Keeping docs relevant: 5 ways to improve efficiencies

May 4, 2018

Files… Do you know what you store? Where you keep it? Who has access? How secure it is? Our customers store everything from pool safety manuals and uniform policies through to training videos and licensed music files on platform. Distributing these to relevant team members with targeted broadcasts so that the correct files reach and are accessible only to those who need them effortlessly with a few clicks. This unfortunately isn’t the case for all businesses.

In previous companies, I have personally spent hours trawling through shared drives and intranets trying to track down a specific version of a particular file and I know that I’m not the only one. In fact, according to the IDC, workers spend more than 2 hours per week searching for documents. These inefficiencies are costing money and destroying morale, so why do we make it so difficult?

Ensuring that people have easy access to relevant and up to date training videos, health & safety policies, business critical company updates or anything else that allows them to go about their jobs to the best of their ability without additional obstacles should at the forefront of a company’s priorities… Shouldn’t it?

These inefficiencies are taking their hit on far more than just our time, they hit staff and customer confidence as well as the bottom line. Research by Gartner suggests that 70% of mistakes in business are due to poor communication, ensuring that people are armed with the correct information, training and documentation from the outset can help to drastically limit them. Here are 5 tips for improving efficiencies with effective file management.

1. Grant each team member access to only relevant information and cut out the noise

Having to trawl through files, folders or an intranet full of information that doesn’t relate to you and your specific roles causes information overload which impacts productivity. If you’re a part-time lifeguard, do you necessarily need access to the food safety guidelines? If you work in the Bristol branch, do you really need the London specific promotion? This can be avoided simply by putting the correct permissions or tags in place. Give access to specific information, files and videos to those individuals that need it, rather than just grouping all staff together.

2. Make file storage searchable

McKinsey & Co. estimate that a searchable record of knowledge can reduce the time employees spend searching for information by as much as 30%. This seems obvious, but the majority of businesses don’t have a simple search function. Important information is often held across paper and digital formats. Finding a key procedure amongst all of this brings the whole needle/haystack analogy to mind.

3. Notify your team of any updates that impact them

Updating to your Pool Safety Manual? Make sure your team know! How do you ensure that all relevant staff have received, read, understood and accepted the new procedures? The most effective way to do this is to send an update to those affected, but do you have anything in place to report on this? How quickly are you able to get this update to your team? Do they have access after they have accepted it? Keeping on top of this can be a headache. OurPeople allows you to send staff targeted updates, based on their tags instantly.

4. Prioritise oversight

Do you know who has access to which files? What happens to sensitive information when someone with access leaves? What data do you currently hold? With GDPR looming, greater control and oversight over your data should be a focus of all businesses.

5. Make it accessible

Especially with non-desk workforces who often don’t have access to a company email addresses, computer or intranet, it can be difficult to know who has received a message. These individuals can often be forgotten and left out of important updates. This can lead to them feeling marginalised and the development of a toxic “Them and Us” culture. Ensuring that all of your team are able to access these relevant updates is a simple way to improve brand consistency and create a more coherent team feeling across all staff, whether they work full-time from the office or a few hours per week on the shop floor.

With OurPeople, you are able to share specific files which hit a particular criteria of job roles, locations, skills and qualifications with your team in seconds. Cutting through all the noise so that they only see those that are relevant to them, stopping information overload. These files can be sent directly to the team members who fit specific criteria, or uploaded into our secure file-storage platform where only those with the exact Tags can access them. Making this searchable means that your team members can find key information in seconds. This is all time that can be used in more productive ways, helping to make a happier, more efficient workplace.

OurPeople is a new ground breaking staff engagement platform that is disrupting the Human Capital Management (HCM) industry. Companies struggle worldwide to actively communicate with their hourly employees.

This workforce traditionally does not have access to corporate email systems or computers, and companies around the globe need the ability to communicate and collaborate with their hourly staff. OurPeople is solving this problem by providing a full mobile technology suite which includes Communications, Engagement, Compliance and Testing in one simple to use platform. Find out more here.

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