One of the reasons you moved your company to GoogleWorkspace is to save on storage: by teams accessing the same file, instead of keeping various versions, everyone wins: smoother and faster collaboration for your users and cost savings for the company. However, expecting your users to define and establish document management best practices for themselves and their teams will undermine your digital transformation efforts.
Without guidance, users will interact with Google files the way they used to with offline files, and this will only lead to duplication of content and version control issues -- as well as significantly increased storage costs on the IT side (both in Gmail and in Google Drive). Added to this, there are bound to be file ownership and access issues when people leave the company or move between teams.
Without a shared strategy, there will be confusion about where to look for files. And user confusion always ends up in increased IT tickets.
How can you avoid it? Seek cross-functional alignment on document management strategy, with input from IT, Legal, Operations, and User teams. Then communicate the strategy to your user teams, and train your users on the guidance, strategy, and best practices. Get help from an expert who can tailor the content.
Provide opportunities for your users and their teams to have access to workflow consultations with a Google Workspace expert. Your people will thank you for it, and you can avoid unwelcome cost increase.
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