Document & Email Management
The Purpose of this Section
This section will provide you with tips to organize and manage the hundreds of documents and emails generated by servicing a single client.
Why This is Important
In order to operate efficiently and quickly access important documents, you need to have an organized filing system and follow some proven Trainer best practices.
Trainer produces tens of thousands of documents each year, especially considering the different versions of a single document modified over the time required to deliver on a project. There are a few key best practices that Trainer employs to ensure documents can be found easily by clients and by the Trainer team.
The Purpose of this Section
This section will provide you with tips to organize and manage the hundreds of documents and emails generated by servicing a single client.
Why This is Important
In order to operate efficiently and quickly access important documents, you need to have an organized filing system and follow some proven Trainer best practices.
Trainer produces tens of thousands of documents each year, especially considering the different versions of a single document modified over the time required to deliver on a project. There are a few key best practices that Trainer employs to ensure documents can be found easily by clients and by the Trainer team.
Here are the Important Steps
- Always store your client documents on Workmajig in the appropriate client folder
- Always begin client document names with the client names or initials or name and end with the date. An example is: “Brocade media list 7 25 11.doc”
- Leverage folders in your windows system to store documents appropriately. Here is a client folder example:
- 1. Within each of these main folders, it also often makes sense to create sub folders. For example, under “Corporate Materials,” you might create sub folders named: “bios,” “photos and graphics,” “white papers,” etc.
2. Make sure the folder names are intuitive and descriptive so that everyone on the account can easily find the documents they are seeking.