Did you know:
‘It takes a person an average of 18 minutes to find the document they need.’
What a frightening statistic! 😱 18 minutes of wasted time searching for one document. If you are finding it difficult to find your documents, take some time out to organise your documents to enhance searchability. 🔎🗄️
My top 3 tips to increase document searchability are:
𝗖𝗿𝗲𝗮𝘁𝗲 𝗮 𝗳𝗶𝗹𝗲 𝗻𝗮𝗺𝗶𝗻𝗴 𝘀𝘆𝘀𝘁𝗲𝗺 – Ensure that your documents are numbered consistently. If you are working in the Construction Industry, check out ISO 19650 for guidance. If you are following a standardised system, your teams will become familiar with this, and it will greatly enhance searchability.
𝗖𝗿𝗲𝗮𝘁𝗲 𝗮 𝘀𝗵𝗮𝗿𝗲𝗱 𝗹𝗮𝗻𝗴𝘂𝗮𝗴𝗲 – Everyone likes to describe documents differently and some members of project team may even use abbreviations to describe their documents e.g. GA – General Arrangement. This can generate all sorts of problems and really hinder searchability particularly if you are utilising a Project Collaboration Platform. Create a shared language for everyone to follow to ensure documents are described in the same way.
𝗖𝗿𝗲𝗮𝘁𝗲 𝗮 𝘀𝗶𝗺𝗽𝗹𝗲 𝗳𝗼𝗹𝗱𝗲𝗿 𝘀𝘁𝗿𝘂𝗰𝘁𝘂𝗿𝗲 – There is nothing worse than a messy folder structure. Speak to your teams on the ground. Find out if there are folders that can be removed or if anything needs added. Simplify your structure to ensure that you are not duplicating folders. In this instance – Less is definitely more. It is true what they say: “Simplicity boils down to two steps: Identify the essentials. Eliminate the rest.” Leo Babauta.
Don’t waste anymore time, enhance searchability today.