And solve issues as they arise for the greater good of the business. Visit the Traction Library. It has allowed me to grow and scale my agency in ways I never imagined.
Upcoming Events. Great Boss Workshop. Begin Your Journey. Take Your Business from Chaos to Clarity. Find an Implementer. Teach, facilitate, and coach EOS. Learn What it Takes. October 13, For Integrators who want to take their skills to the next level. Register Now. Mark C. Winters Co-author of Rocket Fuel. Base Camp. Users should have levels of permissions, and ownership should be assigned accordingly.
Different people should have different access levels, depending on their roles and skills. When people start using the filing system, they should have set expectations and guidelines for doing so. The rules are to avoid confusion around sharing, to prevent multiple copies being made of the same document, and for file tracking. Be clear about expectations for using the software. When you transfer your paper files to an electronic format, you should have a system in place.
Make sure you keep a few things in mind as you upload, store, and share. Set up categories and specific rules to avoid creating duplicates, but also so that files don't get lost. A digital filing system should be intuitive and shouldn't disrupt workflow. You can categorize by department, organize by chronology or name, or find another system that works for you.
Folders within folders keep your work super organized. Subcategories allow you to control the chaos and make it easier to find specific files. Once your digital filing system is up and running, keep the process flowing smoothly. Make sure you check that documents follow name conventions, and ensure that storage is accurate. Archiving documents is an integral part of file management. Too much paperwork can overwhelm and confuse your staff, so it's best to archive old files.
During this process, you're not deleting documents entirely and therefore losing data. Still, you do remove extraneous files that may be confusing or that make searching for documents difficult. As you get ready to take on a digitally managed system, you will find that your office life becomes less cluttered. You'll go through a little bit of a learning curve to migrate files online, but with time, it will become easier to manage and maintain.
Focusing on the wrong software can cost you hundreds, if not thousands of dollars -- not to mention hours of headache. Discover the 5 most critical apps to help you run your business as well as the ones you probably don't need.
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For digital file organization, Microsoft offers up Sharepoint, a highly functional but often clunky system. DocSend has a user-friendly interface that makes digital file transfers and management less hectic. Taking content and document management from the physical world to the digital is a necessity. Choose the right solution, and your organization can make the digital leap quickly and easily. Check out the best reviews ». The Motley Fool. About The Blueprint. Review Methodology. Advertiser Disclosure We may receive compensation from some partners and advertisers whose products appear here.
Enter your email address: Search. Our Top Picks Accounting AccountEdge Pro AccountEdge Pro has all the accounting features a growing business needs, combining the reliability of a desktop application with the flexibility of a mobile app for those needing on-the-go access. Applicant Tracking Zoho Recruit Zoho Recruit combines a robust feature set with an intuitive user interface and affordable pricing to speed up and simplify the recruitment process. Appointment Scheduling 10to8 10to8 is a cloud-based appointment scheduling software that simplifies and automates the process of scheduling, managing, and following up with appointments.
CMS Weebly Weebly continues to attract and keep loyal users thanks to its user-friendly design and constant upgrades. Construction Management CoConstruct CoConstruct is easy-to-use yet feature-packed software for home builders and remodelers.
More Top Picks. Browse Specifics The right product depends on who you are and what you need — but regardless, you want the best. Browse Software Accounting Accounting software helps manage payable and receivable accounts, general ledgers, payroll and other accounting activities.
Applicant Tracking Choosing the best applicant tracking system is crucial to having a smooth recruitment process that saves you time and money. Appointment Scheduling Taking into consideration things such as user-friendliness and customizability, we've rounded up our 10 favorite appointment schedulers, fit for a variety of business needs.
Business Checking Accounts Business checking accounts are an essential tool for managing company funds, but finding the right one can be a little daunting, especially with new options cropping up all the time. CMS A content management system CMS software allows you to publish content, create a user-friendly web experience, and manage your audience lifecycle.
Construction Management This guide will help you find some of the best construction software platforms out there, and provide everything you need to know about which solutions are best suited for your business.
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Search for software and business topics:. Advertiser Disclosure. How to Successfully Set Up an Electronic Filing System Take your company's storage to the next level by setting up an electronic filing system the right way.
Here are our five steps to creating and organizing an electronic filing system in your small business: Create a document retention plan Choose the right file management software Figure out an implementation plan Set up storage Schedule ongoing maintenance What to consider when setting up an electronic filing system Before you get started setting up an electronic filing system, you need to keep in mind some vital document management best practices and considerations.
Your budget When you choose document management software, make sure it realistically fits within your budget. Number of users Some systems charge based on the number of users, while others have either user minimums or maximums to meet. Step 1: Create a document retention plan The first step is just a little bit more pre-work.
You will need to lay out a general plan in a few areas: Creating documents Set specific rules for creating and tracking files that your business creates, such as invoices, proposals, contracts, and marketing materials. Sharing documents When it is time to share documents internally or externally , you should decide on some rules and parameters before instituting a new system.
Visit Microsoft SharePoint. Visit DocSend. The Best Document Management Software of Taking content and document management from the physical world to the digital is a necessity. Lizzie Sleight started her own business as a junior in high school. She started testing out her ideas and started a yard cart rental service for celebrations.
Sirena Rana, founder of Trail Inspire, made her passion a reality and started a company. Here's what she learned establishing her outdoor consulting business. File naming conventions allow you to simplify management, do smooth searches, and perform easy file retrieval.
Here are three best practices when naming files. As business grows, you may find yourself having files that need to be archived and stored for future reference.
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