The Art of Collaborating: Tips for Efficient Document Sharing and Editing
Collaborating on documents and projects has never been easier, thanks to technology. However, it’s easy to make mistakes that can lead to wasted time and frustration. Here are some tips to help you share and interact with intent:
Naming Convention: Always start by naming your file with a digit, concept, and date. For example, “1 Book Presentation October 24”. Each time you make a substantial edit, remember to use “Save As” and increment the number. This way, it’s clear which version is the most recent. Avoid using the term “Final” in file names, as it’s often misleading.
Establishing Control: In collaborative projects, designate a single person as the controlling editor. This helps prevent simultaneous edits and ensures that work is not duplicated. Communicate clearly about who has the official document at any given time.
Use Suggested Edits: In platforms like Google Docs, switch to the ‘Suggesting’ mode when editing documents. This allows the controlling editor to review suggested changes before accepting or rejecting them. It encourages a more thoughtful and productive workflow.
Shared Document vs. Email Thread: Instead of lengthy email threads, create a shared Google doc to outline proposals or ideas. Invite collaborators to contribute and improve the document, leading to a clear final outcome. Email threads can lead to confusion and lost information.
Preserve Original Format: Avoid converting documents into non-editable formats like PDFs or screenshots. Always keep the original file format and make sure to include a folder of underlying documents when sharing. This ensures easy editing and future revisions.
Feel free to copy and share these tips with your team. Remember, clear communication and thoughtful collaboration are key to successful project outcomes.