I once worked on a project where our entire file system was a single shared folder. Everything was just dumped in there, a digital junk drawer that was impossible to sort through. It felt like our process was stuck in one long, direct default column with no sense of order or priority. Finding anything was a nightmare, and version control was non-existent.

That experience taught me a valuable lesson about the importance of intentional document management. A well-organized system is the foundation of an efficient team. It’s not about having rigid rules, but about creating a clear, intuitive structure that everyone can use. Let’s walk through how to build that foundation for your own business.

[vc_row type=”in_container” full_screen_row_position=”middle” column_margin=”default” column_direction=”default” column_direction_tablet=”default” column_direction_phone=”default” scene_position=”center” text_color=”dark” text_align=”left” row_border_radius=”none” row_border_radius_applies=”bg” overflow=”visible” overlay_strength=”0.3″ gradient_direction=”left_to_right” shape_divider_position=”bottom” bg_image_animation=”none”][vc_column column_padding=”no-extra-padding” column_padding_tablet=”inherit” column_padding_phone=”inherit” column_padding_position=”all” column_element_spacing=”default” background_color_opacity=”1″ background_hover_color_opacity=”1″ column_shadow=”none” column_border_radius=”none” column_link_target=”_self” column_position=”default” gradient_direction=”left_to_right” overlay_strength=”0.3″ width=”1/1″ tablet_width_inherit=”default” tablet_text_alignment=”default” phone_text_alignment=”default” animation_type=”default” bg_image_animation=”none” border_type=”simple” column_border_width=”none” column_border_style=”solid”][image_with_animation image_url=”1991″ image_size=”full” animation_type=”entrance” animation=”Fade In” hover_animation=”none” alignment=”center” border_radius=”none” box_shadow=”none” image_loading=”default” max_width=”50%” max_width_mobile=”default”][/vc_column][/vc_row][vc_row type=”in_container” full_screen_row_position=”middle” column_margin=”default” column_direction=”default” column_direction_tablet=”default” column_direction_phone=”default” scene_position=”center” text_color=”dark” text_align=”left” row_border_radius=”none” row_border_radius_applies=”bg” overflow=”visible” overlay_strength=”0.3″ gradient_direction=”left_to_right” shape_divider_position=”bottom” bg_image_animation=”none”][vc_column column_padding=”no-extra-padding” column_padding_tablet=”inherit” column_padding_phone=”inherit” column_padding_position=”all” column_element_spacing=”default” background_color_opacity=”1″ background_hover_color_opacity=”1″ column_shadow=”none” column_border_radius=”none” column_link_target=”_self” column_position=”default” gradient_direction=”left_to_right” overlay_strength=”0.3″ width=”1/1″ tablet_width_inherit=”default” tablet_text_alignment=”default” phone_text_alignment=”default” animation_type=”default” bg_image_animation=”none” border_type=”simple” column_border_width=”none” column_border_style=”solid”][vc_column_text]As COVID-19 brings unprecedented change across the globe, we’re fortunate as an office to have the technology that allows us to continue working remotely in a (semi-normal environment). If you’re rapidly making the change to support remote work, we’ve put together some tips in this blog for processes and technology to hopefully make it a little easier.

Booking and running meetings

No matter how much the workplace changes, it is impossible to imagine companies completely doing away with meetings. Verbal communication is collaborative, and we find it effective both when brainstorming and reaching decisions (and much faster than an email chain). We use Calend.ly to allow our customers to see our calendars and automatically book in a time themselves, and this generates a zoom meeting for us all to hop into.

We also use zoom for our internal meetings, meaning we can see and hear our team members who are working remote. This technology makes it much easier for people to work from home, or from half way across the world, without sacrificing communication. And the ability to easily see someone’s calendar means employees can block out time when they’re working flexibly, knowing someone won’t ask them to take a call at the same time they’re busy.

 

Ensuring communication across teams and locations

Even if everyone within your team was always in the office, it’s easy to miss communication that’s spoken across desks or even in a meeting. Technology rose to the occasion and has created greater visibility of what’s being said, and what needs to be done, than ever before.

Task management software like Asana and Trello allow your team to see what everyone is working on, and due dates across projects, while Slack has made internal office communication simple through the use of channels, which allow anyone who needs to know about a certain topic communicate in the same place, also eliminating unnecessary email. Software like Harvest and Deputy make keeping track of hours easy, and their integrations into Xero mean that you don’t need to physically have eyes on someone to see their hours.

 

Allowing remote access to work information and files

With many workplaces deciding that working from home is what needs to be done to keep everyone safe, employees will need to access documents outside of the office. The physical server is a thing of the past, and cloud document management enables our team to keep working while social distancing. SuiteFiles means that our team can work on a document together even when not physically in office.

Functionality such as allowing multiple users to work on a single document at once, online document signing and integrations with XPM and Workflow Max make it easy to maintain a single source of truth. These small things make a massive difference to how we work day-to-day.

 

Scheduling down time

The downside of the changes in how we work is that it will be much harder to shut off as the physical barriers of the office and the home start to blur. This issue has been heavily documented in the past couple of years, and there are some creative solutions starting to come to light. For our SuiteFiles’ team, keeping our calendars up to date has played a huge part in managing downtime. Having hours that we are ‘out of office’ and other ‘life administration’ time blocked out means that colleagues can be respectful and not book meetings or call during these times. Utilising the Xero ecosystem and automations through partner apps helps to save time and energy on tasks that used to be incredibly labour-intensive, allowing more time for what really matters. The most effective for tactic in office however has been a combination of communication and simply switching our phones off (or at least to silent) during our ‘out of office’ time.

 

We have put together a guide for those of you wanting to implement SuiteFiles for your office quickly, which you can access here. Take a read for some simple work from home steps and tips from our team. If you are in need of a work from home option quickly, please feel free to contact us and we’ll do what we can to help out![/vc_column_text][/vc_column][/vc_row]

Frequently Asked Questions

You’ve listed several tools for remote work. If we can only start with one, what’s the most critical area to focus on? I would begin with your document management. While communication and task management tools are important, everything stalls if your team can’t access, share, and collaborate on files securely.

Think of it as the foundation. Once you have a central, reliable place for all your work, you can then build your communication and project workflows around it. A solid document system is the single source of truth that every other process relies on.

My team already uses a basic cloud storage service. Why would we need a dedicated document management system like SuiteFiles? That’s a great question. Basic cloud storage is like a digital filing cabinet; it holds your files. A true document management system is an active part of your workflow.

It goes beyond just storing documents by adding features like automated filing, creating documents from pre-made templates, and managing client communication through a secure portal. It also integrates directly with other business software, turning your files into a connected hub for getting work done, not just a place where they sit.

What’s the best way to introduce these new remote work tools without overwhelming my team? The key is to start small and focus on solving a real problem. Instead of launching five new apps at once, identify the single biggest frustration your team has with remote work. Is it finding the latest version of a file? Is it getting a contract signed?

Introduce the one tool that solves that specific issue. Provide clear guidance, explain how it makes their job easier, and get their feedback. Once that tool is successfully adopted, you can move on to the next challenge. A gradual approach feels manageable and shows you respect their time.

How can we ensure our sensitive client documents remain secure when the team is working from different locations? Security is a major concern, and it’s something that professional document management platforms are built to handle. Unlike emailing attachments or using personal storage accounts, a dedicated system gives you complete control.

You can set specific permissions for who can view, edit, or share certain files and folders. Features like a secure client portal also allow you to share sensitive information without it ever leaving your controlled environment. This is a far more secure method than relying on email, which can be easily compromised.

Beyond scheduling downtime, what’s a simple way to maintain a sense of team connection when everyone is remote? Create intentional space for the casual conversations that no longer happen organically. This doesn’t have to be complicated. It could be a dedicated chat channel for non-work topics, like sharing photos of pets or weekend plans.

You could also start your team meetings with five minutes of general catch-up before diving into the agenda. The goal is to build in moments for personal connection, which helps maintain trust and camaraderie when you aren’t sharing a physical office.

Key Takeaways

  • Select dedicated tools for team collaboration: Use specific platforms for video meetings, project tracking, and internal chat to streamline communication and ensure everyone stays on the same page.
  • Adopt a cloud-based file system: Move your documents to a central cloud platform to provide your team with secure, remote access and establish a single source of truth for all your work.
  • Protect personal time when working remotely: Encourage your team to schedule downtime on shared calendars and disconnect after hours to prevent burnout and maintain a healthy work-life separation.

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