Dispersed teams, tight deadlines and information overload can slow down productivity. So it's crucial to find solutions that facilitate collaboration and improve team efficiency. One such solution is PDFSmart. This online tool optimises collaborative working by making document exchanges fluid and secure. Discover 4 ways to optimise teamwork with PDFSmart!
1. Simplify document sharing
Sharing documents is a challenge for many businesses. This is because the formats used are not always compatible with all platforms. In other words, certain versions of a file may differ depending on the tool used to open it. Only the PDF format is universally compatible. In addition, some PDF documents are too large. These large files slow down or prevent exchanges.
PDFSmart helps you avoid these problems. How can it do this? Thanks to its compression and conversion functions. Converting files (Word, PowerPoint, Excel, etc.) into PDF format ensures compatibility with all systems and devices. This eliminates the problems associated with incompatibility with other formats and makes teamwork easier. Compression reduces the size of large PDF files while preserving their quality. This makes it easier to send by email or via sharing platforms.
Practical tip: Set up a routine so that shared documents are converted to PDF and compressed before being sent. This ensures smooth exchanges between teams and strengthens team cohesion.
2. Improve revision tracking
Managing feedback and corrections can quickly become a headache, especially when there are several contributors. Without a clear annotation system, the risk of errors, multiple versions and misunderstandings increases. As a result, the time taken to finalise a joint project increases and team performance is hampered.
PDFSmart makes it possible to track revisions thanks to fluid annotation and commenting features. Each team member can add comments, suggestions or corrections directly to the shared document, without damaging the original version. Your team stays in sync throughout the revision process.
Practical tip: Use colour codes for annotations to quickly identify who has made which comments. Make sure you also establish a clear order for processing revisions. This will enable you to work effectively as a team and improve collective performance.
3. Save time when signing contracts
One of the major slow points in a cross-team project is the signing of contracts. Between printing, scanning, sending, then waiting for the documents to be signed and returned, or even finding a common time slot in the office to sign everything manually, this takes time. What's more, this process can divert staff from tasks with higher added value and reduce group dynamics.
PDFSmart allows you to automate these steps thanks to electronic signatures. No more going back and forth manually to obtain signatures. Teams can send a document for signature or sign it in a single operation.
Practical tip: Schedule automatic notifications to track the progress of signatures. This will enable you to follow up signatories quickly and maintain a good team dynamic.
4. Securing exchanges
The security of information exchanged between teams is paramount, especially in sensitive sectors such as finance, legal or healthcare. Sharing documents exposes teams to data leaks or unauthorised access, compromising both the confidentiality of information and the company's reputation. Good team cohesion also depends on trust, particularly in terms of the security of exchanges.
PDFSmart protects your documents with its encryption and password-locking features. Encryption enhances information security, while passwords prevent unwanted access.
Practical tip: Define a document protection policy within your company. This includes the systematic use of passwords for certain sensitive documents, as well as clearly defining the roles and access of each employee.
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In conclusion
With dispersed teams, tight deadlines and a constant flow of information, collaboration is more of a challenge than ever for businesses. PDFSmart is the solution for improving team cohesion. Sharing documents, optimising revisions, automating signatures, securing exchanges... These features make teamwork quick and easy.
To discover these features and optimise teamwork, try PDFSmart for 7 days! You'll see how this tool can transform the way your teams work together every day.