
This Easy Technique Will Help You Ensure Your Files and Documents Remain Correct
Pro(ductivity) Tip# 83
Quality actions are based upon quality information. To ensure quality we must review our information for accuracy anytime we reuse it.
We are only as effective as the quality of the information we base our actions upon. If our information is accurate and complete so will our actions.
Conversely if our files are a mess our actions will be a disaster. We will not be able to find what we need when we need it. This my friends is a sure fire way to guarantee a lack of success in anything.
Never forget, quality information leads to quality action. This should be your mantra.
The thing about quality is that it doesn’t just happen, we have to work for it. We have to operate in a manner that creates and reinforces quality.
The best way to achieve this standard is to work clean. What I mean by this is that we must always use knowledge friendly practices when work. Knowledge friendly practices ensure that proper information management techniques are used whenever a document is handled.
Information management should not be an afterthought. It's not something we relegate to “when we have time”.
It’s something we must commit to every moment of every day. It’s something that we must establish as a cornerstone of our success, point blank, period.
A critical knowledge friendly practice we must adopt is that whenever a document is used it is also reviewed for quality and accuracy. Again this is not something that we put off to another time. This quality review is apart of the use process.
The advantage of this approach is that it is iterative. Our information is always in a state of continuous improvement. The more we use our information the better it becomes, the better we become. In the “age of agile” continuous improvement is the name of the game.
The reuse is review approach also ensures that high demand content will receive the most quality reviews. These additional touches will make our high value information all the more valuable. Our time will also be used more efficiently as our efforts will be invested in reviewing information that is in high demand.
I have never been a fan of the “Spring Cleaning” approach to document management. This approach is when we save all of our document quality reviews to one designated time of the year. This approach is very time consuming and downright dreadful. Not only are we not addressing potential issues the moment they are detected but we are not spending the bulk of our time on improving high use documents.
We ultimately almost always end up spending way too much time reviewing obscure documents; documents that people don’t even remember ever being created let alone used.
When the technique of reuse is review is installed into our daily habits success is sure to follow.
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