You are a startup or freelancer or any big company if you want to run your business effectively and smoothly, then you need a good document management system it helps in good customer experience and also helps to fulfill the basic needs of business. Document management system is used to store, edit, and share data in a systematic manner in the system which helps the user to find the data easily when required. This helps to reduce the paper cost of the company and helps with the go green environment. Document management plays a vital role in the company which works like a backbone in the success of the business.
Example like XYZ company is working in projects and they have made excellent rapport with client employees are working on different projects and they are handling files of each project separately and they have a process chain to transfer files to different team member for their approval signature then only the process will move ahead but in year ending company came to know that there is no invoice generated for the work done as the last team member has not generated the invoice that means company face the ultimate loss in the project as the team member doest know that it is his job to create it or due to lack of communication and confusion of different file this happen. But if they were using document management system then this will not happen because in document management system everything is recorded online and every member is on the same platform which avoid miscommunication because every update can be seen by each member at the same time and if any changes made, it will show who has done that with date, time and name of that person and as it handle electronically there will be no communication gap that will help in the effective and best result in the project.
Basic points you need to keep in mind when designing your document management system
Prioritize according to business needs: Never go for the easiest things first, this will not help you to achieve goals easily plan things according to your business need finish the thing first which is more complicated or take the time to finish it. Always remember your income should be higher than expenses.
Take it one step at a time: Don’t mix up things go step by step in the project this will help you to save time and money. And you can avoid the hassle of mixing things all together.
Communicate and collaborate: It is very important that everyone who is involved in the project, whether it’s a developer or tester or senior Project management everyone should know what is going on in the project. A Collaboration between team member is very important there should be clear message and understanding what is the gameplay and who is the target audiences.
Keep the user experience at the forefront of your thinking: For better and effective customer result your staff needs a clear picture of their work and consistency when working with the different system.