Data management can be a cumbersome task and definitely not for the faint-hearted. Who doesn’t hate switching between files and folders and copying them every time they leave their desk, not to mention the constant updating on your storage drives. Heck, if we could hire a data management assistant, we would.
But guess what?
We managed to set up a system for ourselves and you’re going to set one up for yourself too. Today we are going to show you how you can develop your own internal wiki which you can then use to update your records of all your projects.
But first tell us:
Is this your work life…
Let’s go behind the scenes to info-warehouse of leading affiliates and marketers in the business today. (This used to be the case in my business too).
They have everything-sales copies, sales scripts, email swipes, notes for meetings, anything and everything in separate word docs. And in the end, they have about thousands of folders and files all over the place. And this becomes a bigger mess if they have to sync with their entire team.
Microsoft describes OneNote as a collaborative note-taking application. For us, it is all that and more. OneNote houses all our documentation and plays the role of an umbrella folder for my company. Why I say umbrella is because it houses everything in a centralized place. And if you’re backing up, you just need to backup a single file instead of a zillion of them.
How we helped one of our client’s team be on the same page
A CEO of a top Internet Marketing company contacted us with a most unusual request. He, like us, ran his own company and was having a hard time managing his business data. He had (I kid you not) close to about 400 word documents he was trying to organize and make sense of and was having trouble tallying tasks with his staff over complicated documentation.
“All I want” he sighed, “is a single “tree-like structure”. The main powerhouse for all the company’s data, whose “branches” are synchronous platforms for him and his staff to work on.
OneNote – Your Internal Wiki
Because we have used OneNote for our own personal work and know how great it is, we thought using this at a micro level may help our client to an extent. But how to share it across an entire team so all work happens synchronously involved some scratching of the head. And voila! we found the answer- Green.ch
Yup, a SharePoint hosting server!
This is a Swiss site (so great at keeping your valuables safe huh?) If you want to use their storage facility, you can get more hosting for storage services. To see how this would work out for our client, we decided to take the plunge and test it first on our team. The results were mind-blowing.
This is what we were able to achieve
All data under one roof
Hassle-free file management
The entire team can view the data and work on it
The changes taking place being visible to others in real time
Your data follows you everywhere on your home PC, Office laptop, smartphone, tablet etc
MUCH cheaper than Dropbox (which anyway works on a file and folder system)
A lot more efficient than GoogleDrive (where you can just get lost amongst the sea of documents lined up before you
Perfect for building everlasting company records and update data with team members synchronously
Figuring how this worked out more than fine for us, we set it up for our client who LOVED it!
Let me show you how our client uses Wiki
So you open up OneNote and enter login details. It looks something like this:
Once you connect, all the data starts syncing in. The shared folders will sync online with the entire team. You also have your own personal folder, where you can store your non-business personal stuff. Everything is under one umbrella.
And don’t worry about the clutter, you can easily find what you’re searching for, with the Search bar!
As you can see here our main folder is where we store all of our stuff like FB, HR, Strategy, SaaS etc. The one I’ve opened up is CurrentProd where all data pertaining to current products we’re working on is stored.
So let’s say, right now we are working on a product called X. So what we have done is…we created a master-level X file where we have got all this stuff related to it.
What we can also do is branch it out a little more to create a sub-structure here like this. Just drag a little to your right and drop!
So now that we have got everything about X into one place, we don’t have to swim in a sea of folders to fetch the data we need. We have it all here, in a neat interface that lets us see everything in a single sweeping glance.
2. Getting Synced
The great part is that every time a change is made, it reflects on the server in real time, and everyone else from the team who’s synced in, can view those changes as well.
Another great thing is that it also lets us know which document was created by whom and who made what changes where…Here’s how.
3. Planning future-keeping past in sight
OneNote-The ‘Plan’ Vault
So all our future plans, the details of our current projects is stored. For every product launch that we do, the entire plan, the links, the JV details and the sales creatives, the webinar and the backend webinar details, everything is classified here very neatly so that the layout is self-explanatory and easy for our team to use.
OneNote-Blast From The Past
What’s phenomenal is that it can also be a very cool archiving system. Without closing the window you are working on, you can easily swap across to something you did about 2 years ago, or 3 years ago. Basically, anything in the past and you can revisit the project files easily.
It might shock you to hear that managing data has never been more difficult than it is today. Data is growing at the speed of light, and this growth and change are forcing administrators to find more relevant ways to successfully manage and store data. This is no easy task, as there are many regulatory constraints with respect to data retention, and many security threats at bay.
After much experimentation with many programs, we have come to adopt and highly recommend OneNote system to develop our own wiki…and now you can too!
Sounds like the kind of service you would want in your business? Don’t hesitate…write to us at email@example.com. Our team will set things up and have you up and running in a week.
But hurry up – we tend to book out 3-5 weeks in advance, so make sure you order soon.