Kill the shared drive!
Late last year I went to the South Asia region to participate in a discussion on knowledge management. I talked briefly about what we are doing globally, and then each country gave an update about what they are doing – and what their priorities and challenges were.
While I was trying to make the case for cross organizational networking and working out loud, as well as the potential for using social tools, what I heard from the ground was a bit of a wake up call as to where many offices still are in their thinking about knowledge management.
One of the biggest preoccupations of offices was being able to organize and then retrieve their everyday documents, and for many of them the way to do this was by reorganizing their “shared drive” i.e. a shared storage space on server in a local area network (I define this because some of you might be surprised that we are still working this way).
So what’s my advice about how to improve the management of the shared drive. Simple – GET RID OF IT.
What’s wrong with having a shared drive in your office?
- It’s only accessible when you are in your office – you can’t easily access it when you are at home or travelling.
- Access control is limited – usually at the level of folders directory and you can’t easily share things with people outside of your group on an ad-hoc basis (also because the probably don’t have access to your LAN)
- There are limited metadata and only a simple search to help you find things.
- Space is usually limited and you are most likely already close to your quota.
- Let’s face it – your shared drive is probably a mess. You most likely have years of accumulated documents in a directory structure you didn’t create and possibly don’t understand. No-one knows what half the materials are or whether they are important and whether or not they are current. There is no logical file or directory naming convention, no-one can tell who edited what and which is the latest version.
So what can you do instead? Use the cloud!
In UNICEF we are a Microsoft Office365 house so the tools I’m going to mention here are based on that but Google, IBM and other providers all have their own suite of tools that do the same thing.
If all you need is access to a set of official reference documents that people don’t need to frequently edit and update or that are confidential then the best place to put these files is on your intranet – don’t refer people to copies you keep elsewhere – it’s much easier to have a simple intranet page (or set of intranet pages) and keep them logically organized and up to date than it is to create a separate storage silo.
If you need a place to store shared documents that people need to collaboratively develop and edit, or a space for working documents e.g. for an office, a particular team, for a community of practice or network, you should use a SharePoint document library.
For individual files that you want to access remotely, or where you want to collaborate on these files with a more limited or ad-hoc number of colleagues or even e4xternal partners then a cloud based storage solution such as One Drive is your easiest option.
In a cloud based solution you can:
- Access files from anywhere with an internet connection, whether at work, at home. You can also usually configure it maintain a local copy of your computer which allows you to work offline and sync with the cloud version later.
- Your stuff is available 24/7 – it’s not dependent on the IT departments servers and whether they are being maintained or if they break down, or if they get destroyed by a fire, or if someone spills coffee on them.
- You can share with more easily with colleagues and even with external partners, deciding exactly who can access the document and whether they can view or edit. This can be controlled at the level of libraries, folders or even individual documents. You can even link it to conversations about the documents through Yammer.
- Cloud based storage is comparatively cheap.
- SharePoint libraries also allow you to much better tools to organize your data including being able to add metadata attributes that are either optional or mandatory to help you sort your documents (such as document type, organizational unit, subject classification and tags). And when your stuff is in the cloud it’s also much easier to search in particular the SharePoint Search and Delve are quite powerful tools to search not only the documents you entered, but anything else that you have access to. Delve is even smarter in that it uses the “Office Graph” i.e. the set of interactions you have with colleagues and the materials you work on to help predict which materials are most relevant to you.
- SharePoint has versioning control so you can see what was changed when by whom – very useful for ensuring you have the right version of a document.
- It takes a bit more work and technical expertise, but SharePoint also allows you to program workflow i.e. to automate common work processes for working on document (such as a chain of approvals) which means you can automatically make sure a document goes through a pre-defined work process, see where it is along the way and identify any bottlenecks in getting it completed.
But if you are to move to the cloud you probably are wondering how do you migrate all the years of accumulated files to your new platform. The simple answer is DON’T. Take a copy of your hard drive and put it on DVDs or a portable drive somewhere if you are really concerned you might need it again later – otherwise only take over those files that you are currently using or have referenced in the past 6 months – or for which you know exactly what it is and what you need it for. Forget about the rest – even if they seem potentially valuable, the truth is you will never use them. I’d recommend creating an entirely new system for filing and categorizing your documents – one that makes sense for how you organize your work now with the current document types, topics, work units etc. that you are currently using and forget about how it was done before.
The step of giving up on your old shared drive and creating something completely new in the cloud (i.e. not a migration of your existing mess) is itself one of the biggest benefits of making the change. Creating something that works for you right now that you understand, control and has what you need.