Small Business: Document Library

As a small business, you know the value of having information at your finger tips (i.e. – proposal templates, a sales sheet, product pricing, logos, images, contracts, etc.). This information needs to be readily accessible AND consistent across your company.

A document library is one of the best ways to effectively keep your employees on the same page and allow them to gain access to information remotely without the need of their office desktop computer.

There are many ways you can set up a document library but for this conversation I would like to focus on a library setup as an internet site with a separate URL than your current website. This document library can be linked from your site and you can either make it public or private (username and password).

Regardless of the security you select, these are some main elements needed to build an effective document library:

1.)   Focus on what documents are used the most and write a brief description of each

2.)   Organize your documents based on category

3.)   Create a spreadsheet with the names / categories / descriptions of these documents

4.)   De-clutter your spreadsheet (or remove file names that are not used often). You do not need any document ever created at the company posted in the library.

5.)   Decide if you want to include additional items (i.e. images, artwork and logos)

After you have gone through this process, you will be able to begin laying out your document library. Remember, the most effective document libraries add value to your employees.

If you would like to schedule a free consultation to discuss setting up a document library, please contact m2 marketing.

Tags : , ,

If you enjoyed this post, please consider to leave a comment or subscribe to the feed and get future articles delivered to your feed reader.

Comments are closed.