Keeping on top of the workflow when multiple contributors work on the same document
What are the common characteristics of documents such as proposals, procedures, manuals, and financial reports? Most obvious, they are large documents that can span several hundred pages, making them complex to both produce and maintain. More importantly, they are business critical documents that are published externally or shared internally, making quality of content an essential feature.
Perhaps less obvious, these documents require the collaborative and simultaneous effort of several writers. Furthermore, before being issued, they often go through a predefined process of reviewing and approval, where responsibility and control over the document is passed from one person to another.
In order for organizations to manage these complex documents, they need to look into the world of document collaboration and co-authoring solutions.
Traditional word processors, such as Microsoft Word are essentially advanced typewriters.
Word was originally made to replace the typewriter. Today, a typical word processor has functionality for text editing, spell-checking, reviewing and other layout manipulations, creation of graphics, and automatic generation of tables of contents, etc.
A true collaborative writing application includes all the common features of a word processor, but is designed from the ground up with focus on textual collaboration and workflow, i.e. the assigning of responsibilities and deadlines to different writers. This helps automate the collective creation process, while removing the inefficiencies often associated with the use of traditional word processors, such as lack of visibility and control, and difficulties with maintaining consistent formatting and layout.
To enable true document collaboration with all your contributors, internally or externally, locally or globally, you really require a web native database driven document solution.
What are some of the benefits of using a web native database driven document solution?
The list above is far from complete – the benefits of a web native database driven document solution are massive.
A survey by IDC in 2012, states that information workers waste a significant amount of time each week dealing with the variety of challenges related to working with documents. This wasted time costs the organization more than $19,000 a year per information worker.
$19,000 a year, that is a significant and costly waste. Even with minor document production improvements, a company could make real impact on their organization.
Time to consider a move away from a file driven document solution based on Word for your complex documents?
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