Utilize standardized content to save time in the document production process

Utilize standardized content to save time in the document production process

Greg Gilmour
02. Jul 2020 | 2 min read

Utilize standardized content to save time in the document production process

The benefits of using standardized content to produce documents are numerous and serves as a cornerstone of best practices. Our experience as an enterprise vendor exposed to high-risk, critical environments, taught us the importance of establishing a sound foundation with firm cornerstones on which to build outstanding business processes.

Like our clients, you too can easily and quickly establish a standardized content library as a cornerstone for your company’s best practices.

Our clients understand the importance of following these three key principles:

 

Create consistency

  1. Utilize standardized content to save time producing documents
  2. Minimize data redundancy using a database solution
  3. Use pre-defined templates
  4. Re-use content that is pre-approved, vetted, accurate, and up to date
  5. Make it easy to find content by using smart folders and supporting multiple styles for searching

 

Use an appropriate tool for the job

  1. File-sharing solutions are low-cost alternatives not meant for proposal creation, are inferior for the purpose of creating large and complex documents, their siloed use makes it difficult for collaboration and co-authoring, they lack built-in workflow, and fail with vector and high-res graphics.
  2. Select a commercial software product that uses a database to manage dynamic text and metadata to create a standardized content library.
  3. Cloud-based technology to support flexibility

 

Use a standardized content library

  1. Produce documents faster and more efficiently with easy content search
  2. Save time by using pre-approved, vetted content, formatted correctly
  3. Ensure your content is always up to date with content expiration management

 

If interested in being more efficient or increasing the quality of your corporate and client interaction, then give our company Xait a chance to present how hundreds of companies achieve their goals for document production using XaitPorter.

 

Ebook collaboration is the new competitive advantage

 

Greg Gilmour

Greg Gilmour

Greg earned a Bachelor of Science degree in Industrial Engineering from Texas Tech University in Lubbock, Texas. He has 20+ years' experience providing innovative solutions to complex problems for the world's leading hi-tech and software companies serving many industries. Greg's favorite motto is, "There is Always a Better Way". He enjoys hunting, fishing, playing golf, and watching sports.

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