Three Steps

[fa icon="calendar"] Mar 3, 2015 12:38:00 PM / by Shinydocs

123STEP 1: Double click the document
STEP 2: Make your edits to the document
STEP 3: Click Save.

That was easy, right?

The Barrier

The THREE STEPS is the reason why your local (mounted shared) disks are preferred over any web-based document management system.

At some point, every document in your shared drive or document management system (DMS, ECM, EIM, IMS, etc) was created and edited by a person or electronic process. If the creation or editing was as easy as the three steps above, chances are it was created and edited on a local or shared drive. Did you know that when your process is more than the three steps, a barrier is created for your users to effectively create and edit every document in the system?

The three steps is very ergonomic. Nobody "works around" the three steps.

When you exceed the three steps, you change behaviour. Imagine you are using web-based document management. Traditionally here are your steps:

WEB STEP 0: Let's assume you are logged into the web client and have navigated to the document.
WEB STEP 1: Download the document to your desktop (probably your downloads folder)
WEB STEP 2: Leave the browser and find the document on your local disk
WEB STEP 3: Double click the document
WEB STEP 4: Make your edits to the document
WEB STEP 5: Click Save
WEB STEP 6: Go back to the web client and click "Add Version"
WEB STEP 7: Click "Choose File"
WEB STEP 8: Navigate to the downloads folder and select your new document version
WEB STEP 9: Click "Add Version"

Those steps have, at least, tripled from our 3 step system above. A new behaviour is created because of it. Users will "sit" on a large number of changes, stalling before WEB STEP 6, while working on that document in their downloads folder only. Using multiple editing sessions they finally think they are done (because the deadline is here, or they are actually complete the required content).

The Barrier is Anti-Collaborative

When people are sitting on changes like this, others cannot see their work in progress. They cannot provide feedback.

The Barrier is Anti-Compliant

Some legislation (and some company's own internal policies) require all versions of documents are retained. Often, when a user is sitting on their changes, the business needs their latest work in progress. If the person loses their laptop or the person leaves the company, these changes can be lost forever.

The Barrier Forces Other Bad Behaviours

Sometimes, people will get to WEB STEP 6 (their saves) and collaborate some other way... They will e-mail the document around soliciting feedback and edits from other users. Once the document is "Done" and they achieve feedback from others, they continue to upload it to the system.

The Solution

Stick to the three steps. If your software only needs the three steps, users won't need to change their behaviour.

Shinydrive is the only solution that sticks to the 3 steps for EVERY DESKTOP APPLICATION on Mac and Windows PC.

Topics: Features, Shinydrive


Written by Shinydocs

Shinydocs Corporation builds enterprise-class business solutions that allow users to work the way they want. Shinydrive turns any ECM into a drive on your desktop. Organizations can increase adoption, ensure information governance rules and maintain corporate security policies without having to resort to user training.

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