6 elements you'll need to make a document strategy
We’ve invited Omnidocs’ change agent Margrethe Hald Mortensen to talk about document strategy at eye level. Margrethe puts it this way: “To have a document strategy is to take a stand towards your organizational use of documents and deciding that things need to change. And not just document management, but the whole sphere surrounding the document journey.”
Margrethe Hald Mortensen has gathered a stack of elements that will help your company to create, integrate and adopt your new document strategy. The six elements are templates, assets, distribution, training, communication, and expectations.
Templates are the platform
Templates are the center of it all. But left alone, and not accompanied by the other five elements of document management, they’re useless. What good is a world class template without a distribution system and without communicating to your employees that you expect them to work with templates?
Assets are the easy way in
Use assets to obtain both your brand and productivity advantage, when accompanied by a central distribution system. Assets is the easy way to get your users to like and see the advantages of your document management activities. All people working in MS office can use assets – weather it’s simply images or icons supporting brand, or models and text elements increasing productivity.
Distribution is unavoidable
Just like the chicken-and-hen metaphoric: Templates are useless without distribution and distribution is impossible without templates. You need both to obtain success.
But distribution is key. If it’s not easy to access templates and assets for your users, then why even bother spending energy developing the content. At Omnidocs, we know that it needs to be easy to locate your assets and templates. And we have the tools to get you there – you will have it directly in your MS Office application.
Training is necessary
You and your employees are all Word and Excel experts in your resume. You’ve worked with the MS Office applications, since you were in school. Does that make you experts? Do you know what you’re doing?
Experience tells us that users are often not aware of the enormous opportunities Microsoft Office holds for them and their organization. But with training initiatives, it’s possible to improve your organization’s level in MS Office. Start by prioritizing training in both basic MS office features and training in templates and assets specific for your organization.
Communication ensures perfection
Spreading the word is quite important… Otherwise, who will know that your templates and assets exist? Communicate widely and tell your employees all about the advantages and the different aspects of documents. Here are a few steps to follow:
- Tell them where to find the templates.
- Tell them how they work.
- Tell them why it’s important to use them.
- Tell them that you expect feedback and requirements to new developments.
Expectations are the fulfilment of your goal
And finally, bullet #4 in the above takes us closer to letting you know about the importance of communicating your expectations. Make sure to focus your communication on the expectations you have about your employee’s use of templates/assets.
Help your employees understand the benefits and value of this process on both a personal and an organizational level. Tell them why they should make an effort.
If you want to raise your productivity, increase happiness, and make your workday work better, you must take your document strategy seriously.
Use this guide to understand the benefits, share it with your team and reach out to experts if you have any concerns or questions. It’s never too early (or late). Start your document journey with a look at our Document Audit services.
Curious to learn more? Margrethe Hald Mortensen is always on the dot to answer your questions.