Artificial intelligence (AI) is no longer an exclusive tool for large corporations with vast resources and dedicated data science teams. Today, small and midsize businesses (SMBs) can also harness AI to streamline operations, uncover insights, and make smarter decisions—provided they have the right foundation. One of the most accessible and effective platforms to lay this groundwork is Microsoft SharePoint.
Why Choose SharePoint?
SharePoint, originally designed as a document and collaboration management platform, has evolved into a powerful digital workspace and data repository. For SMBs embarking on their AI journey, SharePoint serves as both a centralized data hub and a governance framework, offering the structure and security that AI tools require.
Key benefits include:
- Centralized Information Management SharePoint organizes files, emails, and team knowledge into a single, cohesive system.
- Seamless Microsoft 365 Integration It connects effortlessly with tools like Power BI, Microsoft 365 Copilot, and Teams, making data more actionable.
- Scalability and Cost-Effectiveness SMBs can start small and expand as their AI needs grow, avoiding expensive infrastructure investments.
Preparing Your Data with SharePoint
AI is only as effective as the data it relies on. Many SMBs overlook the importance of data readiness—ensuring their information is accurate, well-organized, and easily accessible. SharePoint can help businesses achieve this in several ways:
1. Organize Content Strategically
Leverage SharePoint’s metadata, document libraries, and content types to create structured repositories. This allows AI tools like Microsoft 365 Copilot or Power BI to quickly locate and analyze data without sifting through cluttered folders.
Pro Tip: Establish consistent naming conventions and metadata tags across departments (e.g., “Client_Contracts_Region_Year”) to make filtering and searching seamless.
2. Enhance Search and Discovery
SharePoint’s AI-powered search capabilities make it easy to find the right information. By tagging and permissioning documents properly, both employees and AI tools can locate data faster.
3. Maintain Data Quality
Encourage regular document reviews and updates. Use SharePoint workflows to track document lifecycles, flag outdated files, and ensure a single source of truth.
Building a Strong Data Governance Framework
Before applying AI to your data, it’s essential to establish governance policies—rules that define how data is accessed, modified, and used. SharePoint offers built-in tools to simplify governance for SMBs.
1. Manage Permissions and Access
SharePoint’s granular permission settings allow you to control access at the site, library, or document level. This ensures that sensitive data is protected and that AI tools only analyze authorized information.
2. Track Versions and Activity
With automatic version control and audit trails, SharePoint provides transparency into how data evolves. This is crucial for maintaining compliance and building trust in AI-driven insights.
3. Automate Retention and Compliance
Define how long data should be retained, archived, or deleted. SharePoint’s retention labels and policies help automate these processes, ensuring compliance with regulations like GDPR or CCPA.
4. Protect Sensitive Data
Integrate Microsoft Purview with SharePoint to label and safeguard sensitive information, such as financial records or customer data. This ensures that confidential information is handled appropriately, even when shared across AI tools.
Unlocking AI Capabilities in the Microsoft Ecosystem
Once your SharePoint environment is well-structured and governed, you can begin integrating AI tools to enhance productivity and decision-making. By combining the tools below, SMBs can create an AI-powered ecosystem that drives efficiency and innovation—without the need for a dedicated data science team or custom AI infrastructure.
Microsoft 365 Copilot Summarize documents, draft proposals, and generate insights directly within Word, Excel, and Teams using SharePoint data.
Power BI Analyze structured SharePoint lists and libraries to uncover trends, performance metrics, and customer insights.
Power Automate Apply AI models to SharePoint workflows, automating tasks like approvals, data extraction, and content classification.
Key Takeaways for SMBs
- Start with Clean, Centralized Data Use SharePoint as your single source of truth before introducing AI tools.
- Prioritize Governance Implement permissions, version control, and retention policies to protect your data and your business.
- Leverage Existing Tools The Microsoft 365 ecosystem offers AI-ready solutions that integrate seamlessly with SharePoint.
- Plan for Growth SharePoint’s scalability ensures that your AI capabilities can expand as your business and data grow.
Don’t Start Your AI Journey Alone
For SMBs starting their AI journey, the first step isn’t investing in a complex AI platform—it’s organizing and governing your data. SharePoint provides an accessible, secure, and scalable foundation to do just that. By focusing on data readiness and governance today, small and midsize businesses can unlock AI’s transformative potential tomorrow—turning information into actionable intelligence and driving growth through smarter decision-making.
Book a FREE Sharepoint Evaluation with My Resource Partners. We’ll start with evaluating what data resources you would like to provide your team. Then we’ll work with your team to craft a customized AI Roadmap. With your roadmap in place, our advisors can quickly connect you with SharePoint developers that match your needs and budget.
The added advantage: Through My Resource Partners’ national wholesale network, you can expect to save 35% versus going direct.
