Productivity in the Modern Agency
There was a time when collaborative work involved a mountain of papers, bulletin boards, and several meetings every day. Thanks to advances in technology, those dark days have long since passed. Instead, many shared network drives are filled with versions of the same document, with inboxes stuffed to the gills with suggested changes and minimally modified files. It can be difficult to settle on a single copy, let alone guarantee that everyone has the most up to date version possible.
The old solution was to only allow one copy to exist, and have writers “check out” the file and make suggestions. This bogged down work and created a situation where hours, if not days, of work was tossed out with the flash drive. There had to be a better solution.
The first glimmer of a solution came from online services that enabled multiple writers to collaborate on a single document, without risking it being harmed. Over the next several years, advances have been made with only content generation and maintenance, allowing employees to exercise fine control over a project without having to resort to email or the old bulletin board. Here is how this new reality can help you and your team stay productive during working hours.
Eliminate the Need to be in the Office
By utilizing an online service, you and your colleagues can collaborate from anywhere in the world. A single login is all that is needed to access current project data, and gives the employee the opportunity to contribute with the same effectiveness he would have in the office.
Eliminate the Scourge of Multiple Copies
The greatest challenge many large projects face is confusion. By having multiple drafts of the same document floating around, it is possible for team members to act in accordance with an outdated plan or policy. By utilizing a content management system, you can determine which version of the document team members have access to, and revert to an older version if need be.
By taking ultimate control of the document out of the hands of the team, and giving it to an administrator, it is possible to save hours, if not days, spent in meetings designed to eliminate confusion.
A content management system automatically records every change, and who made it. This will enable you to quickly determine who is more productive, and who needs to be reassigned. By having a central interface that can be readily understood, it is possible to save the numerous hours spent determining who deserves praise, and who is bringing the team down.
Easily Divide Tasks
By having access to a real time log on who is working on the document, and where they are manipulating it, you can easily break the team up according to task. This guarantees that they will not interfere with each other. There are many ways to do this, though the easiest is to create a document for each section and share all of them with the team. However, only enable write access to those assigned to their section. This will enable the team to stay focused on what is in front of them, without losing sight of the big picture.
Eliminate the File and Folder Paradigm
There are few things worse than losing a file when you need it most. It could have been moved, renamed, or you could have simply forgotten its title. There have been many attempts to solve this issue over the years, including net-friendly features such as tags and meta data. The problem with these implementations is that they do not occur organically, the end-user must manually input the data each time a file is created.
A content management tool like ContentWeb will allow for the input of tags based off of when the document was edited, who edited it, and what was said inside of it. By utilizing the power of the search engine, forgetting the document’s title is a non-issue. Just type some keywords, the date, and the writer’s name in the search field, and watch the file rise to the surface. This eliminates one of the greatest time sinks of modern computing – finding lost files. You will no longer have to pour through directory after directory, trying to find something that could have been tossed in the trash by accident.
Highly effective working is possible for the busy and even the non-savvy through technology. A content management system enables members to quickly and easily find and publish material created by the team, without being burdened with archaic concepts such as files and folders.