If you want your company to run smoothly you must make sure that your documents and other key resources are documented and organized properly. Data doesn’t require management, it requires effective document management. The construction of the DMS (Document Management System) has become an essential part of the project manager’s daily life. But if you want your project to run smoothly you must ensure effective and efficient data control. If you don’t have proper DMS (Document Management System), projects are hard to complete in time and budget. Now here are few tips that will help you manage your construction document better.
CREATE STRUCTURED AND NESTED FOLDERS
Folders must be defined well. One should never have undefined folders and document. It makes the search more exhausting. In order to achieve this, you can use the folder Template feature that helps you to create a predefined folder with predefined settings that includes privacy, security, audit trail etc. This will ensure less confusion and organize in a uniform manner and any document could be easily found or retrieved.
In modern times, most people and companies get flooded by tonnes of emails every day. So it becomes very important to separate emails from document management system so that both don’t get mixed. This can be handled with the help of a feature by file hold, which helps you remind you of various task management and also makes you realize which task is more important. The to-do list makes it more interactive and helps you complete several tasks on time. It also makes sure that you download and store attachments right away to keep everything streamlined.
Your DMS should always be integrated with key applications. DMS helps you access your documents seamlessly. You can retrieve any document by just searching for it. All you need to do it mention the name or description or document notes of the document and you will be able to access it. Like they say time and tide wait for none, so always try to optimize time using these key features.
CREATE PERSONAL WORKSPACE
Have you ever noticed an office? Do you not see each employee sitting on his or her desk and working? Why do you think everyone is provided with a separate desk, computers, and tasks? This is because when everyone has their own personal workspace their employee productivity increases. Similarly, DMS provides separate space which helps you to access your files that you have recently used, accessed and edited. This saves you time and energy.
FINISH TASK ON THE GO
Mobile technology is an uprising. Various companies swear by it. Your DMS should be able to introduce a similar application on the phone so that you can access and finish your work on the go. Nobody has the time to open a laptop time and again and add notes or collaborate task. So the mobile application makes it all the easier and makes DMS more powerful.
Digitization of document a huge task, but with right kind of tools you can make this task seem less complicated. It will help keep all your important files and documents in one location for easy access by everyone in the organization.