Ineffective file management is a common workplace problem that can severely impact your employees’ productivity and can also cause them unnecessary stress. To save your business both time and money – and to prevent your staff from getting file-related headaches – here are five best practices you should be sure to follow when it comes to mastering asset management.
If your staff members are filing digital assets in a variety of different ways – for example, by date, project or client – it’s easy to muddle things up and misplace important assets. As such, it’s a good idea to get your staff together for a meeting and decide on one system of file storage that everyone must follow to make sure files are always easy to find.
If you use several different versions of assets, it’s a great idea to assign each version its own code, and then make a spreadsheet with a list of all those codes and the versions they refer to. This will make finding the right version incredibly easy and is sure to save you and your staff a great deal of time.
Using dates when saving your files will make it easy to find the appropriate version of an asset that you need. If there are any out-of-date files that are no longer needed, you will also be able to find them more easily and delete them from the system.
Failure to find a particular asset is one of the biggest causes of wasted time in the office. If you use keywords in your text files, you can then input those keywords into your DAM system whenever you need to find that particular document. Keep a list of the keywords and the texts they are implemented in, and you won’t need to worry about wasted time or lack of productivity ever again!
While the various practices mentioned above are all highly effective tools for improving your asset mastery, arguably the best way of all is to invest in sophisticated digital asset management (DAM) software. It combines all of the practices we’ve already referred to, in one convenient platform.
Not only will you be able to store all of your assets and their various versions in one painstakingly catalogued library, but you will also be able to enjoy a variety of other helpful features and functions. These range from advanced search tools to rigorous security settings, convenient eCommerce options, and streamlined data migration, to name a few. From uploading and editing assets to sharing them between employees and external collaborators, managing your digital files has never been so easy.
To find out more and arrange a one-to-one demo to see how DAM can benefit your business, don’t hesitate to get in touch.