When writing a technical document, multiple parties become involved.
- Marketing manager: Authors manual, ensures that the manual is written in a comprehensive way.
- Development: Ensures the correct description of all features and technical specifications
- Q & A: Checks consistency of feature description with the functionalities of the software.
- Product owner: Approves the manual as a whole and finalises the manual’s content.
Unfortunately, the modern work place makes in-person meetings rarely feasible. It may be due to different time zones or geographical distance of the involved parties. Therefore, document exchange is commonly shared electronically, with the request to incorporate feedback into the document and then send it back to the author within a certain time frame.
This kind of work isolation may result in a number of severe problems when it comes to reviewing documents collaboratively:
- Time-consuming version comparison: The author needs to manually go through all the reviewed document versions to incorporate changes while proofreaders need to compare each version with the previous one to identify which changes were actually made to the manual.
- Conflicting or unclear change suggestions: The author must consult the product owner as approver of the manual when it comes to decisions about conflicting change suggestions.
- No real-time collaboration: Editors only see changes when they receive the updated document version – and then have to compare versions to identify new changes.
- Parallel communication processes: Unclear or conflicting changes need to be discussed with one or all parties, resulting in piles of e-mails being sent back and forth.
- Version chaos: With different versions piling up, each proofreader is challenged to find the right version to work on while the author must go through version after version to review all changes.
- Inconsistent document structure: With different people deleting and adding content, the document structure, incorporated images, and spreadsheet tables become inconsistent. They need to be corrected manually which, again, costs time.
Even when using common document collaboration tools like GoogleDocs and MS Word, they only manually identify changes, prolonging the review process.
Do these painstaking efforts sound familiar? Then you are ready for SMASHDOCs.
With SMASHDOCs, a document collaboration solution is finally offered. SMASHDOCs allows you to work together on documents as effectively as if you would meet in person.
No more versioning: Instead of working on copies of a document, all contributors work on the same document.
Change tracking: All changes in the document are tracked and can always be accessed and retraced. No need for manually comparing versions.
New changes alert: SMASHDOCs shows each user only those changes that are new to him. Everyone can see what changed since their last time working on the document.
No more parallel communication: Comment and ask questions right within document. Forget about e-mail communication.
Role concept: Different roles in a document come with different rights. Only those with the respective rights are allowed to approve changes.
Real-time collaboration: As SMASHDOCs ins browser-based, you can work on one document with as many users as you want in real-time.
Intelligent document: SMASHDOCs automatically adjusts outline levels and numberings, when content changes. Say goodbye to inconsistent structuring.
Easy export: Export your final document in various formats with one click. Adjust the layout in MS Word or save it as a PDF.
Did we spark your interest? Then register for free and take full advantage of SMASHDOCs