In this age of data overflow, streamlining document organization is an essential element of efficient business processes. Companies that don’t employ efficient processes are at risk of a failure in compliance, lost documents, and inefficient workflow. This article is designed to help companies develop best-practices for document processing, which reduce the time spent searching, improve workflows and storage, and promote enhanced collaboration.
Implementing the right document management solution is essential, whether an end-user in the system seeking to increase productivity, or an IT leader who’s responsible for enhancing workflows. These solutions facilitate streamlined processing of documents, faster access to information, and a reduced risk of error and loss of data.
To organize your file structure, you must make use of an orderly hierarchy of folders and subfolders. For instance, top-level folders could be labeled with project names (e.g. Client invoices, OC documents), or by project type (e.g. Writing). Subfolders can be identified with specific tasks or dates within the project. The more structured your hierarchy is, the easier it will be to find files later on.
Furthermore, connecting your document management software with other business applications like Slack, GitHub, Everhour and Zoom can make it simple for your team to collaborate, regardless of location. This will allow for more efficient communication, improved collaboration and can lead to increased efficiency and productivity within your business. In addition, using software for document processing can ensure that your files are accessible at all times and everyone on your team has the same version of every file.