Editing documents with others has never been easier. There’s no need to pass around a physical document anymore. Anyone can access the file and make changes in an instant.
But that level of convenience also causes some problems. The editing process can get confusing and complex really quickly.
There are ways to simplify the editing process so you can work with others on your team a little more easily.
Split Up Big Files
Chances are, not everyone has to take a look at every single piece of a document. Some sections may need input from certain team members, while other sections need input from others.
Make things a little easier and split PDF files online. Then, convert them to a workable document that can be edited. Once divided, each piece of the document can be distributed to the right person for editing, input, and clarification.
Doing it this way saves everyone time because team members don’t have to try and locate the right section. It prevents team members from editing the wrong sections, and it can be a great way to enhance security by ensuring only relevant employees can see sensitive information.
Make Sure Only the Right People Are Working on the Project
More people working on a project isn’t better. As a matter of fact, adding manpower to a project can negatively impact the final result.
It’s much better to be strategic about who is involved in the editing process, as well as when they’re involved in the editing process.
For example, you might split up the editing process into stages like:
- Developmental editing for structural organization
- Content editing that focuses on sections
- Line editing that focuses on paragraphs and sentences
- Copyediting that focuses on words and grammar
- Final proofreading to make sure everything is accurate
Assign one person to each stage of the process and include a project manager to keep things moving. It minimizes how many people are working on the project, as well as how many people are working on each stage of the project at a time.
Edit in Real Time
Although it’s easier than ever before to send a document electronically, it can be annoying to ping each other back and forth when going through edits.
Instead of having everyone work on the document individually before sending it along to the next person, consider working together in real time with collaborative document editing. It’s a great way to save time because everyone is working simultaneously. It can reduce mistakes, build a team-oriented mindset, and simplify workflows.
Being able to edit documents online has made it easier for all of us to collaborate and come up with a final draft that’s as good as it possibly can be. It has also made things a little bit more complicated. But it doesn’t have to be!
When you make an effort to simplify the editing process by following the tips on this list, you will find that working with others to complete the latest project is much easier.