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lord of the files: the solvable practice creating uncertainty in the workforce.

Picture of Derek MacDonald

file governance, maintenance, and version control.

You got the meeting.

 

Now, you and your team need to build a pitch deck.

To start, you’ll have to collect a few things to successfully assemble the presentation; things like the new executive summary slide approved by the brand team, the updated solution info from the product team, and maybe that recent case study that compliance signed-off on.

 

working files and collaboration.

Collaboration is at the heart of any successful b2b organization. Shared workspaces allow marketing, enablement, and sales teams to work together seamlessly.

These collaborative spaces are where ideas are brainstormed, project briefs are updated, drafts are created, and feedback is incorporated. That’s why it’s essential to delineate between where these working versions live and where the final, client-facing files are stored. File version control, and the systems used to enforce it, directly contribute to revenue growth. 

Seems a bit drastic, doesn’t it? 

Well, in their day-to-day use of the tech stack, marketing, enablement, and sales teams in b2b organizations need to be able to navigate, collaborate, and share resources fast and reliably. Their ability to perform effectively starts and ends with access to the most accurate resources. 

This underscores the need to maintain consistency, accuracy, and efficiency in the ways resources are accessed, worked on, stored, and shared.

So, file version control is critical.

 

file food shopping.

For argument’s sake, let’s say your company is really on their game and everything you need to build your pitch deck is easily accessible in one, reliable content repository.

To make the case for the importance of version control, we’re going to compare your company’s content repository to a grocery store full of items. 

Now, for this metaphor to land, we need to spotlight a key bit of context: 

  • Within your organization, there are teams who solve for other, internal employees in the way that their peers solve for external customers.

  • In a file repository full of resources for internal employees, some teams are patrons “shopping” for supplies and others are “staffing” the storefront — both work for your organization.

  • Some resources in the “store” are for internal, company-use only. 

  • Other resources in the “store” are designed to be used externally with clients.

 

aisles, files, tiles.

In this grocery store metaphor, where your team is on a mission to get the necessary ingredients for their pitch deck:

The store’s aisles represent a repository or knowledge base.

Shelves in a given aisle, following the same logic, would illustrate the role of folders containing files in a content repository.

Individual items stocked on the shelves portray the singular tiles that can be selected within a file folder of the repository.

Using the search bar for the repository instead of going into the store is curbside-pickup.

 

access, maintenance, governance for final, client-facing files.

access.
With our File Food Shopping example in mind, this is why it is so important to separate working files from final versions in different locations. Once a file has been finalized, it should be moved to a separate, designated repository. If there is an announcement or communication about the newly created asset, be sure to provide a link to the file from the final, client-ready repository.

aisles: all teams can walk the aisles — as “patrons”.

files: some teams can arrange the shelves — as “staff”.

tiles: only select teams approve a change to inventory.

This final file repository should be restricted to view-only permissions for most users, ensuring that the final version remains unaltered and consistent across the organization.

Only a select group of administrators, tasked with governance and maintenance, should have edit access to this repository. 

 

maintenance.

Primarily, the benefit of version-controlled files is the consistency they bring. This level of consistency ensures that all team members are on the same page, reducing the risk of miscommunication and errors. Restricted access to final files is crucial for creating confidence that all client-facing materials are:

  • verified by subject matter experts.

  • brand-approved.

  • compliant with company standards.

  • safeguarded against accidental or unauthorized changes.

This system is built for the easy sharing of files by providing access to one, live link. 

Replacing, rather than deleting, a version of a file when updating the content means the same, existing link will work — there is no need to re-share a new file. Any edits made to the source file will be reflected in real-time, ensuring that all users have access to the latest version. 

With a designated repository for final files, there should only ever be one version of a file in circulation at any time.

This dynamic way of maintaining version control is particularly beneficial in fast-paced environments where information can change rapidly.

You know… like a sales, marketing, or enablement environment at a b2b company.

 

governance.

Maintaining a system of governance like this relies on an assigned team, which audits and updates the repository as needed.

By controlling access and maintaining a single, live version of each file, organizations can significantly enhance the accessibility and reliability of information provided to their workforce. Sales professionals, reps, and account managers can confidently use what they find on the shelves of your intranet, knowing they are working with the most up-to-date and accurate information.

Reliability is essential for building trust with clients and prospects. Reducing time spent searching for the correct version of a file and the risk of using outdated materials, teams are better equipped to focus on their core tasks. This is, ultimately, the goal of file version control and governance — driving productivity and effectiveness.

When sales teams have reliable access to accurate and up-to-date materials, they can engage prospects more confidently and close deals more efficiently.

 

the foundation: easy access and controlled edits.

File version control is not just a technical necessity; it's a foundational element that supports the success of marketing, enablement, and sales teams in a b2b organization. 

By implementing strict governance, maintaining restricted access to final files, and ensuring that all team members have access to the latest versions, companies create a reliable and efficient user experience for their teams.

This, in turn, drives revenue growth.

You and your team found all you needed for that pitch deck, yeah?

onward.

-dm