there is no need to train the staff of organizations whose staff is less experienced with Microsoft 365.
- SharePoint On-Premises: SharePoint On-Premises can be complex because of complex training needs with a focus on customizations.
Making the Decision – What’s Best for Your Business?
The decision between SharePoint Online and SharePoint On-Premises depends on several factors:
Factors to Consider:
- Business Size & Growth: Microsoft SharePoint Online can be great for smaller businesses. It is because the platform is easy to use and is scalable. Whereas larger enterprises find SharePoint On-Premises useful to access more control.
- Industry Requirements: The industry needs to trust SharePoint On-Premises because of the control offered by it.
- Budget & IT Resources: Many organizations utilize restricted IT staff or may be subject to budget constraints. So, Customized SharePoint Online turns out to be more affordable.
- Customization Needs: If your organization is looking for personalized workflows, then SharePoint On-Premises should be your pick!
- Remote Work Needs: Organizations that have teams working from many locations can opt for SharePoint Online as it provides convenient access irrespective of the location.
Hiring a Reliable SharePoint Partner: Your Key to Success with SharePoint Online & On-Premises
When you plan to implement Microsoft’s SharePoint Platform such as SharePoint Online or On-Premises, it is crucial to pick the right partner! If you are migrating to the cloud, a reliable SharePoint Online Company is much needed. A streamlined journey is ensured that promises to optimize your set-up and provide constant support as well.
A proven track record can be one of the factors to determine hiring a trustworthy SharePoint partner. That company should have experience and expertise in both SharePoint On-Premises and Online.
The entire process of migration should be well-explained by them, backed by customized workflows and a promise to give training to users if needed. Above all, a reliable partner will first understand your business needs and alter the SharePoint execution strategy as needed.
With the right partner at your disposal, you can walk through SharePoint’s complexities with ease, but it becomes easy to materialize SharePoint to the fullest as well. So, unlock the true potential of SharePoint platforms and hire an experienced, reliable partner! NGS Solution is right there to guide you at every step!
Conclusion
Whether you choose to have Microsoft SharePoint Online Services or utilize SharePoint On-Premises, the selection of either of them requires a deep research on a few things. These aspects include your organization’s goals, budget and long-term objectives.
Customized SharePoint Online has a backpack which is feature-rich and provides adaptability, scalability and affordability. On the other hand, SharePoint On-Premises provides customization, safety and greater control over your business operations.
A solid piece of advice: Take enough time to first understand the unique requirement of your business and pick the most suitable SharePoint platform. Don’t hesitate to seek guidance from an expert SharePoint consultant who can help you all the way to make the right decision!
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