5 Ways a Document Management Service Can Improve Your Business
Documents can be the bane of any businessman's existence. Documents are a fact of
life in the business world. From advertisements to legal contracts to protocols,
from business plans to presentations to spreadsheets, almost every person in a business
has some contact with a document.
By Jordan McCollum
most businesses, several people write, read and revise the same documents. This
process can become inefficient and time consuming. But this hassle can be minimized
or even eliminated with a document management service. Designed to allow easy collaboration
and document review, a document management service can improve any business by reducing
the amount of time misspent in document revision and eliminate confusing duplicate
copies and edits of the same document. Below are the top 5 ways a document management
service can improve your business.
5. Virtually no training downtime.
The best document management service works with the word processor, spreadsheet,
database or other programs that you already use. By eliminating the need for extensive
training sessions, a good document management service is ready for use very quickly
so that your business can benefit from the service almost instantaneously.
Some document management services require no IT infrastructure, meaning that you
don’t have to spend time and money installing a central server or LAN if you don’t
already have one. A document management service that works with the software you
already use can help your business manage documents within minutes instead of weeks
or days spent learning new software.
4. Streamline document creation.
Is every document in your business written or created by only one person each? Most
documents require several people in the process of document creation for each document
generated. Most people working on documents work at their own computers. Gathering
around a single computer or in a conference room to work on each document can be
inconvenient, inefficient or even impossible in many businesses. Printing and manually
editing documents wastes paper and is time consuming.
A document management service ensures that everyone who needs to be a part of the
document creation process is included. Each person’s input, edits and revisions
can be tracked conveniently and easily, streamlining the process of document creation.
3. Faster document review.
Your business may not have a legal team that confers over and reviews every document
you create, but every established business has a method for reviewing internal and
external documents and communications. Sometimes this revision process can be extremely
time consuming and result in multiple edits and copies of the same document.
A document management service tracks all of the revisions to a document including
who has edited the document, what changes have been made on each version of the
document and how the different versions fit together. With a document management
service, you can eliminate the confusion of multiple copies of each document and
speed up the revision process.
2. Instantaneous collaboration.
If you were in charge of a document that required collaboration from your colleagues,
how would you go about getting their input? After writing your initial draft, you
might try a conference meeting or call to revise the document. You might consider
dropping off a printed copy at each of your colleagues’ desks. You might try e-mailing
the document to each of your colleagues.
While each of these methods may work, they can also take time and slow down your
document process. Unless you meet with all your colleagues at once, you’re sure
to end up with multiple copies of the same document with very different edits. A
document management service is another approach that can make document collaboration
fast and easy. You can still use your e-mail to distribute your document, but a
document management service tracks all versions of your document including who edited
what when. When the various revisions are returned to you, a document management
service quickly and easily merges these documents into one perfected document. Collaboration
couldn’t be easier than with a document management service.
1. Eliminate document chaos and increase uniformity.
Without a document management service, each version of a document creates more clutter
and confusion. When you’re in charge of a document and you receive several people’s
edits, how do you keep them straight? How do you store them? How do you enter all
their feedback into one document to create a uniform, final copy?
With a document management service, you get a final edit of your documents quickly
and easily. Rather than multiple copies of the same file in many locations, keep
your organization simple and straightforward. Your documents will be more uniform
and better quality—not to mention better organized—with a document management service.
A document management service can make it easier for you to manage not only your
documents but your company. Instead of needlessly wasting time tracking documents
through endless changes, a document management service creates uniformity and allows
you to focus on your job. What are you waiting for? Improve your business’s documents
and efficiency with a document management service today.
Jordan McCollum is a Content Writer for 10x Marketing, an Internet marketing firm.
To learn more about how a document management service can improve your business,
visit NextPage at http://www.nextpage.com