Top 5 benefits of organizing information within your company

Dec 06 2016

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We all get frustrated whenever we misplace our belongings and looking for them is a time and energy consuming effort that could have been avoided simply by being more organised. What happens if they are not personal belongings, what if we would talk about your work emails, presentation files or quarterly reports? The consequences of this lack of organisation would be catastrophic not only for you, but for the entire company.

How to avoid this type of hardship? The solution might seem obvious, yet often gets overlooked: organising information.

Its advantages are various and the top 5 most relevant benefits are:

Efficiency
The greatest advantage of organising information within a company is the efficiency of the resources. An organised professional will spend less time correcting mistakes, searching for information and fixing any clutter. The time saved means more time for doing productive things and more resources for other projects, therefore more money. Apart from the positive impact on time management, organising information will make it more comfortable for employees to share any information with each other, thus working better as a team.

Tracking progress
Of the company. Progressing is the aim of every business, but how can you measure it? Having a clear overview of the company’s projects, activities and resources helps management while decision-making. Compiling and recording the data of your company’s incomes and expenditures will help timely identify bottlenecks and support the decision to redirect resources and energy to more profitable elements.

Of the projects. Organising information also makes it easier for every employee to have access to relevant information, to have a  snapshot of all ongoing projects, so the inter-teams communication is more effective and to be on the same page with their teammates.

Better management skills
For any business, organising information is all about keeping things in proper order such that the path from inquiry to result is clear and time efficient. Information, in the business’ world, comes from various sources and takes lots of forms: employee records, news, internal meetings minutes or political context. A company’s information portfolio is the key action influencer in any matter concerning the company, so understanding the data and filtering the noise is essential to management.

Daniel Keys Moran said that “You can have data without information, but you cannot have information without data.” and his reference applies undoubtedly to the companies’ need to take rational decisions, thorough timely and reliable information procured through a logical and well structured method of information collecting, processing and disseminating. 

Instilling trust
Organising information establish a sense of trust and professionalism in the workplace. A well organised company projects an image of reliability and control. The strategies adopted by rational decision makes with the help of thoroughly disseminated information help winning the trust of employees, clients and associates effortless.

Reduced stress
A well organised information culture triggers a more relaxed working environment, as opposed to a cluttered or disorganised office where you are constantly searching for items or through countless threads of emails, attachments and files. It also allows companies to adapt to modern working models, including remote resources or work from home. 

State-of-the-art tools that enable new ways of working have generated important changes in company management. Traditionally, team members and managers would juggle multiple files, resources and tasks while struggling to get people on the same page. Nowadays, organising information within collaborative workspaces make planning and managing different projects easier and more effective, while also ensuring that all tasks are finished on time and within budget. Try XWiki and convince yourself of the advantages. 

Alina Luchian
Content Marketing Specialist @XWiki