Document management is a powerful tool, but did you know it can be even more effective? Here are just a few tips to help you get the most out of this solution.
Document Management Your Way
Document management is built on software and ideas that just about any company can use. However, you can only unlock the real power of this solution if you know how to make it fit your unique needs. That's why all the best document management tips are about personalizing your approach.
Here are just a few ideas to get you started:
Choose Naming Conventions
Naming conventions are a simple but powerful part of document management. This is one of your earliest opportunities to choose something that makes sense based on how you operate, what information you need at first glance, who uses your documents, and more. Remember, you don't have to use a standard naming convention--you can customize the rules as much as you need to make them work for you.
Think About Logic
Document management gives you the tools, platform, and visibility to organize your files in whatever way you see fit, but the rest is up to you. There are plenty of logical approaches--for example, organizing by date, author, department, or client. To choose what works best for your business, think about how you'll actually utilize this data, how easily it can be reached, and where you might be able to eliminate extra steps.
It's easy to see all the automation opportunities in a document management solution and feel like your problems are totally solved. That's almost true--but you still have to decide what to automate and what to leave in your team's capable hands. This will depend on what your workflows look like, what kind of manual tasks your employees are responsible for, and how your entire company could benefit from different automation approaches.
The secret to getting the most out of document management is simple: Don't do exactly what everyone else is doing. There's no single "right way" to use this solution, so think about what fits into your workflows, goals, and company overall.
Want to learn more about making document management your own? Contact us today for more tips like these!