Staying at the top of important business files and documents is not only challenging but also considered as one of the vital elements for the success of any type of business. The situation can also be annoying when you need a file desperately but unable to find on your PC or mobile device. In simple words, poor business document management will not only show your unprofessionalism but will also have a bad impact on your overall productivity latterly.
However, making tiny changes in your day to day work routine doesn’t have to be hard to get all your documents managed properly. Below are some surefire tips to safely manage business documents online that will help you manage computer files effectively and get the most out of the computing tasks.
Don’t Put file Management Off for Tomorrow
It is very easy to shout that I will do this later, but it can interrupt your daily work routine badly and chances of getting your important files misplaced will also be higher. Time is the biggest and valuable resource for you to get all your business files and documents organized, so always be quick to keep things where they belong. It may take a few moments to rename and copy files into the right folder but putting the task off for tomorrow can be problematic for you and can make you less productive the next day.
Send/receive files via Online Document Management System
Effective communication is something most vital that not only help you manage business operations greatly but also helps to manage business documents accordingly. Sending or receiving files via reliable online document management system can play a vital role in making business communication more effective than ever. Through this way, employees and other staff will also be able to manage files in the best way and in real time as well. it will also enable your workplace to manage business files using a specific platform without sending/receiving files using emails or external file sharing solutions. For instance, if you are using the CMMS program to manage your maintenance tasks and jobs effectively, ask your facility managers to communicate files via the same system to keep and manage documents effectively. It will allow facility managers and other concerns find required documents and files easily in no time.
Keep them Where they Belong
Always keep files and documents in their respective folders (either online or offline) in order to prevent untidiness on your desktop or tablet PC. Keep all your files organized in dedicated folders by renaming them accordingly in order to find them later quickly without spending hours. Always move new files to destination folder with a unique and easy to remember title/name to make business document management easier than ever. You should also create separate folders for all your files when uploading on cloud storage or managing online.
Don’t Put Files on the Desktop
Your desktop is to place basic and commonly used shortcuts computer programs and other folders such as this PC, control panel and my documents Etc. and to display the appealing wallpaper, not to place your important files. It can be handy for you to copy most important business files and documents on the desktop for later access but it can cause permanent loss of files in case operating system not responding or some vital windows files are corrupt. That is the reason, never ever keep your business files on the desktop not only to keep it clean but to ensure file safety as well.
Organized the Hierarchy
In order to locate necessary files easily in near future, you should store them by making subfolders. Moving your documents and files with unique titles and within apt folders can help you track down exact files easily even without going through the multiple folders and files. You should also create a fewer subfolder in order to lessen the clutter while finding out a required file or document.
Define Access Rights
Your entire staff or employees wouldn’t need complete access to the files and documents either on your computer or while sending online. For example, if one of your maintenance employees simply need to view condition based maintenance schedule to stay at the top of his/her tasks, you should share that file with ‘read only’ access in order to prevent unwanted editing or alterations. By doing so, you will be able to keep your business documents and files spotless. By setting proper access limitations, you will be able to avoid confusion when managing business documents online. However, you should set document access permissions sensibly, and adjust them accordingly to accommodate your employees’ access requirements.
Keep the Trash out of your Device
Having unnecessary and outdated files in your desktop or mobile device can make it harder for you to manage important documents and files. So, be quick to delete old, outdated and invalid files from your drives on regular basis in order to safely manage business documents online or offline. It will not only keep you away from clutter but will also free up some storage space to keep important files and documents.
Sync Files on Regular Basis
When you are managing your business files online either by using a file management system or cloud storage solutions like Google drive, you should sync all the new files on the regular basis in order to keep and manage them appropriately. Online File sync services are incredible tools for businesses and companies for having access to business documents and files between different devices without facing the barrier of location. If there is an option of auto sync new files on your online file management system, then turn it on to keep and access all your important files easily by using different devices.
Utilize View Options on Windows
When it comes to finding required files or documents, windows offer you different ways to view your files that can help you find and manage files conveniently. Windows Explorer also allows you to sort files by date and alphabetical order. For instance, if you want to find a file for a specific date, you can use ‘view and ‘sort by’ options on the desktop to locate the required file quickly.