If you're part of an organization's internal communications team (or just a very efficient team of one), you know how crucial it is to get information out into the business in an engaging way. Since the early 2000s, Microsoft SharePoint has been the best way to store, share, access, and organize business information, as well as a common platform for intranets. My first experience with SharePoint was with the 2007 version, and wow, much has changed since then.

That doesn't mean SharePoint wasn't due for more upgrades. Recently, Microsoft introduced three new SharePoint page features that will bring enormous value to internal communicators like you. 

In this post, I'll be taking a closer look at SharePoint pages co-authoring, content pane, and video pages.

SharePoint pages co-authoring

SharePoint page co-authoring is a new feature that allows multiple users to collaborate on SharePoint pages and news posts in real-time.

This update brings SharePoint in line with the functionality and co-authoring experience in other Microsoft products, such as Word and Excel, where team members have been able to simultaneously edit and update documents for quite some time.

This new feature will enhance teamwork by making it possible to get instant contributions and feedback.

Co-authoring in the real world

Imagine a marketing team working together to create a campaign page for a new product launch. With SharePoint's new page co-authoring capabilities, the team can simultaneously add content such as product descriptions, promotion images, and customer testimonials. The marketing manager can provide immediate feedback (according to Microsoft, inline page commenting is planned for a future release) and make real-time contributions. A game changer for creating a well-rounded and polished campaign!

Value for internal communicators:

  • Collaboration: Whether you're sitting a few desks over or spread across different continents, co-authoring makes seamless collaboration while you're creating content. There are no more delays while your content waits for input. All of this fosters a dynamic, interactive approach to creating intranet content.
  • Efficiency: With all that back-and-forth emailing and messaging falling by the wayside, you'll be able to streamline the content creation process. Need a quick turnaround? That's no problem with multiple users working simultaneously while updates and edits happen in real-time.
  • Consistency: Maintaining a consistent brand voice and messaging across content is crucial for internal communication. Co-authoring helps achieve this by allowing multiple contributors to edit and review simultaneously. This ensures that content is aligned with your organization's communications standards before you click publish.

SharePoint content pane

Another newly introduced feature is the SharePoint content pane. It provides a centralized space for all your content editing options on SharePoint pages and Viva Amplify. This pane consolidates various tools and options to make it more convenient for users to manage and customize page elements, such as web parts, stock images, and section templates, without navigating away from the editing interface. The content pane has been designed to enhance user experience by streamlining content authoring through easy-to-access tools.

Content pane in the real world

It's time for the HR department to update its internal policy page. The HR team can access and utilize all the tools they need to edit and adjust the page layout using the new SharePoint content pane. As a result, the policy page gets updated efficiently and ensures employees have access to the latest information without delays.

Value for internal communicators:

  • Centralization: The content pane gives you an all-new centralized place with editing options, making it much easier for users to manage individual page elements. Users no longer have to toggle between menus or sections to get the necessary tools. Everything you need to edit is right here, in one place.
  • Simplicity: If you've ever needed to onboard a new team member onto SharePoint, you know that it hasn't always been the easiest software to understand. The content pane simplifies the content authoring process by consolidating all editing tools into a single pane. Users can easily access page-editing settings, media insertion options, and layout adjustments. This simplicity reduces the learning curve and enables experienced users to work more efficiently.
  • Efficiency: How much time do you lose looking for the editing tool you need? Reducing that time translates to quicker updates. You now have all the necessary tools at your fingertips. This efficiency level is especially valuable in internal communications, as a dynamic work environment where content needs to be created and updated frequently.

SharePoint video pages

Thanks to popular social media sites like TikTok, Instagram, and YouTube, we're all getting used to consuming content in video formats. SharePoint video pages are a new feature that prioritizes video content within SharePoint pages. Organizations can now create dedicated video pages where video content is the primary focus. This enables you to create more engaging and dynamic communications. SharePoint video pages support various video templates and provide a streamlined interface for uploading, organizing, and presenting video content.

Video pages in the real world

Switch your CEO's quarterly performance review from a wordy page to a dedicated SharePoint video page. Employees can now easily access and view updates. Not only will the information be more accessible, but it will also be presented in a more engaging, personal manner!

Value for internal communicators:

  • Engagement: For many people, using video as a communication tool leads to higher engagement rates and better information retention. This makes them the ideal medium for delivering important company-wide messaging, updates, and training materials.
  • Focus: SharePoint video pages allow organizations to put video content front and center, ensuring clear and impactful messages. Dedicating entire pages to video content and related content gives users a more immersive viewing experience, and content does not get lost in a page of text.
  • Strategy: Incorporating video into your internal communications strategy provides a dynamic and visually appealing way to connect content with your audience. Some examples of ways you can use video are to deliver messages from executives, product demonstrations, or vital employee training.

Conclusion

SharePoint has been evolving positively and becoming more and more an attractive tool for internal communications recently. While there are still areas for improvement, these new updates can enhance internal communications strategies to be more engaging, collaborative, and efficient. This is an excellent direction for Microsoft to take.

Are you looking for more tips and tricks to improve your internal communications? Check out my recent article on increasing your comms reach with Microsoft Viva.

Thanks for reading,
Jarbas