3 Simple Steps to Eliminate File-Sharing Problems

Email as a document-sharing method can cause a lot of problems. People end up wasting time trying to find the right email, and risk not sending it to everyone who should contribute, says Seiwald. Email also can't accommodate large file sizes, which means that businesses might share large files in one place and small files in another, creating potential content chaos.

"Use email for conversations about a document," . "But don't use it as a document management option."

Be warned, if you try to implement a new file management system, your staff might find a way to work around it. The Harris Interactive study found that 92 percent of employees use email even when there is another file management system in place. Choose a method that's flexible enough to let employees work the way they want to.

"Web-based file-sharing systems, such as Dropbox, make it easy to share files by emailing a link," but the downside is that the document exists outside the company's firewall, making it vulnerable to hackers.

• Organize by file types.
• One place for all.
• Create folders in My Documents.
• Nest folders within folders.
• Follow the file naming conventions.
• Be specific.
• File as you go.
• Order your files for your convenience.