Today’s many file management software options offer businesses of all sizes improved efficiency via improved project collaboration and centralized storage of files – from office application documents, PDFs, spreadsheets to emails and images.
But what’s the true ROI for file management software? In any given situation, what your business gets out of your document management software is tied directly to how your business uses it.
No matter if you use basic file organizer software such as Microsoft’s Explorer or more sophisticated systems designed for small businesses or the latest and greatest, robust document management software programs, any software for file management is only as efficient as you make it. That said, there are some really important considerations to be made with document management systems. For example, Archaic and inefficient search functionality; of which can steal time, cause frustration and slow business growth.
So, you already followed best practice when choosing a file management software, but how do you ensure that you’re getting the most of your document management software investment?
Here are five ways to maximize the benefits of file management software
1. Plan a complete team approach to improving file organizer software efficiency
Company leadership in larger businesses and full teams in smaller businesses should be fully aware of the productivity benefits that come with file management software. Ask staff members for suggestions about process improvements and act on those that offer benefits, even if minimal. Lots of marginal gains can have a big cumulative effect. Engage staff members in conversations related to the document management software on an ongoing basis for long-term focus and continual improvements to your file organizer software.
2. Add scanners in convenient locations
Credit Union Times suggests installing a scanner at every workstation to increase the likelihood of immediate digitizing after a physical document is received. An inconvenient distance between workspaces and scanners may prompt staff members to wait until day’s end to scan multiple documents at once. Since this process requires more time, staff members may save files in the wrong folder location within the file management software, name them improperly and forego important keyword tagging. Lack of effort with keyword tagging, in particular, will have a negative impact on your file management software search results. Over time, this could result in thousands of dollars in lost productivity due to misplaced files and time spent searching without the discovery of the required file.
While it’s widely known that file tagging is extraordinarily important to finding files quickly, it’s frequently said to be a time-consuming process. In fact, it may be an unrealistic endeavor in most fast-paced working environments. Fortunately, there are slick, new technologies that take on this task and offer intelligence to improve results.
Cloudfind was created to help businesses find files faster within their file management software. Cloudfind enhances file organizer software and improves the search process with user-defined keyword tagging, automatic keyword tagging and universal searching across multiple document management software tools.
3. Implement and enforce policies related to how file management software is used
Proper training and consistency in everyday usage such as file naming conventions and keyword tagging will have an important impact on long-term efficiency.
4. Strategically build folder structures with the long term in mind
In the early days of using file management software, you may be tempted to keep the folder structure simple. But imagine what your folders will look like one year, three years, 10 years later. Do you envision a file jungle? If so, take the time now to build a folder structure with strategic naming and categorization to save time and improve efficiency as your file volume grows.
Still, given the nature of file storage itself, the most detailed, dedicated file organizer software users can’t manually make finding files easy once the file volume reaches a certain point.
That’s why businesses are wise to bring tools like Cloudfind to their file management software systems no matter what point the business is in their document management software journey– from the early days to file jungles years in the making. Cloudfind’s intelligent algorithm will automatically tag files based on identifiers set by your original tags. Cloudfind’s dynamic folders enable you to make changes to associations and hierarchies within your file organizer software. Your business will be much more organized, without having to move folders around.
5. Digitize every form possible and add to your file organizer software
Even the most self-professed paperless companies may have residual paper approval forms or paper-based processes that remain just as they were twenty years ago simply because, as longtime employees may report, “that’s the way it’s always been.”
The elimination of time associated with printing, scanning and physical movement of the papers throughout an office alone can increase productivity enough to make the effort of digitizing worth it.
Lead by example among your fellow employees by improving digital versions of these formerly paper-based forms and processes. When colleagues take on digitizing paper forms and processes, express appreciation and note that collective efforts to improve file management software efficiency benefits everyone in your business.
Key takeaway? File management software efficiency is just like most things in life: you get what you put into it.
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