With the increasing volume of data and growing trend of remote work, having the ability to access documents anywhere, any time is more important than ever. And yet for many organisations it is a constant source of frustration and inefficiency.
Recently, I consulted for a construction company. They were growing, becoming more complex. Many of their employees worked remotely and were having a hard time accessing and sharing documents. Their existing on-premises file servers were outdated and lacked the scalability and flexibility needed to support their growing business.
My team were able to help this construction company address these challenges without incurring costs for any new technology. Our solution:
- Eliminated expensive on-premises hardware and software
- Enhanced accessibility and collaboration for seamless teamwork and information sharing.
- Reduced time wasted searching for documents and streamlined workflows.
- Protects sensitive information.
- Helps the organisation meet industry compliance requirements.
What Kind of Magic Is This?
Like most things worth doing, effective document management simply requires a clear strategy, along with some bravery and persistence. A well-organised document management system will streamline workflows, boost productivity, and improve overall business operations—no tricks or shortcuts needed. Here is your 4-step plan to accessible documents and effective lifecycle management:
Here is your 4-step plan to accessible documents and effective lifecycle management:
1) Discovery
The first step is to conduct a thorough assessment of your organisation's current document management practices:
- Identifying the types of documents your organisation generates and stores.
- Assessing the current storage locations for these documents (e.g., physical files, network drives, cloud storage).
- Evaluating the existing systems and tools used for document management.
- Understanding how employees currently interact with and access documents.
2) Strategy
Once you have a clear picture of your current state, you can begin to develop a comprehensive document management strategy. This strategy should address the following key areas:
- Document Classification – Establish a system for categorising and organising documents based on their content and purpose.
- Document Storage and retention – Determine appropriate storage locations and retention policies for different types of documents.
- Document Access & Security – Implement measures to ensure that only authorised individuals can access sensitive material and protect documents from unauthorised access, loss or corruption.
- Workflows – Define processes for creating, reviewing, approving and distributing documents.
A well-crafted document management strategy will serve as a roadmap and help you identify the necessary tools, processes and resources to achieve your goals.
3) Designing Your Microsoft 365 Document Solution
With a solid understanding of your organisation's needs, you can begin to design a tailored Microsoft 365 solution. This solution will focus on:
- Document storage: Utilising OneDrive for Business for personal document storage and synchronisation.
- Collaboration and teamwork: Leveraging Microsoft Teams for team-based collaboration and project management.
- Intranet and knowledge sharing: Creating a SharePoint site as the central intranet for company information and resources.
- Controlled documents and workflows: Using SharePoint libraries for controlled document management and implementing workflows for approvals and version control.
4) Implementation
Now your strategy and design is in place, it's time to implement the solution. A successful implementation ensures that your document management system is seamlessly integrated into daily operations. Here’s what you need to focus on during this phase:
- Migration: Safely migrate existing documents from your on-premises servers to Microsoft 365. This includes ensuring data integrity and maintaining folder structures where necessary.
- Training: Provide comprehensive training for all employees, ensuring they understand how to access, share, and collaborate on documents using the new tools. This will help drive user adoption and minimise any initial resistance.
- Monitoring and Support: After implementation, monitor the system’s performance and user feedback. Be prepared to offer ongoing support and make adjustments as needed to optimise the solution.
By following these steps, you will not only have a modern and scalable document management system but also ensure your team is equipped to use it effectively.
Effective document management is essential for organisations of all sizes. By following these straightforward steps, you can streamline your document management processes, improve efficiency and enhance collaboration.
Ready to get started? Contact us today to find out how we can help.
