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5 Ways Organized File Sharing Supports Your Bottom Line

 

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Your level of organized document management (or lack of it) has a direct impact on your bottom line ó more than you might think. Disorganized files increase employee frustration, delay projects, and force your colleagues to redo their work.

How do you know when youíve got a good document management system? Organized files are easy to share and easy to locate. When you, your team, and your contractors can find all files quickly and easily, youíll see a positive impact on your bottom line for the following reasons.

1. Organized files and folders support faster turnaround

Clients expect you to deliver final products on time and in full. Missing files cause project delays that often derail work across multiple departments. When one department canít complete a task without a specific file, all dependencies will suffer.

If you want to ensure a quick turnaround time for your clients, you need to organize your files. They should all be clearly named with a proper naming convention, placed into descriptive folders, and tagged with helpful keywords.

If you canít tag your files in your current file storage platform, consider switching to Box. Keywords are what make large file collections easy to navigate. You can add keywords manually or automatically to support your workflow.

 

 

 

 

2. Organized files help teams meet deadlines on time

Few things matter more than meeting deadlines on time. When you meet deadlines, you demonstrate to clients that youíre reliable and they can count on you to fulfill your promises.

Meeting deadlines also demonstrates expertise in your field, especially if you have the ability to gauge accurately how long a project will take. Clients depend on you to create a realistic timeline and deadlines along the way.

If your files are disorganized, your timelines wonít be realistic because your team has to spend hours searching for files with unknown file names across a variety of storage platforms.

Meeting client deadlines will help you generate returning clients and may even support a fee increase, which is one of many ways you can make your business more profitable. When your operation delivers superior results quickly and on time, the value of your services will naturally increase.

3. Organized files reduce unnecessary communications

An employee who canít locate an essential file will have to start emailing other team members to help track it down. Having to email other employees to find a file wastes multiple workersí time.

Every single person who gets dragged into the hunt for that file will be wasting time and payroll dollars. At least one person will have to take on the task of postponing his or her own work to help search for the file.

On the other hand, when employees can find files quickly, they wonít have to email seven different people to track down what they need. They can simply log into an organized file sharing account, navigate the folders (or type in keywords), and get the document(s) they need.

 

 

 

 

4. Organized files prevent employee frustration

Nothing frustrates employees more than being required to complete a task without having been given the necessary resources. If you donít tackle such points of frustration, you could end up losing your best employees.

Donít risk losing your valued employees over cascading problems that are easy to fix. Organize your documents and make them readily accessible to your team.

5. Organized files prevent wasted payroll dollars

Each time a team member canít find a file he or she is looking for, even something as simple as a photograph, thereís a possibility the employee will have to recreate the file to complete the task. For example, if the exact image canít be recreated, your coworker will have to search for a comparable stock photo, buy a license, and prepare the file for the project.

Other documents take longer to recreate, such as business plans and task lists. Business World published data from several studies, including one that determined businesses spend $220 to recreate each lost document.

Keeping your files organized enables employees to avoid having to perform extra work to compensate for lost files, and that could save thousands of wasted payroll dollars over time.

Thereís file sharing and then thereís organized file sharing

File sharing is pointless when itís not organized. Organization is the key to document accessibility. If your file sharing platform doesnít support a high level of organization, start looking for a new platform that will keep your files organized and easily accessible to your team.