You probably have several teams working for you. Some of them may be based around your business premises while some work from a remote location. The best approach to dealing with different teams that operate remotely is to take advantage of document sharing as a manager. If you can get document sharing right, you can be well on your way to enhancing effectiveness in communication and operate your business optimally. Remember that all the team members work on the same project need to be on the same page as far as information is concerned. And that is why document sharing is such a crucial concept for many companies.
Additionally, document sharing is not only beneficial when dealing with remote teams. It can also successfully be applied to teams that have members working in the same office building.
In most cases, company owners and managers fail to put in place measures that can ensure ease of documents sharing. They chose instead to leave it to teams to find their own appropriate way of dealing with this issue. And even those who have implemented documents sharing projects, there is still a lot to be done in optimizing them to work as expected. Some just get a drive for storing and sharing the documents, name the files and leave them as they are.
This is bound to prove somehow challenging as you will soon find out if you haven’t already discovered that. When it comes to retrieving and working with such documents and files, it becomes challenging to sort and use them appropriately. A project-based approach is recommended for dealing with document sharing. This approach makes it easier to manage and navigate through the numerous documents in your storage location.
Begin with labelling the files
The very first thing to do is get the right labels for all the folders into which documents shall be categorized. Instead of having different folders holding various document files, endeavor to ensure that all documents on the same project are grouped together.
You begin by creating a project folder to take up all files on that particular project. You can then provide to create subfolders for each of the subcategories in the project. And ensure that you keep all the files organized neatly, whether they are word documents, photos or presentation files.
This type of arrangement will prove to be very useful especially when you have different teams working on the same project. Say, for instance, you have both the business development and the marketing teams working together on a project. If you go ahead and store the files in the name of any one department, you won’t be helping matters at all. you would rather have the files and folders bear the name of the project. This will make it easier for the different teams to identify it and make their own contribution.
Another important aspect to remember as you set up the document sharing platform is the security of documents. The system should be such that it restricts access to documents to only those members who are allowed to work on the project. And he said members should be given access in advance so they can start working immediately. There have been cases where a key member of the project team has failed to be cleared for access to the system, by mistake, of course. And the result has been a delay in the entire project timelines. These are some of the eventualities you will want to avoid as you put up the system.
Create a search option for the documents
Regardless of the system you choose as your document sharing platform, ensure that it has a search option for all the documents. This will make it easier and more convenient for team members to locate specific documents they need to work on without necessarily having to open up every folder to find it.
And this is another benefit for using the project-based approach to document sharing. All a team member will have to do is to find the project folder and they will be well on the way of locating the file they need. The subfolders under the project folder will easily direct them to where the file is located. Even if they do not know the specific file by name the project-based approach makes it easier for them.
Let discussions and edits be handled within the shared files
In case there is a change in the shared document, such as an editing or upgrade, all the members should be made aware of it. And this means that such changes should be carried out within the shared documents and highlighted such that they are easily noticeable. You should, therefore, look for a sharing platform that can allow that to be done with ease. There should be an option for team members to edit and add their moments within the documents.
And with these edits, timestamps, as well as user identities, should be registered so that each can be traced to the member who did it. The work should also be organized in a flowing manner so that anyone can see the progress of the work at a glance.
Ensure that you encourage team members to make their comments and changes within the folders and document files so as to easily reference and document the progress of the project. It also makes sense to ensure that everything can easily be tracked. You don't want to end up with your files scattered left right and center.
The document sharing process will make it easier for your team members to share and engage in areas of concern for the project. You will need to take your time and figure out which of the numerous options available to you will work. After you have identified it you can then set up the entire system while involving team members so that they are familiar with how everything works. As your business and projects grow and increases, you can continue adding more members as required. And the result will be the greater efficiency of accomplishing tasks.