5 Ways a Document Management Service Can Improve Your Business

5 Ways a Document Management Service Can Improve Your Business

5 Ways a Document Management Service Can Improve Your Business

Documents can be the bane of any businessman’s existence. Documents are a fact of life in the business world. From advertisements to legal contracts to protocols, from business plans to presentations to spreadsheets, almost every person in a business has some contact with a document.

By Jordan McCollum

In most businesses, several people write, read and revise the same documents. This process can become inefficient and time consuming. But this hassle can be minimized or even eliminated with a document management service. Designed to allow easy collaboration and document review, a document management service can improve any business by reducing the amount of time misspent in document revision and eliminate confusing duplicate copies and edits of the same document. Below are the top 5 ways a document management service can improve your business.

5. Virtually no training downtime.

The best document management service works with the word processor, spreadsheet, database or other programs that you already use. By eliminating the need for extensive training sessions, a good document management service is ready for use very quickly so that your business can benefit from the service almost instantaneously.

Some document management services require no IT infrastructure, meaning that you don’t have to spend time and money installing a central server or LAN if you don’t already have one. A document management service that works with the software you already use can help your business manage documents within minutes instead of weeks or days spent learning new software.

4. Streamline document creation.

Is every document in your business written or created by only one person each? Most documents require several people in the process of document creation for each document generated. Most people working on documents work at their own computers. Gathering around a single computer or in a conference room to work on each document can be inconvenient, inefficient or even impossible in many businesses. Printing and manually editing documents wastes paper and is time consuming.

A document management service ensures that everyone who needs to be a part of the document creation process is included. Each person’s input, edits and revisions can be tracked conveniently and easily, streamlining the process of document creation.

3. Faster document review.

Your business may not have a legal team that confers over and reviews every document you create, but every established business has a method for reviewing internal and external documents and communications. Sometimes this revision process can be extremely time consuming and result in multiple edits and copies of the same document.

A document management service tracks all of the revisions to a document including who has edited the document, what changes have been made on each version of the document and how the different versions fit together. With a document management service, you can eliminate the confusion of multiple copies of each document and speed up the revision process.

2. Instantaneous collaboration.

If you were in charge of a document that required collaboration from your colleagues, how would you go about getting their input? After writing your initial draft, you might try a conference meeting or call to revise the document. You might consider dropping off a printed copy at each of your colleagues’ desks. You might try emailing the document to each of your colleagues.

While each of these methods may work, they can also take time and slow down your document process. Unless you meet with all your colleagues at once, you’re sure to end up with multiple copies of the same document with very different edits. A document management service is another approach that can make document collaboration fast and easy. You can still use your e-mail to distribute your document, but a document management service tracks all versions of your document including who edited what when. When the various revisions are returned to you, a document management service quickly and easily merges these documents into one perfected document. Collaboration couldn’t be easier than with a document management service.

1. Eliminate document chaos and increase uniformity.

Without a document management service, each version of a document creates more clutter and confusion. When you’re in charge of a document and you receive several people’s edits, how do you keep them straight? How do you store them? How do you enter all their feedback into one document to create a uniform, final copy?

With a document management service, you get a final edit of your documents quickly and easily. Rather than multiple copies of the same file in many locations, keep your organization simple and straightforward. Your documents will be more uniform and better quality—not to mention better organized—with a document management service.

A document management service can make it easier for you to manage not only your documents but your company. Instead of needlessly wasting time tracking documents through endless changes, a document management service creates uniformity and allows you to focus on your job. What are you waiting for? Improve your business’s documents and efficiency with a document management service today.

Jordan McCollum is a Content Writer for 10x Marketing, an Internet marketing firm. To learn more about how a document management service can improve your business, visit NextPage at http://www.nextpage.com today.

 

We hope you found this article about “5 Ways a Document Management Service Can Improve Your Business” helpful.  If you have questions or need expert tax or family office advice that’s refreshingly objective (we never sell investments), please contact us or visit our Family office page  or our website at www.GROCO.com.  Unfortunately, we no longer give advice to other tax professionals gratis.

To receive our free newsletter, contact us here.

Subscribe our YouTube Channel for more updates.

Alan Olsen, CPA

Alan Olsen, is the Host of the American Dreams Show and the Managing Partner of GROCO.com.  GROCO is a premier family office and tax advisory firm located in the San Francisco Bay area serving clients all over the world.

Alan L. Olsen, CPA, Wikipedia Bio

 

 

GROCO.com is a proud sponsor of The American Dreams Show.

 

American-Dreams-Show-Accounting-firm-in-ca-cpa-tax-advisors-groco-alan-olsen

The American Dreams show was the brainchild of Alan Olsen, CPA, MBA. It was originally created to fill a specific need; often inexperienced entrepreneurs lacked basic information about raising capital and how to successfully start a business.

Alan sincerely wanted to respond to the many requests from aspiring entrepreneurs asking for the information and introductions they needed. But he had to find a way to help in which his venture capital clients and friends would not mind.

The American Dreams show became the solution, first as a radio show and now with YouTube videos as well. Always respectful of interview guest’s time, he’s able to give access to individuals information and inspiration previously inaccessible to the first-time entrepreneurs who need it most.

They can listen to venture capitalists and successful business people explain first-hand, how they got to where they are, how to start a company, how to overcome challenges, how they see the future evolving, opportunities, work-life balance and so much more..

American Dreams discusses many topics from some of the world’s most successful individuals about their secrets to life’s success. Topics from guest have included:

Creating purpose in life / Building a foundation for their life / Solving problems / Finding fulfillment through philanthropy and service / Becoming self-reliant / Enhancing effective leadership / Balancing family and work…

Untitled_Artwork copy 4

MyPaths.com (Also sponsored by GROCO) provides free access to content and world-class entrepreneurs, influencers and thought leaders’ personal success stories. To help you find your path in life to true, sustainable success & happiness.  It’s mission statement:

In an increasingly complex and difficult world, we hope to help you find your personal path in life and build a strong foundation by learning how others found success and happiness. True and sustainable success and happiness are different for each one of us but possible, often despite significant challenges.

Our mission at MyPaths.com is to provide resources and firsthand accounts of how others found their paths in life, so you can do the same.

Posted in

Rob Ryan’s Amazing Movie Premiere June 28th on How He Saved the Internet

The Hollywood movie premiere of the Rob Ryan story is a cinematic tribute to innovation.  This remarkable film documents the real-life journey of this visionary from crisis to triumph and how he saved the internet!  On June 28th at 9:30 PM in the iconic Chinese Theatre.   Rob Ryan, Founder of Ascend Communications discusses the…

Early Detection Saves Lives with Steve Marler

Steve Marler, Founder of Advanced Longevity discusses how early detection can save lives and overcoming a broken healthcare system on Alan Olsen‘s American Dreams Show. Transcript: Alan Olsen Welcome to American Dreams. My guest today is Steve Marler. Steve, welcome to the show.   Steve Marler Thank you. It’s great to be here.   Alan Olsen So Steve,…

Mark Sadovnick Talks Leadership, Authenticity, and Making an Impact

Mark Sadovnick Talks Leadership, Authenticity, and Making an Impact

Mark Sadovnick, Managing Partner at 5th Element Group discusses leadership, authenticity, and making an Impact on Alan Olsen‘s American Dreams Show. Transcript: Alan Olsen Welcome to American Dreams. My guest today is Mark Sadovnick. Nick, Mark, welcome to today’s show.   Mark Sadovnick It’s great to be here. Alan, thanks for inviting me.   Alan Olsen So, Mark,…

Preserving My Family’s Life’s Work & Legacy

Tom Chatham, Chairman of Chatham Created Gems & Diamonds, Inc., discusses preserving his family’s legacy and life’s work on Alan Olsen‘s American Dreams Show.   Transcript: Alan Olsen Welcome to America dreams. My guest today is Tom Chatham. Welcome to today’s show.   Tom Chatham Thank you glad to be here.   Alan Olsen So, Tom, we’ve had…