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  1. PDFelement

    5 Online Document Management Tips

    Sometimes it’s a challenge to stay on top of emails, tasks, and documents. But with an effective online document management system, and the help of programs like PDFelement, you can make sure they don’t get on top of you! Since the introduction of document management systems, technology has drastically evolved. Company intranets today allow you to upload documents without a problem while also providing you a platform for project management and conversation. As a result, the intranet is the ideal place for online document management. Plus, with programs like PDFelement to help you edit and organize your documents, as well as convert them into a universal format like PDF, your life is made even easier! When using an online document management system, make sure to keep the following tips in mind: 1. Plan how to implement it Each time a new software is introduced to your team, you should carefully plan the implementation process. Keep in mind that some people will learn the system more slowly than others. There is also a high chance that you will face resistance to the change in technology from certain members of staff. It’s recommended to come up with a strategy that accounts for challenges you might face, provides enough training, and encourages user adoption too. With the help of a social intranet software for managing documents, the implementation process can be streamlined. 2. Encourage Collaboration Many professionals prefer to work solo, and this won’t change until someone actively encourages them to collaborate. So, while your team might consist of extremely talented and creative staff, the team won’t be able to reach its complete potential without collaboration. Collaboration is only possible when you encourage it through an easy-to-use online system that everyone feels comfortable using. Once this happens, work will flow a lot more smoothly. 3. Use it for communication Communication is a crucial part of any project. In most cases, issues come up due to a lack of communication among the stakeholders of the project. Businesses today provide access to multi-channel communication platforms to all employees. So, team communication, as well as document management, must be integrated to get the best results. When you start using an online document management system as a central hub, users will automatically start to communicate without emails or external applications. 4. Assign someone as an administrator An effective online document management system is one in which documents and files are uploaded regularly. However, with this constant influx of files, there can be confusion and duplication. It’s easy to lose track of things. However, with a dedicated administrator, it’s a lot easier to manage the flow of traffic in the system. By hiring an expert, you can administer the social community and keep track of your document management system as well. The administrator can also answer questions that staff may have. 5. Define access rights Not everyone needs complete access to all the files and documents in your online document management system. So, with proper access levels, you can avoid confusion while also safeguarding certain documents. While some documents might need editing, others will be complete when they are ready for upload. So, these must be listed as read-only. Plus, setting permissions can make sure that there are no changes made to documents that you think are complete. Through the help of programs like PDFelement and other Online Document Management systems, you work can be made much more enjoyable! Have any other Online Document Management tips? Let us know in the comments below!
  2. Remote or virtual teams are becoming more and more common in today’s digital landscape. With the advancement of the Internet, digital entrepreneurship, mobile technology, and telecommunication, various companies and other service providers are letting employees work remotely. This means Managing virtual teams efficiently is the upcoming challenge for many businesses. After hiring the right remote employees comes the task of managing them. How will you ensure that they grasp their tasks properly? How will you make sure that they are not wasting their time? How will you encourage them to be a better version of themselves and reach their full potential? Handling and managing remote teams successfully require special attention. Here are some important tips that will help you manage remote employees effectively. 1. Lead by example Set an example for your remote employees. Make sure they feel comfortable opening up and sharing their ideas so they can get to know their remote coworkers. Keep in mind that your employee wants to be valued; a positive work environment and personal reinforcement should be your priority. Involve your remote employees in every aspect of the company; share the company’s goals and objectives and keep them updated on what is going on with the company. All this will increase your employees’ morale and professional satisfaction. 2. Provide feedback Appreciating your remote employees and providing constructive feedback is significant to managing remote teams successfully. Providing your employees with performance feedback on a weekly or monthly basis will give them an insight on their job performance and will also make them understand their strengths and weaknesses and how to improve themselves further. If your remote worker needs improvement in a specific area, first show appreciation for what they are doing right and then help them realize the areas they can improve upon, and give them tips on how to do so. 3. Have regular team meetings Holding team meetings can be a challenging task as not all your remote workers will be in the same time zone. However, it is doable and highly recommended so everyone stays on the same page. While, face-to-face meetings are most ideal, conducting online team meetings and getting to know each other is also possible. Team meetings are important for managing remote teams as this way everyone gets to know each other, and get a sense of the big picture. 4. Use the right digital tools Remote or virtual teams need appropriate tools to communicate effectively with one another. There are many digital tools available that can help in this aspect, including PDFelement. By using a PDF editing tool you can easily send and edit any PDF document, including scanned files. There are also many other types of digital tools available as well. You can use instant messaging apps like Slack to address immediate inquiries and concerns. Or video chat apps like Zoom or Skype. Plus, collaboration tools like Google Docs or InVision give remote workers an easy way to work together while being physically miles apart. 5. Set expectations and then trust your team For a remote/virtual team, it is highly essential to have a set schedule of what is expected from them. These expectations must be given clearly and straightforwardly so the remote team knows what they’re required to do and how they should do it. This adds accountability. Some expectations to set are: · Submission of work on time · When to work · Professional conduct · How to apply for holidays · Performance Standard/Review process Without trust, managing remote teams is impossible. Managers need to clearly assign the task and then step back without interfering or trying to micromanage. Trusting your employees will let them do their best work. Know of any other tools like PDFelement that can help manage remote teams? Let us know in the comments!
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