Streamlining Document Management: Choosing the Right Storage for Your Processes

Documenting processes is a crucial aspect of efficient business operations. However, once you have your processes documented, the question arises: where should you store them? With numerous storage options available, the choice ultimately depends on your business needs and preferences. In this blog post, we’ll explore various storage solutions and their pros and cons. We’ll also delve into the importance of ensuring appropriate access for your team members. So, let’s dive in!

  1. Microsoft vs. Google: Finding the Perfect Fit:

At HBA Encompass, Microsoft products like Outlook, Excel, and SharePoint are the go-to tools for process management. On the other hand, Bookkeeper Hub relies on Google’s suite of applications, including Gmail, Google Docs, and Google Drive. It’s worth noting that the specific platform you choose is less important than ensuring the right access for the right people. Both Microsoft and Google ecosystems offer excellent options for organizing and sharing documents.

  1. Specialized Software Solutions:

In addition to popular productivity suites, there are specialized software solutions available that cater to process documentation. For instance, Teamwork is a subscription-based platform designed specifically for uploading and managing processes. By centralizing all your processes in one place, such software solutions offer convenience and easy access for your team members.

  1. YouTube and Private Accounts:

Believe it or not, YouTube can be a valuable platform for storing process-related information. You can create private accounts that require a password for access, allowing you to share videos with specific team members. This is particularly useful when visual demonstrations or tutorials are necessary to understand a process fully. You can provide step-by-step instructions in the video description or include links to supplementary materials like diagrams or written instructions.

  1. Organizing Your Processes:

To ensure efficient retrieval, it’s crucial to organize your processes systematically. Use headings such as sales, marketing, delivery, admin, HR, and finance to categorize your processes. Each category should contain relevant “how-tos” and step-by-step guides. Consider creating a general section for processes that don’t fit into specific categories. The level of granularity depends on your business needs. For example, some companies even include detailed processes like mailing instructions, including directions to the post office and envelope addressing techniques, catering to newer staff members unfamiliar with traditional mailing practices.

  1. Storing Processes: SharePoint, Google Drive, and More:

At HBA Encompass, SharePoint is the chosen platform for storing processes, ensuring easy access for accountants and the finance team. Similarly, Bookkeeper Hub relies on Google Drive for their process documentation needs. Additionally, both Microsoft and Google ecosystems offer various apps and editions that can enhance your document management capabilities. While Google Sites has traditionally been a popular choice, keep in mind that newer versions might have limitations on permission sharing. Nonetheless, with some workarounds, these platforms can still serve as reliable storage solutions.

In conclusion, finding the right storage solution for your processes is essential for seamless business operations. Whether you opt for Microsoft, Google, specialized software, or even YouTube, the key is to ensure easy access for your staff members, regardless of their location. Break down your processes into relevant categories, and organize them under clear headings. Remember, the level of granularity is entirely up to you and your business requirements. Ultimately, the most important factor is that your chosen storage solution is easily accessible and meets the needs of your team. So, start exploring the options and simplify your document management today!

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