This wastes time and frustrates teammates. Teammates make assumptions - or spend time parsing through the folder contents - to get the context they need. Take a look at the image below as an example:īesides the name of the folder itself, there’s nothing telling team members what type of content belongs there. These folders work fine for someone working alone or in a small group.īut when a growing number of team members contribute more content to your wiki, the lack of context associated with the standard folder structure gets confusing. They become problematic when multiple teams across a company contribute to and search for shared knowledge.īelow we break down the issues teams inevitably face when they use document editors like Google Docs, Dropbox Paper, and Quip for their internal wiki.ĭocument editors use a standard folder concept to store and organize content. In other words, document editors work great for writing blog posts and school essays. These limitations exist because document editors prioritize personal writing and editing over team reading. And while not every team needs a dedicated tool for documentation, every team should know the limitations they’ll experience by using document editors like Google Docs, Dropbox Paper, and Quip. Using a tool specifically designed for internal documentation can help. As a result, most internal documentation tools becomes stale, underused, and irrelevant. These limitations (like poor organization and unreliable search capabilities) frustrate users and slow down productivity. Teams realize the need for documentation, but aren’t thinking of how their documentation tool will scale alongside their businessīut over time, most teams find the issues associated with these tools outweigh their benefits - particularly as these teams scale.Most companies already use (and pay for) at least one of these tools. ![]() These editors are familiar to most people, meaning they can be easier to adopt across an organization.Many teams initially gravitate toward these more general purpose document editors for logical reasons: And there are tools like Google Docs, Dropbox Paper and Quip designed primarily for word processing. There are tools like Slab, designed explicitly for team documentation. They often choose the wrong tool to get the job done. Teams have dozens of options to choose from for their internal documentation. Other recent additions to Paper include integrations with the Adobe XD CC prototyping tool, as well as l ive document previews of Dropbox files from within Paper. “For groups already using Dropbox Paper, timeline could be a valuable addition to their collaboration toolkit,” Cannell said. Others are task driven, so a task manager is the primary collaborative element. Many (perhaps most) are conversation-driven, with content and coordination features still needed. “The best fit for a team depends on what drives them. “Collaboration tools do (and will continue to) overlap in features, ” said Larry Cannell. Others such as Trello and Asana provide simple kanban-style project management functionality. “While not robust enough for most development teams, the Dropbox Paper planner covers the bases nicely for most users and use cases,” he said.Ī number of vendors offer project-planning capabilities, from dedicated roadmap tools such as Aha! and Roadmunk to Jira Software, which recently added a similar roadmaps feature to its task management app for software developers. “Combined with other recent functionality upgrades made to Paper, Dropbox is starting to challenge how you think about them: It ’s not just a place to store files, but a place to manage other elements of work, ” he said. It also highlights ongoing moves by Dropbox to diversify its core content storage business. ![]() The lightweight project management capabilities show how Paper is evolving to help teams get work done without switching apps, said Wayne Kurtzman, a research director at IDC. It is also possible to zoom in to a “week” view or a broader year-long view. Users can add notes and links to supporting documents and timelines can be customized and color-coded. Tasks can be assigned to keep track of individual responsibilities, while project milestones highlight looming deadlines. This involves mapping out each step of a project and keeping team members up to date on progress. Timelines further enhances these capabilities, Dropbox said in a blog post.
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