Poor document
collaboration practices are very expensive, time-consuming and the source of
much frustration, according to Perforce Software, which commissioned an
independent survey of business professionals. Conducted online by Harris
Interactive, the survey of 1,004 knowledge workers in the United States and
United Kingdom shows that document collaboration problems in the workplace are
pervasive, frustrating and the cause of costly productivity issues—even when
document sharing tools are in place. It also indicates that these issues have
far-reaching consequences, including missed business opportunities, damaged
reputations and poor impressions on colleagues and customers.
Known by Few, Felt by Most
While less than
half (45 percent) of knowledge workers are familiar with the term “version
issues,” the survey found that more than four in five (83 percent) lose or
waste time each day from these problems.
Issues include:
-- Searching their hard drives or email inboxes for the
most up-to-date or correct file (73 percent)
-- Having to wait while someone else finishes working on
a document (59 percent)
-- Manually reviewing documents to sort out the changes
from one or more contributors (56 percent)
-- Working on a document, only to realize after some time
that it was the wrong or outdated file (47 percent)
Interestingly,
of the 69 percent of knowledge workers whose companies use a document
management or file sharing service, about 9 in 10 still experience document
versioning issues (86 percent and 90 percent, respectively), indicating that
existing solutions do little to solve these problems.
More Time-Consuming than Spam, More Frustrating than Parking Tickets
The survey
found that document versioning issues are productivity killers. They combine
(75 percent) to have an impact on productivity for a higher percentage of
knowledge workers than:
-- Not having network access (71 percent)
-- Dealing with spam and junk mail (59 percent)
-- Leaving a mobile phone at home (34 percent)
In addition, 81
percent report having worked on the wrong version of a document or spent too
much time looking for the right file. Of those, 29 percent stop working on a
project altogether or leave work early when they realize all the time they’ve
wasted. Other startling responses include:
-- Yell at their computers (33 percent)
-- Think about heading to the nearest bar or pub (21 percent)
-- Throw something (12 percent)
-- Banged their heads against their desks (12 percent)