Frustrated with Sharepoint?

POV: Your content agency asks you to send them your key brand assets. They’re scattered throughout a Sharepoint drive, and you need to get the logo from one folder, the typography from another and the latest brand guidelines from somewhere else. But if any of those files aren’t where they’re supposed to be, you spend time searching for it, because why does searching ‘brand guidelines 2024’ serve you everything labelled 2024, but not brand guidelines….

When you finally find what you need, you download the files to your computer, upload them to WeTransfer or Dropbox (because of course the agency can’t access Sharepoint), generate an open, possibly insecure, link and send it to them via email. By the time you’re done, 30 minutes are gone and it takes you another 20 minutes to get back in the zone—nearly an hour lost. And then more often than not, you get a “Sorry, could you re-share that link? It expired.” email. And there you go, doing it all over again. 

This is too common, and trust me, I get it. According to Hubspot, in 2023, content marketers spent four hours every day on administrative and operational tasks. A chunk of those four hours certainly goes to searching and sharing files. So why is it so difficult? 

We know most organisations use the Microsoft Suite across all business lines—and there is still a use for it. But while it's a great product, it means that if you’re in marketing, PR, comms or branding, then you might’ve been saddled with a system that wasn’t designed or built for you, your workflows or your team's ways of working.

If this resonates, it might be time to start thinking about migrating from Sharepoint. 

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Pain points of using Sharepoint

I probably don’t need to remind you of the things that frustrate you the most about Sharepoint, but these are some issues we’ve heard from clients. Maybe you can relate.

1. Constant Access Issues 

Why does it seem impossible to add an external member to your OneDrive folder? Having to deep-dive into Advanced settings to make it accessible seems a bit overkill. Usually this is managed by your IT Teams (who manage multiple requests) so you lose the timeliness of access. 

2. Search not searchin’

Poor UX makes it difficult to find what you need, even with the exact file name. Looking for a specific image for your blog? You have no idea what it’s called, leaving you to go through every folder manually. 

3. Naming conventions (or lack thereof)

While this isn’t necessarily Sharepoint’s fault, having a legacy system that your whole team uses can result in inconsistencies in file names, making it difficult to find what you need. Team members come and go, and naming conventions aren’t always part of the onboarding or content plan.

4. Version control… where?

While Sharepoint is useful for collaborating virtually with online docs, Powerpoint and Excel sheets, it becomes messy and disorganised when there’s more than one version of a document. It’s hard to centralise feedback in one space for that all-important sign-off. 

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Benefits of DNA

So, what’s the solution? I’ll tell you—it’s a platform that combats those  painpoints, and offers so much more. We know the ropes, having spent years both agency and brand-side. We’ve also been building the platform with our clients - instead of rolling out an off-the-shelf platform and leaving them to get on. 

A content hub is an opportunity for your team to start fresh and migrate to a platform that’s both fit for global teams and scales with your start-up.

Key features

1. AI search

Every time you upload a file, AI reviews it and places custom tags on it, so you can search what’s in the image, video or document, no matter what it’s named.

2. DNAShare

Think built-in WeTransfer. Add all the files you need into your share box, then download a .zip or share a group of files from different folders, either via email or a link.

3. Streamlined sharing

Share files to someone on your team, or simply click ‘Allow visitors’ to make it accessible externally. Set permissions to include an expiry date and password to control who sees what and when. Plus, with built-in analytics, you can track who opened and downloaded those files, all while remaining secure.

4. Version control, team notifications and instant distribution

The Studio space allows you to keep all versions of a file in one place, where team members can leave comments and feedback. When a new version is uploaded, the team gets notified and you can compare V1 to V2 and so-on. When it’s ready for approval, tag and send a notification to any key stakeholders, so they can approve and publish the final product directly to your content hub. No more downloading and uploading files over and over again.

5. Internal comms 

Our content management system isn’t just for storing and sharing files. There’s also a place to share updates with your team so everyone’s in the loop. Updates can be shared via email notifications, with the option to create custom email lists and schedule updates. Perfect for when that OOO email is turned on.

6. Integrations

We understand the importance of ensuring that our platform plugs into Microsoft so we have a flexible API that integrates into existing tools. For example, we’ll create an add-in for your organisation’s PowerPoint so you can add images and video directly into your presentations. 

7. It’s bespoke

Can you think of a feature we don’t have that would make your day-to-day workflow that much easier? We’re constantly building and updating the platform, releasing new features on a regular basis. Let us know what you need and we’ll add it to our roadmap.

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Differences between DNA and Sharepoint

1. DNA isn’t a live editing platform, but you can view, download and share files. It’s meant for final brand assets, not works-in-progress.
2. Sharepoint serves one key purpose—collaboration. DNA combines the best of shared drives, file transfer management and internal comms, streamlining your workflows.
3. DNA looks pretty. Need I say more?

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How to migrate from Sharepoint

Migrating from Sharepoint might seem like a massive feat—one that requires you to do all that downloading and uploading that I promised you wouldn’t have to do anymore. But the reality is that we take the reins and move all your files at once, so you can wake up on a Monday morning with a brand new content hub, your files organised and renamed. Think of us as a human Sharepoint migration tool. 

Remember, the goal isn't just to move data, but to create a more efficient, user-friendly environment that improves productivity and collaboration across your teams. Now let’s go through some key steps in the Sharepoint migration process.

File clean-up

This is an opportunity to reset your shared drive. Remove any outdated content or files you no longer need, simplify and reogranise your folder structure and establish consistent naming conventions.

Data security during migration

You work in marketing. Leave the security concerns to us. We’ll ensure confidential files stay confidential and your brand assets are protected.

Team training and support

Providing support and training to your team is key to a smooth migration. Ensure clear communication and we’ll provide training guides and live sessions to get your team up to speed.

Future-proofing DNA: integration, scalability, and updates

I already mentioned that we build the platform with you—it’s not an off-the-shelf tool that you’re left to figure out on your own. DNA can be updated, changed and adapted to your team’s needs, long after launch. 

Because DNA doesn’t have storage or file size limits, your content hub will literally grow with your business, so the investment will be worth it. 

Post-migration

Once migration is complete, redirect your team to the new content hub, and make a plan to close down the previous Sharepoint environment to avoid duplicate work and confusion. Job done!

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Success story: A company that benefited from migrating to DNA

Aira, a clean-tech energy company, came to us with their Sharepoint drive that hosted over 20,000 brand assets. These files, unnamed and disorganised, were all saved on a legacy system that wasn’t fit for purpose.  

Their marketing and creative teams struggled with workflows using multiple platforms, and accessibility and sharing was a headache company-wide.

They needed a digital asset manager that could do it all, so we built them an internal content hub that, in their words, was a ‘game-changer’.

We helped them reorganise their drive, establish naming conventions, migrate files from Sharepoint and train their team on how to use the platform.

Now, their brand assets are organised, easy to find and share, and displayed beautifully. 

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Closing thoughts

DNA, however, was built with your team in mind, to make your life easier and your work day less complicated. So, if you're tired of fighting with Sharepoint, spending hours searching for files or dealing with expired links, maybe it's time for a change. 

DNA isn't just another off-the-shelf platform—it's a solution built specifically for marketing, comms and brand teams like yours. Whether you're a growing startup or an established brand, switching to a tool that’s built for you can be the game-changer you’ve been looking for. Isn’t that worth exploring? 

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