Project Management Support for Reorganization of the Shared Drive

Depositphotos_1306891_xsTaking on the task of reorganization and structure of the shared drive can be daunting. It is important to choose the right internal person to assist and manage this type of project. This type of project requires someone or a team to create user-friendly, standardized, comprehensive, and extensive file structure, taxonomy and data/record management guidelines.

Sometimes an organization delegates the project to entry level or administrative staff. However, with limited decision-making authority, these individuals are often hesitant to change, alter, move, or remove files and documents from the shared drive network. Further, without buy-in from all employees, revised structures developed by one staff often can end up to be a short-term solution and not long lasting.

It is important for organizations to train internal personnel, engage a team, or hire consultants who have IT knowledge and understanding along with a clear process of how to facilitate groups to develop guidelines and an electronic file structure that can last into the future. These project managers or consultants are essentially in organizing the project, facilitating the process and providing counsel on data management best practices.

It is recommended in choosing internal personnel as project managers or project team participants to have the following skills;

  • A good understanding of server Happy team. Isolated.systems and shared drive networks
  • Excellent group facilitation skills; with the ability to foster dialogue and gain group consensus
  • Strong organizational skills and the ability to create file hierarchical systems and taxonomy
  • Strong skill in navigating and using functions and tools in Microsoft Office, and in particular Windows Explorer
  • Good knowledge of file extensions.

Information management, technology and professional organizing consultants can provide the service that offers the expertise needed to develop shared electronic file guidelines and structure. To learn how to organize electronic files on the shared drive, download the report How to Organize Electronic Documents on Shared Drive Networks. Or you are welcome to contact us and we can assist you.

Technology Tips to Support the Paperless Habit

There are many ways to support becoming a paperless office and one of the first ways is to make sure you have the technology that supports the habits. Here are three technology tips to assist workers in becoming more paperless

1. Use Scanners: Make sure there is an easy and convenient method to scan paper documents that are not in electronic format. Scanning important paper documents, such as historical documents, into an electronic format makes for simplified electronic filing and retrieval. Scanning also works well for paper files that are compiled from various sources that need to be saved as one document. Make sure the scanner has the following features; multiple document feed , conversion to PDF, OCR capabilities and direct emailing of scanned documents.

 2. Consider Dual Monitors: When processing data, workers often need to view documents simultaneously.  Consider installing a second monitor if the work performed requires multiple programs and systems to be open concurrently. When workers have the flexibility of seeing two windows or two screens at one time, they can review one document while processing or taking notes on another, alleviating the need to print hard copy documents in order to have the same functionality.

3. Use Tablets: Tablets are very useful in helping individuals go paperless, especially with meetings. They are portable devices that can access and view data quickly. Tablets are useful for those individuals who are project managers who need access to all project data in meetings or at client site, they are also useful for managers and executives who are in back-to-back meetings and need access to handouts and rather not carry the paper.

 

Let us help you become the paperless office through our consulting services or our Becoming a Paperless Office training. Contact us to learn more!