Managing documents and files has always been a big challenge in business. Technology had come a long way since the days when using paper documents was a daily chore.
Document management systems are powerful tools that save energy and time.
However, even if you think you have one of the best of all document management, solution-DMS problems can still occur if you do not remain careful.
So, what’s the most significant issue associated with document management systems?
User error- Yes, you heard it right!
From selecting the wrong system to incorrect implementation, user error presents the most significant challenge to your organization’s potentiality to manage documents seamlessly.
You can trim down and even eliminate user error by following these tips:
1. Start with the Right Document Management Solution
Document management solution – intranet software.
Before you are a user, you’re a chooser- Never forget that! And if you are working with an inefficient or outdated DMS, it is time to find a new option. Therefore, always make a wise choice.
Search for a system that is simple to practice, like the best tablets and smartphones. A confusing user interface will enhance the likelihood of errors, some of which may be expensive. A well-crafted document management solution will enable your staff to manage documents and files and documents spontaneously.
For even higher productivity, you can opt for Communifire, which is a social intranet software.
This type of platform seamlessly combines document management with other vital functions -including project tracking, shared calendars, and messaging in one platform. Your documents don’t exist in a void. They are linked to ongoing conversations, tasks, and projects.
2. Have Someone Proficient for the Project to handle
Once you have chosen your document management solution, identify a “Champion” – someone who will take the lead on scrutinizing the software and who can serve as an in-house professional to respond to the questions asked daily.
Your wise decision would be to appoint someone who is quite tech-savvy, communicates well with the team members, and has definitely a patience attribute.
Make sure your project administrators and leaders are fully versed in your new intranet software so they can guide their teams in its implementation. This approach will also boost intranet user implementation rates among your teammates.
3. Never Skip on the Training Process
There’s no substitute for proper training, so instruct your team in the use of your new document management solution. While social intranet software is simple to practice, you will avoid chaos by having an intranet training program in adoption before you roll out your new dice.
Think about what helps your staff “Tick” In many instances, a disciplined training program works great for large organizations, firms while smaller companies may wish to attend more informal sessions. Choose a method that best interests your team.
If your staff is on-site, you can meet with your project team, and prepare a complete project.
Prepare a list of frequently asked questions -FAQ and quick reference guides for your team buddies. During your training assembly, take note of any precise subjects that employees raise by adding it to the information to your reference materials so that your training is tailored to your team’s requirements.
When you are training staff who are working remotely, you may require to be extra creative. One of the most appealing and quickest ways to get the point across is to prepare a training video/presentation that can be shared among your employees.
4. Upload Essential Documents Before Rollout
Before you roll out your document management solution-DMS, upload relevant company documents so that users will encounter your new solution as the go to place for important information.
By providing access to your critical reports from the initial login session, you will make utilizing your new system more “Authentic” to your team members, and you will give them instant confidence in your software plan.
Ensure you cover everything when deciding which company documents to upload.
Should Include procedures and policies pertaining to IT, marketing, management HR, and any other department that builds up your organization or business. You can also form various online workspaces to house your documentation process, so that information overlay doesn’t become a hurdle for your staff or employees.
Once you are all set and functioning with your new document management solution- DMS follow these extra points to reduce errors related to users:
Practice Proper Tagging – Gone are the days where Tags were just for social media. When properly used, they ‘will help to streamline document management, since they make searching for documents more effortless.
Appoint an Administrator – No matter how well your employees are well- versed and understand how to practice their new document management system, there will be occasional hiccups. Hire someone as an intranet administrator who will scan the system at regular intervals for any inappropriately stored documents.
This doesn’t mean that you need to appoint a full-time job performer, depending upon the volume of the organization.
Upload with Responsibility – While there is no limit to your storage alternatives, contemplate the assumptions of uploading too multiple documents. Not each file requires to be uploaded to the organization intranet. Prefer elements that will be utilized, as you’ will generate confusion otherwise.
A robust document management solution can increase your organization’s workflow, especially if you opt for social intranet software. By following the above points, you can minimize user error completely during the method. Process and create competences for you and your team as well as organization.