Collaborating on documents and projects has never been easier, which is why we screw it up so often. Sharing and interacting with intent will save you heartache and wasted time. Some things to consider:
Naming: Begin by naming your file with a digit and concept and a date. Something like “1 Book Presentation October 24”.
And then, with each substantial edit, hit SAVE AS and increment the number. It’s very clear that “3 Book Presentation October 24” is a more recent edit.
Never name a file with “Final” because, as we all know, final is an elusive construct.
Who has the conn? While some cloud-based services like Google docs do a pretty good job of allowing shared edits, it pays to announce who has the controlling, official document. When two people edit different versions of a document at the same time, all that work is wasted. “Cheryl, it’s yours now, I won’t touch it until you send it back.”
Suggested edits: In Google docs, the default is to edit the document (the little pencil). You can switch this (top right corner) to the option for ‘suggesting.’ The beauty of this is that it allows the controlling editor to see the changes that are being offered and to accept or reject them. It creates a more thoughtful flow to creation. Endless conversations via the comments panel almost always lose important information.
A shared doc is better than an email thread: If you know that you’re working toward something, start a Google doc and outline the proposition. Then invite others to edit and improve it. This will lead to a final agenda or outline or proposal. The problem with email threads with multiple contributors is that nuance is lost and contradictions persist.
The original format: The original document is better than a PDF, and a PDF is better than a screenshot. If you start with a spreadsheet, take a screenshot, put the image in a Powerpoint and then email it to someone as a PDF, you’ve pretty much guaranteed that editing it going forward is going to be a mess. Always include a folder of the underlying documents, properly named.
I’d ask for edits and improvements to this post, but this is the wrong format for that. Feel free to copy and paste and share… you have the conn.