You would think the problem of keeping track of all the files in the office was solved in 2016. After all, we’re in an age of digital and there seems to be a software solution to every challenge in the workplace.
The sad truth is that people in most companies still don’t know where they can get the latest logo or see all the images they’re allowed to use for their presentation. People 'solve' this by wasting time! Your colleagues can spend up to 30% of their time by looking for files they need, or duplicating work that someone else already did.
Some organizations solved this challenge very early. Typically, these were the ones whose business model relied on content to create revenue. Examples are news agencies, advertising agencies, and brands with big marketing departments. These early adopters helped develop an industry where managing files is key, and the big answer to how you keep track of files in the office is to adopt a digital asset management system.
In brief, a digital asset management system allows you to upload and organize your files, search for, view and download them for use - it’s like having your own search engine sitting on top of all the files in your company, presenting results in a graphically pleasing and informative way.
Additionally, the best DAM systems (yeah - that’s the acronym for it) allow you to access the same files from within your favorite programs, like PowerPoint or Word, and of course in your website content management system. Sounds useful?
So, returning to our initial question of keeping track of all the files in the office, the answer is simple - get a small team together and look into digital asset management. That way, you won’t be spending time duplicating work someone else already did, because you'll be able to find it quicker yourself.
I promise you, after successfully implementing a DAM, you won't ever curse over not finding that file again.