Still using SharePoint or OneDrive to store Policies and Procedures?… or Google Drive/Docs, especially if your team is relatively small. Some still rely on ‘Network drives’ or store files locally on work laptops, but let’s set those aside for now.
If you and your team maintain a meticulous file structure and prefer a neat and tidy approach, a document repository like SharePoint might be an ideal solution. However, this group is the exception rather than the norm.
For the majority of us, as teams expand or organisations accumulate more documents, the limitations of a document repository become apparent. Finding files becomes challenging, even for the original authors, and trusting the content within it becomes nearly impossible.
An unmistakable sign of trouble is when team members start storing their own copies of files.
Why is this problematic?
Frustration Due to Lack of Information:
Staff members get frustrated when they can’t access the right information promptly. Having the necessary tools for the job is crucial for job satisfaction; a key factor influencing whether an employee decides to stay or explore other opportunities.
Proliferation of ‘Selfish’ Work Practices:
Keeping individual copies of files encourages selfish work practices. Growing a business relies on sharing knowledge, which can only be achieved when all team members actively contribute to updating the ‘source of truth.’
Compliance Risk with Multiple Document Versions:
Maintaining multiple versions of documents poses a compliance risk. Older versions can easily be accessed through a search with a document management system, leading to the potential for outdated practices. This can result in rework, and in some cases, failure to comply with legislative requirements, leading to more significant consequences in the future.
It’s time to take the next step!
Elevate your team’s efficiency and compliance by exploring Centro’s innovative tools. Take the next step towards a streamlined future — get in touch with the team today about our policy, procedure, and document management.
