A lot of organizations that are using SharePoint, are struggling with SharePoint low user adoption among the light IT users. This could be sales reps., drivers, retail workers, office workers etc. and often these user groups represent a large part of the organization, nominally.
Shadow IT and sensitive personal information
Popular tools for these groups are 3rd party file sharing services like Dropbox, Google Drive etc. where the user experience is easy and straightforward. The drawback of these services, when not authorized by IT, is that they all represent so-called shadow IT. Shadow IT is considered all unauthorized systems, services or apps that are being used for corporate purposes without the consent of the IT department.
Shadow IT is one of the hottest topics these days, when organizations around the globe are preparing for the European General Data Protection Regulation (GDPR) to come into effect as of May 25th, 2018. This regulation, among other topics, controls how organizations must be storing and handling sensitive personal information. The worst case scenario not to comply with GDPR will result in fines up to 20 mill. EUR/ 24 mill. USD. So understandably, organizations are taking this matter quite seriously.
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Not complying with GDPR may result in fines up to 20 mill. EUR/ 24 mill. USD
Beware of GDPR
A cornerstone in complying with GDPR is to get any organization’s users to use the same systems and keep using them. Simple as it may sound, it often turns out to be anything but.
One of the most used systems for storing data is SharePoint. SharePoint is often chosen by the IT department for its outstanding governance and user administration. On the other hand, the users have often left adrift, since SharePoint can be hard to master. This leaves the organization in the limbo between having chosen the right system from a technical standpoint, but the very wrong system from a usability standpoint. The result of this is often massive shadow IT issues when users find their own ways and systems to avoid working in SharePoint.
Bridging the gap with an extra UI
To bridge the gap between how SharePoint works, and what light IT users are capable of, there are now user interfaces in the market that will fill exactly that gap. The companies behind the best user interfaces acknowledges the fact that the users need a familiar and highly intuitive user interface. Otherwise, they will take their data somewhere else, like Dropbox. GDPR will not like that and it doesn’t matter if you are based inside or outside of the EU, as long as you are doing business within the EU. The user interface might present SharePoint content in a navigational logic like Facebook with file-explorer. This way the users will never actually meet native SharePoint but will be working with SharePoint content through a familiar and intuitive user interface.
Now the organization will have the best of both worlds. SharePoint to administer content, users, and settings as well as a user interface that the users can actually operate. When users have an easy and straightforward user interface, they will no longer have any reason to use Dropbox or other 3rd party file sharing services.
Data stays in Office 365 / SharePoint Online at all times, making SimplySo perfect as a UI for all users in a small organization or as an additional UI for certain user groups in larger organizations. It’s simple.