How To Manage Project Documents Well?

The life cycle of project documents generally includes: creating, approving, publishing, modifying, distributing, signing, filing, abolishing, recovering and so on.

Managing project documentation is to manage its entire life cycle.

The key is to manage the whole life cycle of documents.

Create: template, naming, classification, permissions

Creating a new project document is not just about creating a new file or folder.

First, the creation of any project document needs to follow a fixed document template to meet its basic requirements for content and format, so as to better reflect the contents of the document.

For example, set up the header, footer format, the directory style of the document, and the font of the document.

Different types of documents should have different templates, so that operators can better understand what type of template they need to adopt when establishing different documents.

If the document template changes, users must be informed of the template management.

Secondly, the naming and classification of documents also need attention.

Managers must specify the basis and requirements for naming and classifying project documents, so that users can locate the documents they need quickly and accurately.

For specific naming methods, please refer to the original link.

Finally, it's for the new ones.

Permission.

Because a project may require different personnel to work together at the same time, the permissions must be wide and combined, with special methods to deal with special situations.

It should be noted that permission management is to enable project personnel to use documents more reliably and accurately under permissions, and should not add more complex and inconvenient management operations.

How to

The news of creation and modification is fast and accurate to everyone? Channels are critical.

All information is centered around document operation to ensure the accuracy of information.

At the same time, to meet the current trend of mobile office, whether it is webpage, APP or WeChat, we must ensure that we can receive information at the first time.

We have repeatedly stressed that the approval of document management is different from the approval of traditional OA, because the fundamental starting point is different.

Document management approval should be based on documentation as a core.

Whether it is permission application or document countersigning, all operations always surround the document itself.

Give up the past to use OA to go through the process, use e-mail to pass the document approval method of attachments, adopt a set of document core online process, make examination and approval become simple.

Similar to the requirements of message publishing, on the one hand, it is necessary to ensure the accuracy of the pfer file, on the one hand, to ensure the timeliness of the message.

Using QQ and mailbox to pfer files is not only slow, but also easy to cause file loss and damage.

Therefore, the distribution of documents must be uniform, safe and fast.

Instead of traditional attachments, file sharing or publishing can not only achieve fast turnover of documents on the same platform, but also meet different permissions of different personnel.