Gaining control over files and documents is crucial for any organization, and yet many are still getting it wrong. Looking at the vast amount of information that exists across organizations, it's imperative that they look for new and improved ways to manage critical documents. After all, there is nothing worse than projects getting delayed due to poor document management. No matter how large or small your organization may be, cluttered documents can bring your performance and productivity to a standstill. However, adopting an online file management system can help you achieve operational excellence by gaining control of your documentation. If you're someone who manages teams and projects, you've probably heard of online file management a million times before. Frankly, the concept of online file management is pretty simple – you use a reliable file management software that lets you store, organize, approve and share files in one easy-to-access place. But if you're still relying on outdated filing methods, here's what you need to know. Below listed are the 5 C's of online file management system that provides you and your team with a framework of ultimate document control. 1. Control With online file management software, project managers have peace of mind knowing that their control over document versions and access remains intact. It helps them to ensure that everyone on the team gets access to the document they need, whenever required. By being able to manage documentation at one central place, managers and teams carry out tasks quickly and reduce the chance of projects being delayed. 2. Convenience By having your old documentation system replaced by an online file sharing software, your organization is provided with a single point access to all important files and documents. This means you don't have to search for documents in filing cabinets or multiple databases. With online file management, you can store documents in folders and subfolders as per your specific requirement, ensuring get easy access to the correct and the most up-to-date document in critical situations. 3. Collaboration Collaboration and communication become effortless when you have the right online file management solution in place. It provides a space for real-time collaboration, file sharing, and proofing. It brings all your files and documents at one central place for meaningful collaboration, preventing you and your team from getting lost in the tangle of back and forth emails. 4. Compatibility Most online file management solutions let you manage and share files from anywhere, anytime as they are compatible with a range of devices. This means you can access the document you need, share it with the entire team, or get it approved by the client, no matter whether you're in the office or working remotely. 5. Credibility A major reason why many project managers hesitate while engaging a document management software is because they fear for the safety and confidentiality of their documents. It's true that not all software solutions are made equal, but there are popular products that can trust with your business. They keep your documents safe from both internal and external attacks with advanced administrative features. Like any other software, there are both paid and free file sharing software solutions available in the market. Yes, it's overwhelming! But you need to look for a solution that meets or exceeds the above five C's. And in case you're looking for a suggestion, try ProofHub. ProofHub is an easy online file management system that makes file sharing and collaboration a five-finger exercise. It enables you to be in control of your documents from anywhere, anytime, and on any device. Do you want to see how it works? Sign up and start your free trial now!
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AuthorSharon Thomson is a project management expert and writer. Through the years she has written about a myriad of project management topics and has successfully managed countless projects on her own. A big believer in ‘work smarter, not harder’ philosophy; Sharon keeps including her own personal lessons in her writing from time to time. |