Most of us spend a good portion of our working day creating documents, building presentations, and replying to business emails. Often much of this time is spent reproducing content, searching for the most up-to-date version, or searching for previously used content so we can copy and paste it.
In the case of emails, we often use a standard introduction or closing text. Depending on the business function, the email body may be used repeatedly too. So why are our signatures usually the only automatic and easily inserted standard content in emails?
When creating documents and presentations, the first thought is to look for a previous or similar document so you can save and modify it. You can also copy and paste content from a range of different sources or save useful text or images to a favourite area, or use an auto text feature to streamline document preparation.
These are all reasonable options. However, they all share a couple of common problems. They all require individuals to maintain their standard text or a means to deploy updates to all users. In most cases, the information is still not easily and quickly accessible from the application where you are working, which invariably leads to content getting out of date.
Another challenge is that content may need to be periodically reviewed and approved by multiple parties for risk management. For example, product and service information might be the responsibility of Marketing, while legal disclaimer text might be the responsibility of the Legal Department.
This becomes more complicated when collaborating with multiple stakeholders to prepare detailed proposals, reports and presentations where information from various departments needs to be included. Ideally, it would be best if you had each piece of content to be maintained in one location by those responsible and made it easily accessible and reusable by everyone across the entire organisation.
Imagine the time saving if the content you need was readily available, and you could always be confident that it was the most up-to-date and approved version.
Introducing MacroView ClauseBank! ClauseBank allows you to quickly and easily assemble your documents, presentations and emails using approved content stored and managed centrally in Microsoft SharePoint.
SharePoint provides the added benefit of version control and metadata capture. Best of all, MacroView ClauseBank makes it instantly accessible where you need it - from your Microsoft Office applications.
Go a step further and combine ClauseBank with a bespoke Microsoft 365 template solution to automate the creation and assembly of documents to improve productivity. Or connect with MacroView DMF for a complete Microsoft 365 document life cycle solution from generation through to document and email management integrating SharePoint, Teams and OneDrive.
Contact MacroView Services today for more information on how we can help with all your document generation and management needs.