Solve these top three small business document challenges.
Learn about the document management challenges facing small businesses and how you can solve them.
Between multiple clients, varied projects, and different types of work, you might feel like you're drowning in documents. Learn how to get a handle on your paperwork to create efficiencies that let you get a lot more done (with a lot fewer headaches).
Document management challenges solved.
- Filing: Common filing blunders include random file names, poorly organized folders or too many versions. That leads to more confusion for you, lost time searching for what you're looking for and complicated auditing trails. Create a document filing system that works for you. For example, you can start with a streamlined naming convention like "Client Name_Project Title_Version_Date," and then organize documents into folders. If you have folders for each client, you can then put their projects into sub-folders. It might be helpful to draw out a diagram of your preferred organization strategy and then follow that as you move forward.
- Finances: Financial documents create their own special type of challenges. Consider saving your invoices in two places — first, in that particular client’s folder and second, in an invoice folder labeled by calendar year. It will help you keep all of your billing and income forms in one place, organized by year, for tax and audit purposes. Building in this type of duplication ensures you have an easy-to-trace, easy-to-reference paper trail to cross-reference.
- Collaboration: Collaborating on documents is essential for getting great work done. But it can also mean numerous versions of the same email going back and forth, resulting in lost work, feedback in the wrong places, or multiple versions of the same document. The solution? Work on shared documents in the Cloud, like on Google Drive, Box, or Office 365, to name a few. And once the document is final, convert it to a PDF.