Did you know:
โIt takes a person an average of 18 minutes to find the document they need.โ
What a frightening statistic! ๐ฑ 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. ๐๐๏ธ
My top 3 tips to increase document searchability are:
๐๐ฟ๐ฒ๐ฎ๐๐ฒ ๐ฎ ๐ณ๐ถ๐น๐ฒ ๐ป๐ฎ๐บ๐ถ๐ป๐ด ๐๐๐๐๐ฒ๐บ โ 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.
๐๐ฟ๐ฒ๐ฎ๐๐ฒ ๐ฎ ๐๐ต๐ฎ๐ฟ๐ฒ๐ฑ ๐น๐ฎ๐ป๐ด๐๐ฎ๐ด๐ฒ โ Everyone likes to describe documents differently and some members of project team may even use abbreviations to describe their documents e.g. GA โ 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.
๐๐ฟ๐ฒ๐ฎ๐๐ฒ ๐ฎ ๐๐ถ๐บ๐ฝ๐น๐ฒ ๐ณ๐ผ๐น๐ฑ๐ฒ๐ฟ ๐๐๐ฟ๐๐ฐ๐๐๐ฟ๐ฒ โ 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 โ Less is definitely more. It is true what they say: โSimplicity boils down to two steps: Identify the essentials. Eliminate the rest.โ Leo Babauta.
Donโt waste anymore time, enhance searchability today.
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