How metadata can help you to improve efficiency and productivity in your organisation
As more organisations go digital, the amount of data and information we're producing continues to grow, as does the need to efficiently store and manage this data.
Data is so valuable that many companies are adding it to their balance sheets. However, in many organisations, it's hard to get maximum value from that data because it's too hard to work with it efficiently. Many organisations waste valuable time looking for information in poorly managed filing systems or recreating documents they can't find. To overcome this challenge, companies are increasingly turning to metadata to help categorise important documents to make them more easily accessible.
Simplified access to what you need, when you need it
Workers can often be overwhelmed by information. This is because it's difficult and takes time to find what they need, sort through the pile of search results or trawl through file shares, determine what's relevant, and have confidence that the document they've uncovered is the latest version. Using metadata can overcome all of this and help to streamline business practices.
Metadata is literally information about information. It lets us describe content by using structured information for easy classification. By using metadata effectively, we can significantly reduce the time needed to find relevant documents.
Metadata can be used to simplify searches for documents and minimise the time needed to find information that may be misnamed or saved in illogical and unexpected locations. When searching for information, users can search through both the content of documents and metadata to find what they are looking for.
This approach returns contextual results with more relevance to the original search, as well as narrowing search parameters to find one type of document over others. To avoid irrelevant search results, users can set parameters for the metadata search to only return the documents they need, like contract documentation instead of work-in-progress reports.
Match the pace of business for better performance
By streamlining the search process, metadata can also lead to improved workflow automation and compliance and help to provide deeper business insights in the long run. In our increasingly digital working world, employees need access to their information from anywhere and at any time to be able to match the pace of business.
Wasted time searching for documents can lead to missed deadlines and opportunities. By using metadata, workers can access what they need almost immediately for increased productivity and efficiency. Users can save time and set up automatic metadata capture or input data manually as they save documents for better recording and reporting.
They can also save relevant emails alongside documents with metadata for a more accurate record, keeping all relevant information and documentation together for future reference.
Saved emails mitigates the risk of only one team member having access to critical information. Using metadata to classify the information that emails contain also streamlines the search process for other team members. This creates a genuinely collaborative environment in which all team members have instant access to the information they need to ensure projects continue to progress smoothly regardless of whether a staff member is absent or travelling, for example.
Metadata helps to create a true and accurate record of information for users and can help organisations to maximise the value of the data they possess.
By embracing metadata, information-heavy organisations can empower their workers with access to information when and where they need it. For many companies, metadata is a powerful tool that can lead to more intelligent and efficient working practices.
OnePlace Solutions has helped hundreds of companies improve their workflows, save time, and operate more effectively with information management solutions that include automatic metadata capture. To find out how we can help your organisation, contact us today.
Latest news & blogs
Europe’s top Microsoft technologies conference, ESPC23 took place last week, and we were there, thrilled to be part of it!
This event delivers the opportunity to learn the most up-to-date practices, advice, and techniques from the finest Microsoft 365, SharePoint, Teams, Power Platform, and Azure experts globally, including Microsoft Product team members and independent community leaders, including Regional Directors (RDs), MVPs, and Microsoft Certified Masters (MCMs). Because of this, an extraordinary community of like-minded people converge!
Thank you to everyone who visited our booth during the event or the demo in the community area – it was great to meet old and new faces alike, and hear your feedback and ideas – it shapes our future, so stay tuned for what's to come! If you would like to continue the conversation, please contact us.
Here are key takeaways from ESPC23:
Microsoft 365 Co-Pilot – The Next Big Thing!
- Co-Pilot emerged as a game-changer, but success hinges on quality data input
- Ensure data is centrally stored and easily accessible to maximize Co-Pilot's capabilities
- Data cleanliness is paramount – you get out what you put in! Prioritize accurate data for Co-Pilot effectiveness
- Eliminate outdated or conflicting data to prevent confusion and enhance Co-Pilot's decision-making prowess
SharePoint Embedded Public Preview - Now Available
- Explore a revolutionary way to build custom content apps for enterprises and ISVs with SharePoint Embedded, now available for public preview.
- Learn more about this exciting development announced at ESPC23.
The New Microsoft Teams Client: Performance, Rollout, and Feature Parity
- Since Microsoft announced the general availability of the new rebuilt Teams client in October, ESPC23 delved into discussions about performance enhancements, technical rollout, change management, and achieving feature parity with Teams classic.
- Discover the ins and outs of the new Microsoft Teams client Introducing the new Microsoft Teams client – Teams | Microsoft Learn
In-Person Conferences: The Power of Connection and Networking
- Despite the digital era, in-person conferences remain an invaluable way to connect and network.
- A Microsoft MVP captured the sentiment: "This is the only time I see people in person; I'm now 100% remote. I feel like this is my chance to come to the office and talk with my fellow speakers."
To learn more and explore how we provide a streamlined and consistent approach way for people to engage with business systems built on Microsoft 365 for better information management and governance, contact us for a personalized demo.
Join us at the top European Microsoft Conference, ESPC23 - where an extraordinary community converges to explore the latest innovations and trends in the realm of Microsoft technologies
Join us for Europe’s top Microsoft technologies conference, ESPC23, 27th – 30th November 2023, in Amsterdam.
At ESPC, you will hear the latest expertise on Copilot, Microsoft Teams, AI, Azure, Microsoft Viva, Microsoft Graph, Microsoft Power Platform, Governance, CoE, SharePoint, Migrations, PowerShell.