In two previous posts, we discussed some of the issues that can arise when trying to keep everyone in a team or group on the same page through consistent communications.
Some members of the same team may operate under different assumptions because of varying sources of information, different recollections, changing information, or simply being out of the loop.
We also discussed how a shared document system in which files are available to anyone on an internal network who has access can mitigate or eliminate many of these issues, and here, we’ll look at some best practices for managing such a system.
Make Good Use of Permissions
As previously mentioned, one problem with information transmission in a group is that the members sometimes receive information from different sources.
Shared files typically have multiple types of permissions, ranging from “full control” (which gives users the ability to view, modify, delete, or create files and subfolders) to read permissions (which simply allow users to view folders and subfolders) to no permissions at all.
These permissions should be carefully managed to ensure people have access to the information they need, as well as to protect confidential or proprietary information. The following are some tips on maximizing the use of this type of system:
Force People to Use It
It can be extremely frustrating to spend time working on instructions or detailed information only for people to call you and ask questions that are answered in the information you’ve already provided.
If this occurs, direct people to the readily accessible information in the shared file, even if you know the answer off the top of your head. By doing this consistently, they will stop asking and start using the designated system.
Keep It Up to Date
People will lose confidence in your shared file system if you say, “Oh, that information isn’t up to date. This is the new information,” so it’s critical that the information in the system be the latest and greatest so people can rely on it. Otherwise, the whole system will break down.
Information management is one of the most basic, important elements of any organization—but it’s also one of the most flawed. However, there are many tools and strategies to improve the accurate and efficient dissemination of information, and a shared file system is a great tool for companies to try.