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The following business file management mistakes can cause major problems in your business and this is something we can easily fix.
The quick way to do it is by ordering the Filefix course that solves all of these issues, but feel free to get familiar with the mistakes and the costs before you order the course.
How much it can cost your business to mismanage files
Top business file management mistakes
1. Not using a shared team drive
All files belong to the business, not the employees. If the business could speak for itself, it would certainly demand to have control over its own files. The contents of those files is the business.
Read more about not using a shared team drive
2. Working with local copies
Lack of a crystal clear file structure will lead to people working with local copies. Files will be full of mistakes when you get them, and missing when you need them and outdated by the time you get a copy.
Read more about working with local copies
3. Lack of version tracking
Naming a file ‘new’ works only once, at best. Failing to use proper version tracking leads to doubt and working with expired information.
Read more about lack of version tracking
4. Bad naming conventions
Folders with generic names will contain everything and nothing specific. Partial file names that aren’t descriptive will compound to the emerging disarray.
Read more about bad naming conventions
5. Duplicate files
Any update to a file will lead to a duplicate becoming outdated. This means that every update will poison your file structure with obsolete files.
Read more about duplicate files
6. Vague file structure rules
Without set rules, no one will know where and how to store a file. With too many rules, you will have the same problem.
Read more about vague file structure rules
7. Emailing files internally
When emailing a file you have to upload a copy. Downloading creates another copy. Emailing files to a group(!) is a clone factory on steroids. Beware, as clones usually end up having a life of their own.
Read more about emailing files internally
8. File hoarding
Saving files ‘just in case’ is a shortcut to complete chaos. Adding more and more files into a broken structure will not help you find what you need.
Read more about file hoarding
9. Empty folders
Few things are more frustrating than repeatedly searching through an endless sea of empty folders, and not having the confidence to delete them.
Read more about empty folders
10. Using the inbox as a file archive
Inboxes work great as archives, until they don’t. Exporting is near impossible. You can’t recover your files. Inboxes are nothing but dead ends.
Read more about using the inbox as a file archive
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