At many companies I have visited it is a challenge to find the right documents. This does not only count for big companies, but also for small businesses. With this blog I want to zoom in on why it is such a challenge to share documents and how can you share this information in a smart way with colleagues.
Sharing these files is very important, because it often has an impact on, for example, a project or campaign. Many companies that I have visited have searched for their salvation in an intranet, Dropbox or a server. What always strikes me is the lack of structure in storing documents. Obviously agreements are made on where to store which document. Therefore, there is a separate folder for projects, customers, offers and invoices. However, when the number of employees grows, you see that agreements are less and less respected.
An intranet, server or a DMS tool is too static. When using this, important knowledge in documents are practically untraceable after a while. This happens because business information is separate from other information within a company like customer information, projects, offers and quotes. The result: calling and e-mailing colleagues for the right documents. A time consuming process.
Within the online workspace of New Day at Work you will never have to search for documents again, because everything is linked together. When creating a new project or customer, a new folder is automatically created and then linked. This provides structure and efficiency. As an employee, for example, you will never have to make a project folder yourself. Colleagues can see the documents that are related to the project via the project folder. So calling and emailing for the right documents is no longer needed.