Documentation Missteps and How to Avoid Them?
Several organizations still store rising numbers of digital documents in personal file-sharing accounts or multiple locations. Use of this approach can lead to frustration or mismanagement of the information as the amount of digital information keeps growing at a faster pace in a running business. From the time-consuming and tiring searches for the correct document version to slowed business processes, there is a chance of a rise in mistakes causing a rise in expenses as well.
Although Document Management Systems (DMS) could play an important role in facilitating effective collaboration among employees, their operation does not always run as smoothly as expected. The reasons mostly are a mixture of bad project approaches and incorrect expectations. Some of the most common reasons for errors are:
- Making things too complex
- Forgetting about change in management
- Relying too much on something that is given to you by DMS.
You may want to double-check things, keep them organized, do not let the documents pile up to a level where you cannot properly organize them without spending thrice the actual time that was needed in the first place. Keep them organized as they come to avoid facing hassle sometime later. Providing some end-user training will prove to be beneficial too. Involve them in the analysis phase, have them test the implementation after each sprint, and explain the plans to them.
