Companies across the globe agree that their people are their greatest assets. One of the core tasks knowledge workers do as part of their daily work is produce collateral that captures knowledge (what, why and how) in the form of documents then shares them through secure file transfers. Hundreds of thousands of hours are spent every year creating these valuable documents. Do you have a proper document management system to for secure document sharing? These documents (produced using all sorts of tools) contain nuggets of gold essential for continued operation and evolution of a business.

However,  ask yourself, how does your business manage these documents? Can everyone in the company easily find them? what do you do when you need to send big files? Do they even know many of them exist? Where do they go to find them? How do they know what they found is the most up-to-date copy?

The truth is that document management software in businesses is sporadic at best, and these documents are often buried in email hell or in a document management system like SharePoint. It is sporadic not because businesses aren’t aware of the importance of document management or haven’t spent millions of dollars on it (buying so-called enterprise grade document management system).  It is sporadic because the tools available have taken the exact opposite approach to document management than they should have. Instead of treating documents as living and breathing entities that should be promoted, shared and evolved; these tools are designed to make it hard to upload, find, update and share them.

Think about what happens to a video once it is uploaded to YouTube or to a photo once it is shared with your friends on Facebook? It is viewed, rated, commented on and shared further. Now, think about what happens to documents you share at work? or want to share at work?

Instead of sharing being a joy (like it is on Facebook, YouTube etc…) and something you look forward to, document management tools like SharePoint make this simple task complex and burdensome.

Very few documents actually contain information that should not be shared broadly (based on my personal experiences < 10%); however, tools like email and SharePoint treat every document as “Coke’s Secret Recipe” and essentially send 90% of your useful documents to the email/sharpoint document graveyard.

If you talk to employees about what is their pain point, most often it is collaboration. Employees around the globe want to collaborate better and more easily.  They want to find and share data just like they find and share good videos, photos, links etc.  MangoApps is built from the ground-up with learnings from the consumer technology space to enable easy discovery and collaboration.  Of-course MangoApps provides controls to make documents private to a person, project or a group,  as there are very real reasons why some documents need to be private.  However,  we don’t make the other 90% of documents that should be shared by default useless.

We believe most documents in businesses should be modeled like how SlideShare documents behave or how YouTube treats videos or Facebook treats photos – easily uploaded, tagged, found, shared, commented, and updated by colleagues.

We believe that you will love the document collaboration paradigms we have built in MangoDocs and find that it truly brings all the benefits that comes with sharing of knowledge and harnesses the collective wisdom of every employees in your business without compromising your businesses need to keep certain documents private to a person, a group or a project team.

Give MangoSpring document management a try and let us know what you think!