Document Management in Smartsheet

About the Project:

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.

Our Process / What We Did:

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.

Results:

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