End the hunt for lost files with a work hub

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Documentation and productivity apps play a key role in your virtual workspace.

Tools like Google Drive and Dropbox Paper offer secure cloud-based storage for all your important files, which can then be shared with the whole team. These tools allow you to store documents and work on them at the same time, making them core business solutions that most of us have been familiar with for years. 

There are hundreds of these apps and tools that allow teams to get things done and share work from any device. The idea of these apps is to level up performance and collaboration, and many do. However, the interconnectivity of these tools can still be a friction point for teams. For example: when was the last time a member of the sales team could easily view a design file?  

Additionally, the hyperactive hive mind brings our focus to stagnation. Switching between apps, context, and pinged comments eliminate the ability to get into a deeply focused state. As workers, we’ve become comfortable with this hyperactive hive mind, because it’s what we’re used to. Here’s the secret: work was never supposed to be this way. And by adopting a work hub that allows our apps to speak the same language, we can avoid the hyperactive hive mind altogether. 

That being said, you need to start with the best productivity/documentation apps in the game. Below you’ll find a list of productivity apps the Qatalog team loves. 

Best productivity apps in 2021

1. Google Drive

“Documentation is the cornerstone of knowledge creation, and the reason why documents, spreadsheets, and slides are the lifeblood of knowledge workers. It’s not a coincidence that in 2020, over 2 billion people are using Google Docs, Sheets, and Slides every month. That’s 25% of the world population!

With Google Drive, we can easily shape our thoughts, by flexibly using bullets, free-text or tables. We love to organize our docs, slides and sheets in shared folders, so everyone can access them right away, without the need to ‘request access’. Best of all, when Google Drive files we use often are linked to our Qatalog teams or projects, it’s dead easy for anyone in the company to locate them. And when information is that visible and flowy, you know that work works!”

Matteo Tittarelli, Growth Operations

2. Dropbox Paper

Dropbox Paper provides a real-time collaborative space for project creation and coordination. It has different use cases for different teams, and includes templates for you to utilize depending on your project needs. 

Dropbox Paper is extremely useful for creators, as it has many applications and the ability to customize your document/media in any way you want. As a collaboration tool, it works similarly to Google Drive with invitations and sharable links. 

3. Clubhouse

“I don’t think that I’d be able to keep up with all requested work and growth experiments without documenting it into Clubhouse. Seeing my tickets and being able to organize different projects and where they’ve progressed helps keep my team organized and efficient.”

Kameron Tanseli, Growth Engineer

Benefits of productivity apps

  1. Collaboration — Productivity apps allow for async collaboration across projects through comment features, sharing, and the actual work being done. 
  2. Ownership — Editors can control access and decide who has permission to view, comment on, or edit a file. This allows for transparency within your team (or whoever you give access to).
  3. Discoverability — Search features in productivity apps allow each document or project to be discoverable. These tools also make recent edits or changes easier to see. 
  4. Documents in one place — Team members can access information regardless of location and time zone. All documentation is quickly and easily accessible.

Storing, sharing, and accessing files is crucial for keeping the wheels of your business well-oiled, but these apps don’t always make it easy. For one, accessibility can create silos within specific teams if permissions aren’t open. Here are some other challenges with productivity apps:

3 challenges with documentation apps

1. Lack of a ready-to-use framework

File storage apps don’t offer a systematic process for naming or storing documents so that they are discoverable to everyone. If you’re not the file creator, you’ll often find yourself repeating questions like “where is that doc,” “what’s the name of that doc,” or “can I have edit access?”

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This becomes especially true across different generations of employees. When a person leaves, you inherit a Google Drive full of randomly named documents, and all the important documents that you need got lost who-knows-where, and you need to waste time recreating them.

2. Docs are out of context

Documents kept in your cloud storage app are often separated from their relevant team members, teams, or projects. Yes, you can look at who edited last — but that doesn’t tell you who owns that doc, or to which project or team.

When someone comes to look at a document for the first time, it’s more difficult for them to understand it. Lack of context adds further complexity and challenges to the workday. 

3. Finding files is painful

With a lack of process for storing files into folders or categorizing them with the right names and context, it’s difficult to search for and find a document when you need it. 

Yes, Google Drive search is good — but it doesn’t include filters, and you might not always have the right keyword at hand if you’re out of context. Even if you created or collaborated on a spreadsheet or slide deck, there’s no guarantee you’ll easily find it in a couple of weeks’ time.

Plus, you can’t search for files outside of Google Drive in Google Drive, and you aren’t always uploading everything you do to the drive. A work hub allows you to connect all your search functions between productivity apps. 

Work hub vs. documentation apps

So, what are the crucial differences between a work hub and a documentation app?

1. Collaborate rather than create

Documents aren’t (yet) created in Qatalog — instead, all the documents that you create or store within your different file-sharing tools are gathered together in one convenient place. 

This allows for flexibility, so each team can keep using whichever tool is best for them whether that's Google Drive, Dropbox Paper, or another doc app — and still benefit from collaborating and accessing powerful knowledge together.

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2. Link files to specific teams, projects, and people

Attach your documents, sheets, slides, or any other link to the relevant context in Qatalog, so all information is tightly linked, easily retrievable, and transparent at every level of the organization. 

No need to waste any more time creating workarounds such as docs listing various links, becoming a bookmarking pro, or keeping 10 tabs open on your browser.

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3. Full-text search for finding things quickly

If you don’t remember the title of a doc, you can still think of a keyword in the body text. Our search cuts across both Google Drive and Dropbox, both titles and full-text, to find any keyword in any doc. 

You can also refine your search with powerful filters — by people, teams, projects, date, and more to further dig into the context of the doc.

4. Keep track of docs activity from one place

When you’re waiting for a team member to comment or edit a doc, you might want to ping them more than once until they do, or just open the doc hoping that feedback magically appeared in there. Needless to say, this is a killer for your focus and productivity.

When you connect Google Drive or Dropbox to Qatalog, you can check a feed of what each team member did on any of these apps. You’ll know if a member of the design team created a new slide deck on Google Drive, or if the head of growth edited a new doc on Dropbox — all in real-time. 

So you stay on top of the activity in each and every document at any time, tracking who made what change, and when the edit occurred. Without pinging anyone.

End the hunt for lost files with a work hub

When you integrate your cloud documentation and storage apps with a work hub in one virtual workspace, all your files are always right there where you need them.

  1. Search for all your docs, slides, and sheets from one unified workspace, without needing to switch between apps, rely on faulty search engines, or pinging anyone.

  2. Put all your docs into context by tightly linking them with source, owner, teams, and projects, so you can find things quickly, and always get hold of a file in its latest version.

  3. Retain visibility on any file created by one of your teams, without the need for an account on each tool (accessing or editing the file would still need an account).

Boost team collaboration and bring people together in one workspace where they easily can find files, messages, project links, and goals. With this type of platform, you can unlock hidden productivity and keep remote/hybrid teams aligned.

matteo-tittarelli

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