We’re now in our 5th month working from home. Some companies and roles are back in the office but many are still working from home. You might have quickly adapted and enabled your teams to work remotely but have you analyzed how things are going and how efficient everyone is?
If the majority of your company is doing any of the below, there’s a strong chance you could make changes that could have a significant impact on how efficient your people are. Finding even a few minutes here and there can quickly add up.
Email is primary for internal communications - There are certain times when email is great and needed for internal communications but there are many other options for communicating internally. If you’re getting approval on something, email is perfect. If you’re getting input, email should be the last tool you’re using. There’s a library of better tools out there, including the ability to comment directly in documents and presentations or using some type of instant messaging platform.
Emailing attachments internally - This is major. Emailing files internally raises concerns for security, data loss prevention, file permission strategies and overall file storage structure and strategy. While sending files can seem harmless, having this as a standard practice can put your organization at risk. Ensure your sharing processes protect your most important content.
Saving files to your desktop - What starts as a harmless “I’ll just save this one file here so I can access it real quick” quickly becomes a nightmare of a desktop to look at with no organization or ability to search. What if you need to access this file while out running an errand or someone else needs to look at it? A Cloud storage and organization strategy for files should be mandated from the top down and used by everyone.
Employees have to access the corporate network through a multi-step process - How long does this process take for 1 employee to access the network and the tools or files they need to start their day? How often does the connection fail and have to be reconnected? My personal worst experience was a computer that took close to 30 minutes to turn on, connect to the network and open Outlook.
Shared files are difficult to find - After working at a previous company for years, I still had to ask if I should save a file to the Z drive, the D Drive or the N Drive. This was all based on tribal knowledge and individual organization with no search capabilities.
Getting lost in different versions - What’s the highest version number of a document you’re sending around and working on with your team? I remember getting close to 20 many times working on presentations and then spending hours going through the different versions to make sure I had the correct and best information. You might not think much of this depending on your seniority level but this can cause significant disruption and time loss for individual contributors.
A lot of platforms out there will speak to productivity and collaboration, but there are few who do it best. We’ve seen a lot over the last decade and want to help you make the right choice when it comes to cloud and setting your organization up for remote success. Want to discuss a specific area to improve or a complete overhaul of your day-to-day working environment? Get the conversation started here.Originally published on July 23, 2020