In today’s world, finding things is more essential than making them. When you need to spotlight on managing your people, the last thing you want to be concerned about is managing files.
Wouldn’t it be nice if at least that component of the business took care on its own? The intranets and all the internet in the world exist for one sole reason: to help you find things.
So, how do you find your files?
There are two simple methods of finding it. Let’s call them pre-Google and post-Google.
Pre-Google search depended on remembering where you put things. This is your usual library arrangement. And it’s anything but insightful.
Organizing information into libraries ascended to a whole branch of knowledge called library science.
Library science is in use today in both – the digital and physical worlds. Some companies hire professional librarians to build file directories and organize data.
Post-Google exploration is how we find elements on the Internet. We Google them. Because the Internet grows rapidly – by some accounts, it doubles every two years – there’s no question of mapping its contents.
We have no idea who puts what where when on the world-wide-web. Thus, we need a way of finding information, files, and data that does not rely on a known filing format.
Because Google and now other Internet search engines work so well, but Google always remains our preferred method.
Our search doesn’t work is the prevalent complaint we get from would-be customers. We all know what that looks like lots of irrelevant results or no results at all in response to the most uncomplicated file search.
What can you do?
You can attack the hitch on both fronts- improve your navigation and your search. You can also promote disciplined filing habits in your employees.
As a company, you have the advantage of telling your people what to put where when using it. The majority of companies do just fine without the assistance of a dedicated library scientist.
A modern intranet platform will contribute a ready-to-use framework that should be easy enough to adapt to your requirements.
Intranet search seldom meets our expectations, so there’s plenty of room for improvement. In the last few years, much R&D has been invested in this domain. As a result, we now have all these options:
These hardware devices let’s you to search and index the contents of your file server.
- Minimizes the cost of managing and maintaining and managing your IT systems
- Business continuity
- Collaboration efficiency
- Flexibility of work practices
- Access to automatic updates
Due to all of this perk finding files is no more a hassle.
If you don’t like the cloud, you can purchase and install a software package behind your firewall. IBM Watson Explorer is one, and there are many others.
Promote Good Habits
First, keeping all of your files on the matching intranet stage does miracles for finding, and knowing where things are. The best platform can’t help you find files that aren’t there.
Second, archive everything you don’t actively use. Once you wrap a project, it’s a good idea to archive the entire folder right away. Start a new folder for the next year’s plan and populate it with the final version of the finished work.
Third, never make use of email to pass files back and forth, particularly if more than two people are involved. You can never keep track of all the alterations, and you will spin your wheels trying to get everyone on the same page. Instead, utilize a shared workspace on your intranet.
Fourth, keep improving your system. Our customers like to check what employees are searching for periodically. It gives them an objective of what people think they need for performing their job roles efficiently.
If you see a troubling pattern, you can reorganize your workspace, so that people spend less time on the search.
Focusing on small everyday challenges is excellent for your business. And it’s great for employee engagement.
If you can’t find your work files, contact the Docupile software geeks, and they will definitely assist in finding those.