How to solve the complexity of project document management?

There are many projects in the enterprise, and the document management is chaotic , It's hard to find past documentation references . The past experience of the enterprise is valuable , It can reduce the probability of employees making the same mistakes , Employees can also form core competitiveness from accumulated experience . In the past, due to the lack of scientific and technological support , Document management is tedious and difficult , But today's technology has solved this problem .

 1. Project documents should be treated as data fields rather than files

In the traditional project document management system , Some documents “ you are welcome ” Dump to folders and subfolders , And in the 8Manage PM： Electronic document management , Each document is uploaded to the specified media field . This makes the document more likely to have a specified purpose , And think canonically before adding another document . Besides , Having fields that represent a specific type of document can include these inlining in the relevant workflow .

It is important to , Remind the person in charge of inspection , Let them use this drawing in the context of the workflow . By including it as a media field in the inspection application , We can make it an indispensable step in every inspection —— Always the same .

2. Combine the project hierarchy with the document hierarchy

Another recognition is the challenge of having two different hierarchies ： One for managing projects , The other is used to manage the file sharing system （ Such as 8Manage PM： Electronic document management ） Documents in . Having two separate hierarchies naturally brings extra work to the project manager . We decided that project documents need not only to be regarded as valuable data fields （ Media field ）, And it needs to be linked to the project hierarchy . In this way , Which document each project belongs to and where the project manager needs to update each document will be clear at a glance . This also provides us with new capabilities , Allow child projects to inherit certain standard documents from the parent project or department .

3. Standardize the file structure but allow project level flexibility

because 8Manage PM： Electronic document management allows you to manage documents and company hierarchies （ department 、 Regions and projects ） Make a connection between , So you can create standard documents that each project will inherit “ detailed list ”. Besides , The structure we designed allows each region or project to add new media fields to the standard list , These fields represent documents that are only of particular relevance to them .

4. Make the document an inline part of the workflow

Access some documents （ for example , Product documentation ） Or upload other documents （ for example , contract ） Is an essential step in many workflows . Use as project personnel 8Manage PM When executing a project workflow , They can reference or upload documents from the work page , There is no need to jump to the document management subsystem . As for the management of the organization （ for example , financial 、 legal ） personnel , Even if they are not members of any project , They can still get permission from 8Manage PM： Electronic document management sees documents related to their work ( for example , contract ).

5. Conclusion

8Manage PM： Electronic document management Upload for 、 organization 、 Managing and distributing project documents and files provides a powerful and flexible way . This approach aims to overcome the main challenges and shortcomings faced by project managers when using traditional folder based project document management systems and tools .

summary

A large number of documents are involved in project management , Managing all kinds of documents in the process of the project is a very important aspect of the final delivery of the project . and 8Manage PM It can also put the content of each project to be completed , Break it down into controllable small tasks , Then decompose the task into specific work , Assigned to the corresponding staff . The decomposed project structure is clear 、 intuitive , also , One time axis can cover the whole life cycle of project management , Overwrite project startup 、 plan 、 perform 、 monitor 、 Completion and other management processes , Ensure control of the whole project process , Improve the overall cooperation ability and work efficiency of the team .