Document Management in Smartsheet

The company I worked with had over 400 documents and forms, branded for their various clients, published on both internal and external spaces. The company hired me to assist with the following: version control, SOPs and centralized storage creation, process improvement, and change control.

1 - I inventoried all existing company documents and recorded key details within one spreadsheet in Smartsheet. I managed version control within the company's SharePoint storage.

2 - I met with department stakeholders to understand the document update process including: the submission of change requests, the technical process of updating documents, how and which approvals are required, the publishing process, and how changes are communicated.

3 - I created an SOP for document changes going forward.

4 - Within Smartsheet, I created specific statuses, reports, and dashboards (see screenshot below!) so that internal teams had visibility into the updates in progress and the recent updates.

5 - Once the system was created, I ran biweekly meetings with stakeholders to move projects and document updates forward.

6 - I created a publication process to make sure all document approvals were received, documents were uploaded to applicable intranet and internet sites, and changes were communicated to internal teams.

My client now has an inventory of 400 documents, with an SOP and system in place for managing, publishing, and communicating document updates!