It is quite challenging to manage documents as a business owner more so if your company is on a growth path.
A large number of files and paperwork thwarts an organization from functioning optimally and that is where a Document Management System (DMS) becomes beneficial.
A survey says that the global document management system (DMS) market is expected to reach $14.82 billion by 2029 (Source: tiny. cloud, 2024) which shows DMS is becoming more and more pivotal in the modern-day age of business.
It makes it easier to create, amend, and file documents through various tools such as Word, Excel, and PowerPoint, and this is what will be explored in this blog.
Centralize and Structure Your Documents
MS Office cloud-based service allows you to categorize, access, and store files apart from them SharePoint helps you to create a structured file repository.
Setting up files and libraries that reflect your business needs is now easier.
Since it’s seamless to categorize things and have access to them, you can avoid misplacing important files and ensure quick retrievals by the clients.
Another SharePoint feature is metadata tagging, which adds another layer of searchability to make things easier.
Take a look at the image below showcasing key cloud and document management statistics for a clearer understanding of the trends.
Leverage OneDrive for Personal and Collaborative Use
If you are looking for a cloud service option, then OneDrive is exactly what you need, and it can work as a collaborative space for your team.
It’s easy to install with Office applications, which enables you to seamlessly save the document directly to the cloud.
As for collaboration, sharing files, and links and giving authorization can be done without any struggle resulting in a smooth workflow.
Automate Document Handling Tasks
Handling documents manually is filled with errors and is considered a tiring job with inefficiency.
But this problem has now been solved with MS Office, as they now offer automated tools like Power Automate, which maintains accuracy and gets work done on time.
Such tools allow you to build a custom workflow that would cater to your needs.
Sending approval requests, sending updates in case document’s been updated, archiving those projects that are complete, all these tasks are automated by this function.
Enhance Collaboration and Communication
If you want to have the best DMS, it’s pivotal to have efficient collaboration and communication.
You are met with features like integrated communication tools and real-time editing in MS Office, which makes work faster and smoother.
If multiple users want to edit any particular document, that is possible with MS Office.
This isn’t only limited to this, let it be an Excel spreadsheet, any PPT or World File teams can collaborate on it and create their versions with co-authoring.
Integrate Teams for Seamless Communication
Wouldn’t it be nice if you could communicate, discuss, and edit documents all together on the same platform?
Well, it is possible with Microsoft Teams as it is directly integrated with all the office applications.
Linking files, scheduling meetings, chats, review documents, you can do all this without having to switch tools.
Since you are using tools like One Drive or SharePoint which gives you power to distribute access.
It is a great way of ensuring that only those people are able to authorize any document you trust, or you want.
You can even label documents based on their confidentiality with Sensitive Labels in MS Office.
By doing this, they’ll be protected automatically by encryption and limited access, so your data remains safe and secure.
Maximize Document Efficiency with DocX
DocXensures that your documents remain accessible, and it doesn’t matter what application you are using and what client is accessing it, this increases the overall functionality of your DMS.
Another benefit is that data and document handling becomes easier with DocX, and it is pretty much supported across all the different platforms.
They are considerably small, which makes them easier to share and store.
Utilize Advanced Features in DocX
DocX comes with several advanced features like React DocX viewer, which allows you to add images, hyperlinks, and videos to your file.
You can comment and track changes to make it easier to review and edit your document.
Do You Know? In 1982, technology entrepreneur David McGough founded Digital Matrix Systems (DMS) in Richardson, Texas.
Monitor and Improve Your DMS Practices
If you want your DMS to keep running smoothly, you must regularly monitor and improve your practices.
Put more time into analyzing how things are functioning, detect the potential risks or issues, and make adjustments according to the requirements.
Such information offers you a better viewpoint on your current situation, if the corresponding decision is made, optimizing the processes and increasing productivity.
Always looking at new information makes sure that your team is making good use of the available tools and that any grievances can be sorted out before they escalate.
Conduct Regular Training for Your Team
Regular training sessions should be organized within the group, as it helps everyone to know what tools or best practices have been included.
These study groups help enhance skills, minimize mistakes, as well as boost self-assurance.
This technique is one of the best solutions regarding this matter that helps ensure that the team stays effective and flexible to the business’s needs and plans.
Conclusion
Bringing MS Office on board with your document management system (DMS) is not only beneficial, but it can also improve the overall business processes seamlessly.
Familiar tools such as Word, Excel, and PowerPoint make it easier to consider creating, editing, and storing documents.
Also, remember to constantly improve and utilize your DMS as it will greatly lower errors across the board, and help in the growth of the organization more efficiently.
The strategies that I have mentioned in this article, will not only improve how your business operates but will increase productivity across the board.
