As a small business owner, it’s essential to look at streamlining operations with document management software. For our team, we’ve essentially ended and coordinated internal communications by stopping the use of emails in favor of a platform like Slack. We’ve also moved to manage projects more easily and more seamlessly using the tool Monday.com.
One of the fundamental ideas of our business is to have a strong marketing program supporting the sales group. Like most, we produce thousands of pieces of content annually. For instance, if we’re testing different program ideas for our social enterprises or perhaps even starting a new venture, we create and develop even more content.
Our Document Management Challenge
However, I’ll admit it. Yeah, we have suffered from multiple versions of documents for our marketing or operations teams. And, what it ultimately brings is frustration and double work to ensure you have the latest version and everything is organized. There has to be a better way. Our operations group is tasked with seeing what is out on the market. Like any company, we must remain compliant, organized, and productive with all the documents and content we produce.
So, that work got me thinking? What if I shared document management software with you? It may not be top of mind, but it’s essential. In short, perhaps one of these excellent software tools will help you and your team to ensure you’re organized. At the very least, they’re worth a look if you want to enhance your productivity and organization. Based on our research, these platforms could serve as a starting point to help you start your research.
Templafly
This Danish company recently raised $15 million. The document management system provides custom templates, best practices, and document automation. You can access it anywhere and on any device (some others are limited). It allows you to create documents that can be made and dynamically updated with your branding. Also, it enables you to create everything from emails to presentations and communications materials. Moreover, you maintain consistent branding and language.
SharePoint
This software is a product of Microsoft. The platform allows for sharing and collaboration, but it is also known for its excellent third-party integrations. SharePoint is a great document management software, but one of the challenges for small businesses is that there will be the added costs for having to hire expert help for installation. It’s also more costly than some of the other products that are out in the marketplace.
M-Files
This software tool is also well-respected in the industry and used by large corporations. The idea behind this tool is that there is a single vault where everything is housed and then sortable by the client, date, etc. One of their primary differentiators is that their software platform makes it a point to prevent any duplication of documents and provides users an alert when there is a duplication of a file.
Docuware
For those companies who want to operate in the cloud, Docuware does just that. When you use this platform, you’ll have cloud storage as well as digital automation in the pursuit of being paperless and also productive from wherever your team is located. Like the other platforms, it offers robust workflows and is also a system that is good for companies that are small and looking to expand and go to scale.
We’re still evaluating what works best for us concerning the possibility of obtaining a document management system (DMS). However, if and when you do your own evaluations for your group, a few of the things you’ll want to keep in mind are third-party integration, cloud storage, mobile apps, workflow functionality, online editing of files, scalability, document sharing and approvals, ease of use for your team and security. Also, make it a point to investigate the customer service that is provided by the DMS company to ensure that you get help should you require it. I’ll keep you posted when and if we decide to go with one of these companies for our needs.
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