When growing your blog as a business, you will end up having to juggle lots of different documents, from agreements with clients to invoices. Managing all those documents can soon become a challenge. Keep on top of them with these document management tips for bloggers.

 

 

There are lots of tools that can be used to manage documents, whether you are creating them or storing them, such as Templafy, found at https://www.templafy.com/document-automation-software/.

 

Organize Email Attachments And Documents

Email is often unintentionally used as a document management tool. We all email files to ourselves, send files to others and receive files on an almost daily basis. Finding those fails again is no easy task, however.

 

Download attachments in bulk to help you to organize and properly transfer attachments into your document system. Sort the attachments into proper storage, whether in the cloud or on your local drive, so you can find what you need, whether it’s a copy of an invoice or an agreement to write a sponsored post.

 

Make Use Of Cloud Storage

We all know about using cloud storage online, which makes things very accessible. If you don’t use them in a smart way though, these services can cause more problems and stress than help.

 

Get into the habit of uploading documents as part of your general working habits. For example, if you’re working on a mobile device, automate your apps to upload files straight to the cloud so you can access them from your computer later. Use a dedicated service for different formats. Make a folder in your cloud where you can download things you won’t need permanently to keep your main folders clear of things you don’t need anymore. You can also the cloud to back up blog content to make a redesign easier.

 

Create A Nested Folder System

Structuring your folders is a great way to help you access the information you need, when you need it, and can help you to remember where things are. With each level you click through, you are being pointed in the right direction. Just make sure you create folders with a logical hierarchy.

 

Start with a main folder, then create sub-folders to filter out files. For example, create folders for on-going work, and finished work, current documents, or documents for review, or sort by year. Label each level clearly.

 

Archive And Delete Files Regularly

Lots of us never delete old documents, which take up space and make it harder to find what you need quickly. Set aside some time as part of your regular blog admin tasks to go through all your documents and either archive or delete them.

 

For documents you need to keep, such as invoices, archive them so you can access them if you need to. This way they won’t be amongst your current documents causing confusion. Old drafts of blog posts, however, can be deleted to clear out some space.

 

Keep on top of your documents to keep your management system easy to use and to make your blogging more streamlined and professional.

 

 

 

This post is a collaboration.