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Data is everywhere, and therefore, managing it in an organized manner becomes a necessity for many people. Human beings are in a quest to be productive daily and try to do as much as possible in order to feel accomplished and satisfied.
In our constant pursuit of feeling productive, however, we often overlook little things that tend to waste our time. The most common example of one such thing is looking for files, folders, and documents on our device.
Saving your digital files proficiently on the computer not only helps to locate them faster, when you need it the most, but also saves time that you spend searching for it everywhere on the computer.
Before we discuss the benefits of file management tools, let’s look at some tips to manage and organize your documents more efficiently.
#1. Standardize the Process
Laying down standards is the first thing you need to do to organize the process of document management in your business. If you have set templates for several business documents like invoices, reports, HR handbooks, make sure they are accessible to all employees and other stakeholders.
Train your employees to follow a set procedure while sharing and reviewing these documents. This is especially important if you are opting for a remote work setting.
#2. Convert Unusual File Formats
If you are not able to access or share files with your peers over email or messaging apps, there might be a compatibility issue. You can use any advanced file organizer to convert files into the desired file format. For example, using such tools let you convert relatively uncommon heic file format to a more widely used JPEG format.
For Word documents, it is common to convert them to PDFs given how universal PDFs are. The bottom line is that file converters are useful and should be utilized more often.
#3. Use a Cloud Storage Platform
To maximize your efficiency, ensure your team is using a single cloud storage platform for all your documents and files. Having multiple platforms to save documents can result in chaos and can make it impossible for employees to locate a particular document.
Ensure you choose a platform by evaluating their offering and stick to it. Also, make sure to pick a reliable platform with proper encryption standards in place to avoid any cybersecurity threats.
#4. Manage Emails and Attachments
Emails are the main mode of communication for people working in organizations, and hence, a large number of emails are natural. Emails originally were not meant to be collaborative tools, and sending and receiving documents and large files via email is a strict no as it leads to a complete mess.
It can lead to the duplicity of large files by creating multiple versions of the file, resulting in unnecessary storage space being occupied and more confusion.
#5. Follow Standard Nomenclature for All Documents
Lay down ground rules for a set nomenclature for all files and folders to avoid confusion. This way, you can easily search for the files by simply typing a set name. This makes the files more searchable and accessible while keeping the documents organized.
Why You Should Use File Management Tools
The new-age document management tools help business teams to collaborate, share, track, and manage all documents in one single place. Imagine how organized it would be to work, share, and collaborate right from one central location.
Today’s file management apps come with a simple-to-use interface and are highly scalable as per the specific business needs. They allow multiple people to simultaneously collaborate and create a smart document in real-time. They provide an amazing platform to collaborate, create, brainstorm, and discuss agendas within a team.
Several inevitable features of file manager apps include:
- Simple UI
Some of the best file management software comes with a clean and simple user interface, which is easy to understand by even novice users.
- Nested Folders
Apart from managing and organizing your folders in the application, you can further create unlimited subfolders of these folders and optimize the overall structure using these apps.
- Comprehensive Content Library
Some feature-rich file managing apps come with an integrated content library that helps your team to save and categorize digital content and assets that are frequently used by employees into documents, providing easy access and easy reuse to create newer documents. You can even add content from your cloud platforms like Dropbox, Google Drive, and SharePoint.
- Smart Integrations Capabilities
Several highly competitive file management apps come integrated with over 100 applications to help teams weave information from various platforms right into a single central location, beyond text and images.
If you wish to save your digital files in a planned manner on the computer, the manual tricks mentioned in this article will help. If you are a small business that is looking to get a file management tool, the article will help you make an informed decision in buying the right app equipped with responsive features.
Main Editor in Hooks.Guide, Embedded Software Engineer.