Document management made easy

by Laura Hanrahan

It’s not always easy to stay on top of all the documents people need to do their jobs. Here’s how using Workplace and its integrations can help.

Have you ever wondered how much time people waste trying to track down documents? According to a report by McKinsey, employees spend up to 1.8 hours a day searching for the correct document or information.

That’s 13% longer than it took them in 2002.

Technology can help. But with so many apps and tools relating to work it can be hard to decide which is best.

That’s where Workplace comes in.

One platform, unlimited storage

One of the ways Workplace streamlines workflows and increases productivity is by enabling streamlined file and information management through Workplace Groups.

Workplace Groups are open or private spaces to discuss projects, manage information and securely share documents with other people and teams.

Groups allow employees across all industries to use Workplace as the primary way to collaborate. It becomes the first place they log into in the morning to engage and work directly with colleagues or management.

And they use Workplace and its many integrations with file sharing tools to share and collaborate on unlimited documents of any size.

What exactly can you do?

  • Create Groups for different projects and choose whether they’re open, closed or secret to manage access and ensure security
  • Upload and share unlimited files and documents. You can store your documents within the relevant group so each group member can access key information within a matter of seconds. That’s a big improvement on the estimated eight searches it can take for employees to get their hands on the right document
  • Whenever you post something into a group – from meeting notes to presentations – each member gets a notification, so they can access information as soon as it’s available. And if you need someone to take an action or respond to a query you can simply tag them in the post so they wont miss the update

No “one size fits all” document management software

For businesses looking to tailor their document management, Workplace integrates with many of the top file sharing and document management tools that people use every day.

Teams needing to exchange information and documents relating to a specific project can send and store files securely via Box or Microsoft SharePoint.

This allows people to work directly in shared files from anywhere in the world from their mobile or computer and collaborate more effectively than before.

Prefer a different system? Workplace also integrates with Google Drive. The integration acts as an all-inclusive collaboration platform, where you and other group members can update and store files of any kind and any size.

If you invite someone new to your Workplace Group, they’ll have automatic access to the group’s Google Drive – document searches made simple from the get-go.

For remote workers or those likely to be working while travelling, Quip is the ideal tool. Once you activate the integration, you can seamlessly create, edit and manage documents directly from your phone.

You can then invite colleagues to view and contribute on your work. Prepare for your most productive commutes yet…

OneDrive, Egnyte, AODocs and Dropbox are also available as Workplace integrations so every organisation is sure to find the document search and storage tools they need to get more work done.

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