Manufacturing organizations are under pressure from every angle. Modern cybersecurity threats, supply chain volatility, regulatory requirements, workforce shifts, and the push toward smart factory innovation are forcing organizations to modernize at a rapid pace. Yet many manufacturers are still running SharePoint Server 2016, SharePoint Server 2019, or, even worse, SharePoint Server 2013, to manage critical documentation, records, and collaboration. With the end of extended support in July of this year, delaying migrating or upgrading increases operational risk.
Modernizing to SharePoint Online or SharePoint Server Subscription Edition is not just a technical upgrade. It’s a strategic decision that directly impacts operational resilience, compliance, and productivity on the plant floor. Here are five reasons manufacturing organizations should act now.
1. Reduce Operational and Cybersecurity Risk
Manufacturers are among the most targeted industries for ransomware because downtime means lost production, supply chain disruptions, and significant revenue impact. Legacy SharePoint farms require manual patching, infrastructure management, and custom security configurations. As support deadlines approach, vulnerabilities increase.
Modern SharePoint environments provide:
- Built-in Zero Trust security architecture
- Advanced threat protection
- Continuous updates and patching
- Integrated compliance and audit tools
For manufacturers managing safety documentation, engineering specs, and quality records, security is not optional. It is operational insurance.
2. Empower Frontline Workers
Manufacturing workers are mobile. They operate across production lines, warehouses, and multiple shifts.
Modern SharePoint enables:
- Mobile access to SOPs and technical documentation
- Real-time updates to safety and compliance content
- Seamless integration with Teams for plant communication
- Improved shift hand-off transparency
When documentation lives in file shares or outdated intranets, version confusion slows production and increases quality risk. Modern tools ensure everyone works from the same, most current information.
Learn more – Modern Work on the Manufacturing Floor: How Microsoft 365 Supports Frontline Teams
3. Automate Quality and Maintenance Processes
Manufacturing environments depend on structured, repeatable processes. Quality inspections, equipment maintenance, safety reporting, and change control must be consistent, traceable, and audit-ready.
In many legacy SharePoint environments, these processes still rely on manual forms, email-based approvals, or aging workflows that are difficult to scale. This creates bottlenecks, slows response times, and increases compliance risk.
Modern SharePoint integrates seamlessly with Power Automate, Power Apps, and Power BI. Together, these tools allow manufacturers to digitize inspections, automate approvals, and surface real-time operational dashboards. Teams gain visibility into process status and performance metrics instantly.
Learn how we created a dynamic and scalable service request solution with the Power Platform and SharePoint Online for a global manufacturer in our case study.
4. AI and Knowledge Management
Manufacturers generate vast amounts of documentation like product specifications, equipment manuals, regulatory records, and maintenance histories. When this information is scattered across file shares or poorly structured libraries, finding the right version quickly becomes a challenge.
Modern SharePoint provides structured metadata, lifecycle management, and powerful enterprise search capabilities that make technical content easier to organize and retrieve. When paired with Microsoft 365 Copilot, teams can summarize lengthy documents, locate relevant procedures faster, and reduce the time spent searching for critical information.
Faster access to accurate documentation directly reduces downtime, improves troubleshooting efficiency, and preserves institutional knowledge as experienced workers retire.
Are you ready for AI? – AI Readiness: Prepare Your Microsoft 365 Environment for Copilot Success
5. Regulatory & Quality Compliance Alignment
Manufacturers often operate in highly regulated environments where documentation accuracy and traceability are non-negotiable. Whether maintaining ISO certifications, adhering to OSHA requirements, meeting FDA standards, or preparing for supplier quality audits, documentation controls must be consistent, current, and defensible.
Legacy SharePoint environments often lack the structured governance needed to reduce compliance risk.
Modern SharePoint platforms provide stronger governance capabilities including:
- Structured version control
- Automated retention policies
- Comprehensive records management
- Improved audit visibility
These features help ensure that the right documents are accessible to the right people while maintaining a clear history of changes and approvals.
Explore your options with SharePoint Document and Records Management.
When to Choose Which Path?
The Botton Line for Manufacturers
Manufacturing is becoming smarter, more connected, and more data-driven.
Modernizing SharePoint enables:
- Stronger cybersecurity posture
- Frontline workforce enablement
- Automated quality processes
- AI-driven knowledge access
- Modern governance capabilities
This is not simply a migration project. It is foundational to digital transformation across the plant floor, engineering teams, and corporate operations. Organizations that act now position themselves for resilience, compliance, and innovation. Those that delay risk rising security exposure, operational inefficiency, and costly emergency upgrades as support expires.
Legacy SharePoint Is Increasing Your Risk
With support deadlines approaching, now is the time to modernize. Our experts help manufacturers migrate with minimal disruption to plant-floor operations.
