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4 Media File Management Tips For Small Businesses

4 Media File Management Tips For Small Businesses

Every business requires some space for data storage, irrespective of the volume or size of the firm. Particularly, when you’re talking about media files, this storage has to be bulk. To make your workload easier, there are some image management software tools that help with organizing files in an easy and straightforward manner.

Not only organizing, but the sharing of media files with consideration for other team members and colleagues is also vital. Image managing tools like Daminion help to organize business tasks efficiently as access to digital assets is provided to multiple users within the organization. Let’s go through the ways that media assets can easily be organized.

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1. Save Media Files into Folders

Create as few folders as you can and try to name them appropriately. Put the relevant files into each folder so that they can be found easily whenever required. Name your folders according to the project name or save files with functions and operations rather than saving them according to date.

For example: if you are working on a website design and you have to store bulk logos, icons, and content files, then make different folders and name them “Logos,” “Icons,” and “Content” and then save files in their respective folders.

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2. Delete Old Files and Organize Data Regularly

Sometimes, you will have files that become obsolete. These media files contain images or presentations that are no longer of any use. Don’t forget to delete these files. Also, make a folder and name it ‘”Archive” to save files that are not required for now, but are still important. The image that you can’t find is as useless as the one that is completely lost. Thus, you need to classify your image library. Daminion, one of the best available image management softwares, has about 50 standard tags for this task, including title, description, keywords, categories, places, people, copyrights, projects, camera info, etc. You can also create custom user-defined tags.

3. Take Immediate Action on Files

When you come across a file that you created weeks or months before, just have a look, analyze the data, and take appropriate action immediately. This doesn’t mean that you should delete all your old files without giving them a second thought. Instead, decide whether the media file or elements stored in the file are required or not.

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It may also happen that you require only certain data from the file. So, try to analyze your files thoroughly and delete media components that are no longer required while keeping anything that is important to you or your project.

In some cases, there are files that might be of no use to you but are important to other team members. In such cases, media management tools prove to be helpful as they allow realtime data sharing with colleagues.

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4. Consolidate Files

Sometimes, consolidating two files into one helps to organize media elements and store data in a clean manner. For example, content from multiple files can be stored in a single data file and visual designs and media elements from two or more files can be stored in one graphic file.

Remember, file consolidation is not always possible. For example, code files cannot be consolidated as this can create confusion. If done incorrectly, it might affect the whole project and the performance of the team as well.

Also, instead of selecting the auto-organize feature to arrange all your media files on your desktop, organize files manually. Nobody else knows your requirements better than you, not even the smartest of devices. Organizing your files yourself will help you locate files efficiently whenever you need them the most.

Image editing tools are also worth exploring for small businesses. Such tools can greatly help small scale firms and professional designers and photographers as the programs offer comprehensive packages of features required in the photography industry. Daminion has a free standalone version that can help users get familiar with the functional features of the app. Daminion Server, the paid version of the image management tool, allows multiple users to work on the same image library using reliable network settings.

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Abhay Jeet Mishra

Writer at Lifehack & Enterested.com

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Last Updated on September 25, 2019

7 Best Project Management Apps to Boost Productivity

7 Best Project Management Apps to Boost Productivity

Project management doesn’t need to be a complicated thing, not if you have apps that make things a whole lot simpler. When you have project management apps, you can take care of your team, tasks and deadlines, without even being in the office. You don’t even have to spend a lot of money to get most of the apps you might need.

Here are the 7 best project management apps to super boost your team’s productivity:

1. Basecamp

    It’s probably the most well-known project management app out there. It allows you to organize projects that act as a central location for everything and contains such things as to-do lists, notes, events, files, and much more.

    It is user-friendly, and has a free 30-day trial period. After that, the plan is $99 per month.

    Find out more about Basecamp here.

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    2. Asana

      If you are looking for something that is not difficult to use, check out Asana. This is a great task management app that can be used for managing projects as well.

      In a nutshell, Asana helps you create and share task lists with your team. The app is simple but smart enough and has got a lot of integrations. Teams with up to 15 members can use Asana for free. Teams with 15 members and up can choose plans that range from $10.99 per month.

      Find out more about Asana here.

      3. Casual

        This is a unique app that offers a different way of doing things. On Casual, you plan your tasks just by drawing them as a flowchart. The neat thing is that Casual helps you visualize and track dependencies between tasks.

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        This app is incredibly intuitive and works great for personal projects, as well as for organizing projects for small teams. You can try it for free, and if you don’t like it, there is no obligation to pay for anything.

        Find out more about Casual here.

        4. Trello

          This app is incredibly user-friendly, and is based on Kanban boards. It actually works like a virtual whiteboard with post-it-notes.

          Trello is great for organizing your to-do lists, ideas, and is very easy to use. You can create several boards to use for various projects, and it’s free of cost. Trello is available to iOS and Android users as well.

          Find out more about Trello here.

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          5. OmniPlan

            This is an awesome app for iPhone and iPad users. If you love Gantt charts, this is definitely an app that you can get a lot out of.

            You start out by creating a simple project outline. Then you can use the app to help you through every step of the project until its completion.

            A standard plan for iOS costs just $99.99, and the pro plan is only $199.99.

            Find out more about OmniPlan here.

            6. Podio

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              This is a great app for medium and large-sized teams working on projects. The special point about Podio is that there are additional features such as CRM and social intranet.

              There are four different packages: Free, which is free for up to five employees and five external users; Basic, which is $9 per month per employee; Plus, which is $14 per month per employee, and Premium, which is $24 per month per employee.

              Find out more about Podio here.

              7. Microsoft Project

                This is one of the most commonly-used project management apps. However, it is also one of the most difficult apps to use. It does have a lot of features that are popular with project managers, which is why we have chosen to include in on this list. You can customize reports, track burn rates, and stay on track until projects are complete.

                The basic plan starts with $7 per month, which allows you project team members to collaborate in the cloud, via web browser or mobile.

                Find out more about Microsoft Project here.

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                Featured photo credit: Annie Spratt via unsplash.com

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