Published May 2, 2018  in Software Reviews

7 SharePoint Alternatives for Every Business Function

sharepoint alternatives header

Microsoft SharePoint is a giant software solution with a vast range of features and capabilities. It can be used for document storage, process management, projects, and a bunch of other things.

The thing is, though, having tons of features doesn’t mean that the software is what you need. Unless you’re planning on using SharePoint’s every single functionality, you might be incurring a lot of expenses for no real reason.

And to make things even worse, this also makes the software harder to both learn and use for your employees. There are, however, a lot of SharePoint alternatives that help solve this problem.

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SharePoint Alternatives by Business Function

While SharePoint is more of a Jack-of-all-Features, these SharePoint alternatives focus on just a handful. As a given, these tools are more cost-effective and easier to use.

You could, for example, just need SharePoint’s document storage without all the project or workflow management features. In that case, you could use Google Drive for the fraction of the cost.

To make it easier for you to pick the right tool, we’re going to go through each SharePoint alternative and figure out which one’s right for your business.

Are you thinking of using Microsoft Flow to try and run approval workflows? Think again – you will need something a lot easier for business users.

Google Drive

google drive screenshot

Main Features: Document Storage + Sharing

Pricing: Google Drive is free to use for up to 15 GB in storage. After that, it’s…

Chances are, you’ve already heard of Google Drive. Most of Google’s products are so popular that it’s really hard to miss out.

Google Drive is a document storage tool that lets you safely back up all of our information in the cloud. As a given, all of your employees can access it wherever they’re located (as long as they have the clearance, of course).


tallyfy screenshot workflow tasks

Main Features: Workflow & Approval Management

Pricing: Free to start for up to 5 users. After that, it’s…

If you’re using SharePoint to manage your workflows, Tallyfy would be your best alternative.

The main downside with older process management software (SharePoint included) is that they’re hard to…

The idea behind Tallyfy was to fix all that. Meaning, the software doesn’t need much setup. You simply pick one of our pre-made processes and go from there.

It’s also very user-friendly, in a way that most of your employees can make changes to the processes, as well as work with them.

Want to learn more about workfow management software? Check out our guide to different workflow systems and learn how to pick the right tool for your business.


asana screenshot

Main Features: Task Management

Pricing: Varies depending on team size

If your company isn’t based on processes or workflows, you’re probably more interested in task & project management.

Asana allows you to delegate tasks, assign deadlines, deliverables, and so on – just about every feature you’d need to manage your team(s).

It also has several more advanced project management features, such as timeline planning, budgeting, tracking time, and so on.


Main Features: Task Management

Pricing: 3 pricing options

If you’re looking for software that’s not full-blown project management software, Trello might fit the bill.

Trello is essentially a digital Kanban board – you move your tasks between different statuses (to-do, in-progress & done).

Out of all the SharePoint alternatives, it’s one of the easiest ones to start off with. Your employees don’t have to learn how to use it since the entire concept is pretty straightforward.


Main Features: Communication

Pricing: 4 pricing options

One very major flaw with SharePoint is that it doesn’t have a direct messaging (DM) function.

This really cripples the communication within your organization. You end up relying on E-mail (which is out-dated) or face-to-face communication (which is not that fast or efficient).

To make up for that, you can use Slack. The software company is known for being one of the fastest-growing companies in history, reaching a unicorn evaluation within less than 1.5 years.

While there are a ton of different DM tools out there, Slack is considered to be one of the very best. That’s mainly due to its ease of use & fluid user experience. And you know what’s the best part? It’s completely free to try, so you can just jump right in and figure out whether the tool works for your organization.


Main Features: Knowledge Documentation + Task Management

Pricing: Varies depending on team size

What really sets your company apart from anyone else is your knowledge base.

Without documentation, though, all the know-how your company has will turn into tribal knowledge. The knowledge in such a case is implicit. While your employees know all the right things, none of it can be shared. So, if someone decides to quit out of nowhere, the company might really take a hit.

Having a knowledge wiki can prevent this from happening – and it’s just about essential for any growing organization.

Confluence is a must-have tool for creating and maintaining your company’s know-how. For that exact use-case, it’s both cheaper and easier to use in comparison to SharePoint.

For 10 employees, SharePoint would cost around $50 / month, as opposed to Confluence’s $10.

And to put the icing on the cake, Confluence can also be used for task & project management.


igloo screenshot

Main Features: Knowledge Documentation + Task Management + Social

Pricing: Igloo has 3 different pricing options

Igloo has just about the same features as Confluence, with some additional functionality on top.

You can create a knowledge base, as well as manage your employee’s tasks. What really puts Igloo apart, though, is that it acts as a central hub for everything work-related.

Your employees can communicate through an internal social network, sharing their thoughts, opinions, etc.

This keeps your digital workplace more “people-friendly.” It’s not all about work – the employees get to chit-chat exactly the same way as they would in a real office environment.

The added features, of course, make Igloo noticeably more expensive than Confluence. If you’re looking for a one-stop-shop solution for team management, though, it might be worth a shot.

To get the most out of the tool (and get close to 100% of SharePoint capabilities), you’d use it in combination with any software that helps manage approvals or workflows.


workzone screenshot

Features: Approval Management + Task Management

Pricing: WorkZone comes in 3 packages

Document approval can be pretty annoying and tedious for everyone. Whoever’s in charge of a given project has to keep track of whoever’s supposed to sign a given document, whether everyone’s done with it or not, etc.

In addition to the basic task management capabilities (as with all the other SharePoint alternatives), WorkZone also allows for document approvals.

Meaning, approvals go in a workflow. The software keeps track of who’s supposed to do what & notifies the next person whenever the individual in charge of the current step is done.

Getting Started With SharePoint Alternatives

If you’ve already identified the specific functions you’re going to use, it’s super easy to get started.

Simply register for one or all the tools you need, notify your team members about it and you’re all set! You’ve got yourself the same (or more!) functionalities as SharePoint with a much lower price tag.

Stop wasting time on status updates and chats. See the real-time status of any workflow with Tallyfy.
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