Avoiding Document Management Dilemmas
Document management can be the most tedious and time-consuming daily task for project managers. Unfortunately, document management is a problem for most businesses and it is not just about the tools you use, but also the different tactics, strategies, and practices you choose to implement across your business. The way you manage your business documents is no different. You have to be strategic even about the way you store your important files. DocuWrx is here to help with some key tips on how to avoid document management dilemmas in the future.
Digitally Capture Your Data
An essential practices every company should adopt to ensure proper document management in construction is to capture all relevant data digitally in real-time. It’s important to capture all of your business activities digitally, to be stored in one place, for immediate access at all times from anywhere. By digitally storing your information and documentation, you remove any added steps logging information manually.
Relate Your Files
Why is relating files to specific jobs so important? Simply put, it eliminates a majority of human error. When files are not digitally tied to jobs, there is a lot of room for people to misinterpret documents and who and what they’re meant to be used for. It also allows for your team to be able to immediately know what project a document is related to upon opening. By implementing a business management software, such as Kosmas, your business can easily begin organizing your documents in a more efficient way and you can help your office team by reducing the time involved in finding the appropriate documents.
Standardize Your Company’s Naming Conventions
One of the easiest ways to better document management is to utilize uniform naming conventions for your files company-wide. To do this, all you have to do it set a standard for how all of your employees name files. It is very easy to get documents mixed up when they are named in different ways, by different people. Having, and enforcing, file naming conventions can cut out those mistakes. With universal naming conventions, there will never be confusion about what a document is intended for. A quality naming conventions should include dates, company names, project numbers, and functionality. Try to avoid long names, and saving folders within folders. The point is to create easy to identify, concise, short file names that are easy to find and select upon request.
In today’s world it is hard to keep up with the best and latest ways to improve the way you manage your business. Document management is only one of the many ways that Kosmas Business Management Software can help you. If you find yourself struggling with document management, maybe it’s time to investigate how business management software can save you and your business time, money and energy!