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Finies les pièces jointes aux e-mails ! 3 problèmes que l'on peut facilement éviter

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This article is part 5 in our series from productivity psychologist Melissa Gratias. Follow her on Twitter @melissagratias.

John est un généraliste RH qui assiste un service dans le cadre d’une restructuration compliquée du personnel. Il doit documenter le projet à chaque étape tout en s’assurant que l’ensemble des décideurs ont signé le plan définitif. L’envoi de pièces jointes par e-mail est déconseillé en raison du risque de diffusion d’informations sensibles avant que des annonces officielles n’aient été faites. Comment peut-il partager ses documents de manière sécurisée et efficace, collaborer avec les parties prenantes et suivre avec précision le processus de décision ? Tout d’abord, il doit utiliser un système de gestion documentaire efficace comme Sharepoint pour s’assurer que ses fichiers sont bien organisés et faciles à trouver s’il a besoin d’y accéder. Cela signifie également qu’ils seront plus faciles à suivre et ne finiront pas dans de mauvaises mains. Tout le monde peut participer à une formation Sharepoint, que cela soit au profit de sa propre entreprise ou de celle qui l’emploie.

As was discussed in an earlier blog post, email attachments are an inefficient way to manage documents – and for a project like John’s, sharing documents via email could be downright detrimental. If John tried to manage his project using email and attachments, here are three problems he would no doubt encounter:

1. Version control snafus. John’s plan will have several iterations. More than likely, one or more of the 11 project team members would look to an old email with an outdated attachment, thinking they were examining the most updated version. Delays, mistakes, miscommunications, and extra work would then ensue.

2. Inefficient approval processes. John will email 11 people, asking for a reply with the word “Approved” to signal signoff on the final plan. He’ll then have to keep track of who has/hasn’t given approval, follow up with non-responders, and save 11 (or more!) emails for documentation.

3. Confidentiality concerns. An email attachment is an uncontrolled duplicate. Once you click “send,” it exists outside of your control and can be edited and forwarded to anyone without your knowledge.

So, if not email, then what?

If John used a cloud-based document collaboration tool like Nitro Cloud to manage the documents for the project, he’d have much more control over the process and, by default, an effortless and thorough documentation of all document activity. With a solution like Nitro Cloud, John could:

• Share a document with view-only access if he wants people to view, but not edit its contents
• Choose whether to create a public link or to share documents only with specific people
• See at a glance who has or has not accessed any of the shared documents, and follow up appropriately
• Revoke access to certain documents and upload new versions to avoid potential version control issues
• Add, remove, or temporarily suspend a user’s access to the project documents if team members change
• Request a signature on the final plan from all 11 stakeholders at once, and set the order in which they’ll sign the document
• Examine the entire history of a document: when it was accessed, what edits were made, and by whom

Any way you slice it, managing a project – particularly a sensitive one – using email attachments is a very hopeful approach: you hope that stakeholders review what they are supposed to review. You hope your colleagues access the right version at the right time. You hope that a well-intentioned recipient doesn’t unknowingly forward a sensitive email attachment to the wrong person.

There are many widely available tools that render sharing documents via email both inefficient and outdated, and others that go a step further by enabling collaboration in the cloud.

Avoid the many caveats of email attachments – replace your old routine with secure sharing, eSigning, and collaboration through Nitro Cloud. Create your free account here!

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