The Power of Version Control and Co-Authoring in Document Management

About the Webinar

Do you have challenges collaborating on documents? Are you tired of inefficient document management systems? This webinar explores the contrast between traditional and modern document management and highlights key features such as version control and co-authoring. Join us and learn how to transition from outdated paper-based processes to more efficient document management. 

Date: 23rd May @ 12:30PM

Highlights

• Know what modern document management is and how it can promote teamwork 
• Understand how to maximise team efficiency using version control and co-authoring 
• Learn best practices to take the most advantage of modern collaboration tools 

Webinar Recording

Take Aways

Part I: Traditional VS Modern Document Management System

Traditional Document Management involves manually systematically handling documents, organizing, searching, and retrieving files. This method lacks flexibility in adapting to different workflows and requires too much user time.

Modern Document Management, on the other hand, simplifies the tasks of creating, controlling, and retrieving files. This has made handling documents and collaborating with team members more efficient and flexible.

Key Features of Modern Document Management

Version Control and Co-authoring are two of the most important features of modern document management.

Version Control allows teams to work collaboratively on OneDrive or SharePoint. It keeps track of any changes made to a document and allows multiple team members to work on the same document simultaneously. This ensures that the latest version of the document is always available while previous versions can still be retrieved as needed.

Importance

Consistency and Efficiency

Team members can check and ensure they are working on the latest version of the document, thereby avoiding losing time on looking for the correct file or working on an old version entirely.

Version History

Version control tracks the changes and approvals made to the document along with timestamps, which is a valuable feature for backtracking and accountability.

Data Security

This controls where documents are located and how they are shared (i.e. not sent between people via email). It also controls where information is stored and assists with protecting data.

Part II: Co-authoring

Co-authoring allows multiple team members to work on a shared document simultaneously. This real-time collaboration helps streamline workflows and ensures timely completion of projects. Co-authoring is readily available for documents stored on OneDrive and SharePoint. It is also supported on all devices and in Microsoft 365 apps such as Word, Excel and PowerPoint.

Importance

Efficiency and Productivity

Real-time collaboration using co-authoring decreases the need for back-and-forth between authors, making the workflow more seamless, speeding up the process, and enhancing communication. Multiple eyes checking the document also helps catch inconsistencies more quickly, resulting in a higher-quality output.

Version Control

There will be no confusion about which document to work on because version control ensures that all authors are working on the latest version of the document.

Part III: Best Practices

Enable Version Control – Ensure that version control is enabled when working on the documents.

Communicate – Divide tasks and roles before co-authoring and use comments to bring attention to and provide details about important changes made to the document. This helps team members to avoid overwriting and conflicting changes.

Automatic Saving – If your team is using SharePoint or Teams, there is no need to save the documents manually, and changes are automatically saved.

Version Control and Co-authoring promotes efficiency, accuracy and effective teamwork in document management. Remember to use these two powerful tools to make collaborating with your team members less time-consuming and more seamless.

References

• https://rebelsguidetopm.com/how-to-do-document-version-control/
• https://support.microsoft.com/en-us/office/document-collaboration-and-co-authoring-ee1509b4-1f6e-401e-b04a-782d26f564a4
• https://www.youtube.com/watch?v=Sv3YrYFXOWU

More Webinars in @Tech in Ten