Business Process Tips #3: Document Tracker

The Most Effective Way to Track and Manage your Company's Documents

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Managing all your company's documents can be daunting. You have to track documents and materials assigned to team members as well as their locations. However, it can be less daunting if you set up a proper management system for all your documents. Do you find it tiring to manage all the documents you use for your daily business activities? This article takes you through the step-by-step process to create a document management system that suits your business needs. Let's dive in!

Your documents are any written, printed, or electronic materials that function as official records for your company and provide information about any aspect of your business. They are quite important because the majority of your business activities are recorded. Your departments' Standard Operating Procedures, sales and customer FAQs, and operational procedures are all documented, thus they must be properly handled. The majority of your business operations in today's digital environment are recorded. Your operations, accounting practises, and digital marketing efforts are documented.  As a result, you want a document management system that enables you to monitor and manage all these documents used by your company.
What is a Document Management System?
A document management system is an automated method of handling documents to ensure that all information in an organization are generated, exchanged, categorised, and stored efficiently and appropriately. Every business needs to organise and secure their documents to make them simple to access, modify, and share. Having a document management system is crucial since company information has to be kept secure and private, and in such a way that it can be accessed easily. As such, a functional document management system, such as the one below, is crucial.
To easily keep track of all your documents, you need to create a document management system that best suits the needs of your business. Let's go through the process of creating a document tracking system for your business with Excel.
How to Create a Document Management System with Excel
Using Excel to arrange your documents helps you create a seamless process that allows you document, manage, and keep track of all your business files. The benefits of using Excel to create a system for your documents cannot be overemphasized. Aside that it is free and being in charge of document, it helps you develop a filing syatem for all the documents in various departments in your business.  So, how do you create the Excel document keeper for your business?

To start with, you'll need to first examine your company’s processes. You want to make sure your documents are arranged in relations to the departments they fall on. So, to do this, you need to note down all the various departments that you often create documents for. For instance, your digital marketing activities will involve you keeping a document of the passwords to your software as well as some other details. Your sales and marketing departments will include your customer acquisition strategies, while your accounting department always has the records of your monthly revenues and expenditures.

Having these planned out, you'll need to create folders for each departments on Google Drive so that every documents in your business is effectively stored and arranged. Doing this will help you create a custom document management solution that can be adapted to your company's workflow. You'll want to create these folders on your business mail account because you don't want to have your business documents on your persoonal mails. Afterwards, you can now create your document management system on Excel.
Steps to Create a Document Management System on Excel
To create an Excel document management system for your business, it is important that all documents are located within each parent folder you created in your Google Drive. Afterwards, take the following steps to create a document management system that will help you properly manage all your documents.
So, the very first step is create a sheet in Excel. Then in the first column here, put a list of the department in your organisation. The second column is for the documents in each department. And they ought to be hyperlinked. That's proper storage! The third column here is for revisions made on each document. It helps you keep track of corrections and improvements on each document. For the fourth column, you'll note down the date the document was created. The fifth? You'll put the name or team that created the document. And the last, you'll note down the location of the document. And yes, the location is where the document is stored. When you click on the hyperlinked document here, it takes you there.

And that's all! Your documents are safe! 

This Document Management System is designed to help you track, manage, and safeguard all the documents created in each department of your company.
Want to know more?
At Upturn, our drive is to help small business owners build effective structures and efficient processes in their business. We know the bad that faulty processes do to your business. They hamper growth and hinder operational efficiency. When you have bad processes in your business, you continuously get poor results. To automate your business operations and structure them efficiently, you need to identify and improve some of your faulty business processes that are hindering organisational effectiveness.

Our Upturn for Business Membership plans are developed for you to implement working processes in your business. Subscribing to any of our membership plans! you will identify and tackle faulty business processes in your organisation. Also, we will provide you with all the support you need to handily automate your processes and set your business for an upward swing!

To visit our website to explore and subscribe to one of our plans.  
You should also download our Financial Goal Setting E-book to learn more ways to make revenue for your business.
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