Efficiency and Business Document Management
I’ve been consulting startups for over 12 years, and I founded my own company in Switzerland. Some of my clients have raised over $120 million, while others went into Y Combinator and 500 Global. When it comes to business document management, it is a must for me in my line of business. I need to talk to clients, work with companies, maintain confidentiality, and store my own company’s documents securely. Here’s a rundown of my five favorite business document management tools.
Business Documents
Business Formation Documents
Typical business formation documents are essential when you start a business. These include the commercial registry, tax ID, and other region-specific documents. They are closely tied to legal documents, which need to be stored for tax purposes and future reference. These documents also include market research, business plans, and investor presentations. However, market research is typically only useful for a year or two before becoming outdated.
Legal Documents & Invoices
Legal documents include agreements with clients, customers, and purchase orders. These must be stored for a long time, especially for tax purposes. Invoices are also critical business documents that need to be kept for future reference, particularly for taxes.
Strategic Documents
Strategic documents outline new strategies for your business, such as plans to reach one million users. These can be handwritten notes or digital documents that inspire future actions. They are essential for long-term planning and should be stored securely.
The 5 Business Document Management Tools
1. Drives: The Whole Business Document Management Package
Google Drive
Google Drive is my number one preference and the tool I use most frequently. It includes Google Docs, Google Sheets, and Google Slides. These tools are user-friendly and meet the needs of the average CEO. Google Drive offers excellent online access, speed, and security. While not perfect, it provides an 8.5 out of 10 in terms of confidentiality.
Microsoft OneDrive
Microsoft OneDrive offers a comprehensive suite of tools, including Microsoft Word, Excel, and PowerPoint. It integrates well with other Microsoft services like Azure and Copilot. However, it lacks a free version, unlike Google Drive.
Apple’s iCloud
Apple’s iCloud provides tools like Keynote, Pages, and Numbers. While these are good, they are not as advanced as Microsoft’s or Google’s tools. Apple’s iCloud is also constrained to Apple devices, limiting flexibility.
Adobe Cloud
Adobe Cloud is great for storing documents and signing NDAs with its PDF tools. However, it doesn’t offer as many document-creation tools as Google and Microsoft.
2. Dropbox – Storage
Dropbox is a reliable storage option. Despite the many alternatives, Dropbox offers competitive storage pricing and has a long history of secure document storage. It’s a good backup option for documents stored on Google Drive, Microsoft OneDrive, or Apple’s Cloud.
3. DocuSign – NDA Documents & Business Management
DocuSign is essential for signing agreements. It simplifies the process of signing NDAs and contracts by allowing users to sign documents online. This eliminates the hassle of printing, signing, scanning, and sending documents.
4. OnlyOffice – Free Alternative
OnlyOffice is a free alternative to Microsoft Office and Google Suite. It offers similar tools for document creation and storage. It’s a good option for those who prefer not to use corporate tools from Google, Microsoft, or Apple.
5. Xero – Accounting
Xero is my preferred tool for accounting. While Google Sheets and Microsoft Excel are good, Xero is specifically designed for financial modeling and accounting. It makes the process easier and more efficient.
Verdict
If you want my number one preference for business document management, it is Google Drive. It offers speed, online access, and ease of use. While Microsoft OneDrive is also a strong contender, Google Drive is more reliable in my experience. Additionally, Google Gemini, their AI tool, is catching up with ChatGPT, Bing, and Claude, making it an attractive option in the long run. I recommend trying out Google Drive, but all the tools mentioned will serve the purpose, so choose the one that best suits your needs.
We’ve helped companies create amazing business documents, here are some.