Organizations can also automate other parts of the file management process. The file system stays more organized, and users have to spend less time tracking down incorrectly named files.

Dropbox has found a way to compensate for human error by turning file naming into more of a mini template that users fill out. Trying to get an entire team of people to be consistent enough in file naming is nearly impossible. With Automations, organizations can create a number of rules around file naming-a feature that will be immediately attractive to anyone who’s managed a file system accessed by many users. Dropbox released automations in 2021 for Professional, Standard, Advanced, and Enterprise plans. Create Automated Folders and Rules With Automations Another is to use a tool that can simply search everything at once. One way to do that is to take advantage of the search and organization features tools like Dropbox provide. The study found employees need about nine and a half minutes to get focused again after switching apps.Įmployees need easier ways to find what they’re looking for faster, so they don’t have to waste so much time switching between apps and getting back in the flow. All of this context-switching takes a toll on productivity. The same study also reported that employees spend 36 minutes a day switching between tools. A study by Cornell University and Qatalog calculated that employees are spending an average of 59 minutes a day just looking for information in apps. This increase in document use across apps comes with a few challenges, too. In fact, according to Dropbox, 500,000 teams are currently using their document management tool. And it’s not just Microsoft-online document storage tools like Dropbox are more popular than ever as remote and hybrid work requires moving over to online collaboration. A Microsoft study found the number of people working on Office documents increased 66% between February 2020 and February 2021.

If you’ve noticed a sharp increase in the number of documents created by your organization in the last few years, you’re not alone.

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