Manage documents efficiently in your PM tool!

Managing documents while juggling projects can feel like herding cats, especially as your service or project-based business grows. Documents pile up, deadlines loom, and finding the right file feels like searching for a needle in a haystack. But fear not, fellow agency owners, CEOs, and operation mavericks!

This blog post is your guide to conquering the document management beast and scaling your business with the right tools in your arsenal.

First, acknowledge the elephant in the room – most project management systems struggle with robust document management. The context and scale of your projects are crucial for determining the best setup.

For small-scale service businesses, a simple yet effective solution might be an integrated flow from your chosen PM tool (ClickUp, Monday.com, etc.) to your preferred cloud storage platform (Google Drive, OneDrive, etc.). This provides easy access, version control, and basic collaboration functionality.

But there’s more to the story! Understanding your document needs is key. Develop document templates that seamlessly integrate with your workflow, ensuring consistency and traceability. Master folder management is an integral part of this process. Remember, the organization is your best friend!

To achieve optimum document management nirvana, consider a strategic tool combination:

• PM Tool: for planning, collaboration, and task management.
• Cloud Storage: for centralized document storage and access.
• Automation Tools: like Zapier, to automate repetitive tasks and connect platforms seamlessly.

For more complex projects, advanced tools can be game-changers:

1. DocuSign
2. PandaDoc

Using these tools you can create sophisticated templates, streamline contract management, and easily manage agreement flows

Here’s the secret: It’s not just about finding the right tool, it’s about building a document workflow that fits your unique needs.

Think of it like a treasure map guiding you to the right document at the right time, every time.

Let’s dive into some real-world examples of how you can create these workflows using popular project management tools:

Link tasks to documents: In ClickUp, create a task for, say, “Reviewing the client contract.”

Then, attach the contract directly from Google Drive.

This way, everyone on the team knows exactly where to find the latest version.

Set up automated reminders: Use ClickUp’s automation features to send reminders when contracts are up for renewal or when a new proposal needs approval.

No more missed deadlines or lost opportunities!

Create custom boards for document management: Organize your documents visually with Monday.com’s boards.

Create different boards for contracts, proposals, marketing materials, or whatever categories make sense for your team.

Track document progress: Assign tasks related to documents, like “Write proposal” or “Review legal documents,” and track their progress visually on the board.

Everyone stays in the loop, and you can quickly identify any bottlenecks.

Link tasks to folders: Create a task in Asana like “Develop website content” and link it to the relevant folder in the Drive containing all the website copies and images.

This keeps everything organized and easily accessible for the team.

Set up approval workflows: Use Asana’s approval features to streamline the review and approval process for documents.

No more endless email chains or lost feedback!

Remember, these are just a few examples! The best tool combinations and workflows will vary based on your specific business needs.

The key is experimenting, finding what works for you, and refining as your business evolves.

We use Zapier or Make.com as an integrator in many workflows.

So, we can automate complete sequences of document creations, from templates, adding to tasks, and then notifying relevant people.

Remember, the perfect document management system is a symphony of the right tools and well-defined processes. Take the time to understand your needs, experiment with different combinations, and prioritize document organization and workflow.

As your business scales, so will your document management prowess!

Bonus Tip: Regularly revisit your system and adapt it to your evolving needs. Technology and your business are constantly changing, so flexibility is key!

Now go forth and conquer the document management dragon with confidence!

Share your own experiences and preferred tools in the comments below.

Let’s build a community of document management mastery!

Zohaab Ashraf