From project plans and procedures to employee records, nearly every business relies on internal documentation to ensure their operations run smoothly and maximize productivity. Unfortunately, when organizations fail to develop an effective system for managing these documents, they waste time and money sifting through countless scattered files.
By taking the necessary steps to manage your internal documentation properly, you can save valuable resources and gain improved insight into your organization’s processes. So if you’re looking for tips on streamlining your internal document management process, keep reading as we share the five best practices to help get you started.
1. Keep your documentation organized
Keeping your internal documentation organized is essential to staying on top of the latest developments in your business. Because of this, many companies invest in top-tier internal documentation tools. Using them can help you streamline the process of organizing your documents and make it easier to find the exact information you need.
With the right tools, you can quickly locate the right document, access it within seconds, and have the information available to your team to review and collaborate on. Not only will this save you time and energy, but it will also help your team stay in sync and keep those valuable documents secure.
2. Name your folders and subfolders accurately
On average, your employees spend 3.6 hours a day looking for the information they need. Organizing your internal documentation with accurate folder and subfolder names will cut down the time needed to find relevant information. Naming your folders in a descriptive, yet concise manner can help you quickly identify what each folder contains. For example, you can name a folder “Marketing Strategies” and include the current year, which contains all of your marketing plans for the year.
Additionally, creating subfolders within each main folder can help you further organize your documents. For example, you could create a subfolder in your “Marketing Strategies 2023” folder called “Social Media” to store all of your social media-related documents. By taking the time to name your folders and subfolders accurately, you can easily find and access the documents you need, saving you time and energy.
3. Use searchable formats
Searchable file formats such as PDFs and Word documents are invaluable resources for keeping internal documentation organized. You can easily find the information you need using Ctrl+F, and they are also compatible with most devices. This means that you can access and share your documentation on the go, which is especially useful for teams that need to collaborate on projects from different locations.
In summary, using searchable file formats like PDFs and Word documents can save time, facilitate collaboration, and ensure security, making them a great choice for keeping your internal documentation organized.
4. Benefit from using version control
To ensure everyone is working with the most recent version of internal documentation, you can use version control. It automates the process of keeping track of changes and updates to documents so that teams don’t waste time trying to find the right version. This will help streamline workflow and make sure everyone is on the same page with up-to-date content.
Using version control also helps with collaboration among team members in remote areas, cutting down on costly delivery timetables and wasted resources associated with outdated materials. Implementing these best practices will create efficiency in workflow and save vital resources for an organization.
5. Review and update documents regularly
Regularly reviewing and updating internal documentation can significantly benefit any organization. Doing so keeps documents up to date with changes, laws, or standards that may have come into play, while also providing insights on potential improvements and areas of risk.
Document reviews and updates not only help organizations stay compliant with the latest regulations but can identify redundant processes or outdated ideas resulting in optimized performance. By making sure documents are regularly reviewed and updated, organizations are able to remain competitive while proactively managing areas of risk.
Bottom Line
Managing internal documentation is key for any organization, whether it’s a small startup or a multi-national corporation. It’s important to keep everyone in the organization closely connected and aware of what is going on and why certain procedures exist. By following the six best practices outlined in this blog post, you can set up a system that works well with your organizational culture and make sure that everyone has access to the information they need.
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