Gain control over approval and version control challenges with a document management software
19.08.2020
-5 min
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Silje Stensland
19.08.2020
-5 min
Some years back, while discussing an implementation plan with a client, a manager told me that there were only two games his teams were overly familiar with: “the waiting game” and “hide and seek”. At the time, I found the remark strange, and it didn't resonate with me, but it sat with me because I found it fascinating that he referred to the work situation as games. I later found out what he was talking about.
Have you ever had a project derail because a key deliverable wasn’t approved on time, or had to ask your client for an extension, while waiting for that last sign-off? Well, then you are familiar with “the waiting game”, and sadly you are not alone.
Getting documents approved in a structured, timely fashion is one of the more understated challenges in project management. You might have everything lined up perfectly, but if a key stakeholder does not give the ‘okay’ on schedule, things can go downhill quickly.
A smooth document approval process is crucial for streamlining your operations and can dramatically increase document collaboration and productivity, cut cost and time to market, and last but not least ensure the quality of your work.
Most run right into the next time-consuming game when trying to find the latest/right version of a document. They simply do not know which document is the latest or where to find it.
You risk delaying a process, not to mention quality and compliance, and all too often you end up losing a sale or a client.
If you google finding the right information (just to get the satisfaction of knowing your competitors are dealing with the same issues of course) you´ll quickly find confirming evidence like these:
Your Google search will result in several best practices as well as a variety of software tools that you can use to design and build custom approval processes and workflows. Some include a solution for versioning. The most common tools used today include Sharepoint, Salesforce, Microsoft programs and Google G Suite.
There is without doubt clear progress on several levels for those organizations that have taken on these technologies, so why are we still playing the same games? Has basic information management taken a back seat or has the tool landscape become too fragmented or complex – even after moving to the cloud?
A holistic overview of operations often leads to the need to simplify. Before jumping into any conclusion on how a document management software can help, please consider this:
By enabling your teams with a solution that streamlines teamwork – with a smooth approval process and version control naturally implemented – you will not only unleash creativity, innovation and flow to your organization, but you will also get quality-assured results and a much happier crew.
Consult us about playing a more streamlined game.
Silje Stensland
Silje is the Chief Marketing Officer of Xait. She holds a Bachelor in Marketing Communication and an Executive Master in Business Administration. She is an analytical, efficient and results-focused marketing and communications professional and her career spans over 15 years within real estate, oil & gas and IT. When Silje is not busy growing the Xait brand, you can find her at her family cabin in picturesque Sirdal, Norway, hiking, trekking and cross-country skiing.