Efficient File Management & Collaboration

The storage of files and documents in the work setting is critical. But what about sharing, organization, and collaboration?

The office revolves around important files and documents - word documents, spreadsheets, slideshows, presentations, databases, and so on. These documents may be easy to store and manage; granted you work completely alone. But things get very complicated, very quickly when dealing with multiple workers, team members, clients, separate computers, and mobile devices. Does it make sense to store a physical copy of a document on everyone's computer and inbox? How sure are you that your copy is up-to-date? How quickly could you find the file if you needed it?

Using the centralized file management aspect of our collaborative intranet software, a document is uploaded and stored in a single location, which everyone can access. You now have a dedicated space for this file which team members can now upload updated versions and collaborate and discuss ideas and information regarding the file. You now have instant, easy access to the files from anywhere, insuring that you're always up-to-date.

Case Example:

A powerpoint presentation is required for a meeting a week from today with a perspective client. You decide to create an initial draft to get the project started. Now it's time to let your team members see your work and contribute their own ideas.

The Traditional Approach

You finished the initial draft of the powerpoint and saved it on your computer. Via email, you attach the powerpoint and send it to all of your team members. Now, there is a copy of the original powerpoint on ten separate computers. One team member makes changes he deems necessary, and returns the new presentation to you. Now, there are also two updated versions on two separate computers. You then forward the newer version to the remaining team members. Later, you receive two different updates from two separate members. Now what? You're left with a mess.

The Intelligent Approach

After completing the initial draft of the powerpoint, you attach it to a 'Task' entry that you created from within your intranet, which is set due for a week from today. Now, everyone has access to the powerpoint, and is fully informed about the due date, and what the task involves.

Commenting can then be made on the item for collaborative purposes, keeping the entire conversation in one central location.

As updates are made, newer versions can be attached, keeping everything organized and everyone up-to-date.