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You need to manage engineering documents on the go. How can you use mobile tools to do it effectively?

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As an engineering manager, you need to access, review, and approve engineering documents on the go. Whether you are working remotely, traveling, or visiting a project site, you can't afford to miss deadlines, lose data, or compromise quality. How can you use mobile tools to manage engineering documents effectively? Here are some tips and best practices to help you.

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Syed Fadzil Syed Mohamed

Fellow of The Institution of Engineers, Malaysia (FIEM)
Ts. Mohd Hamidie Hassan

Master Science in facilities management with mechanical engineering and 14 years experience in Facilities Management
Timofey Samarin

Cloud Architect, Azure Leader, Engineering Manager at EPAM | Azure (8x), GCP, Linux, Python, ITIL 4, PRINCE2 Certified…

1 Choose a cloud-based document management system

A cloud-based document management system (DMS) allows you to store, share, and sync engineering documents across different devices and platforms. You can access your documents anytime, anywhere, and collaborate with your team in real-time. A cloud-based DMS also provides security, backup, and version control features to protect your data and ensure consistency. Look for a DMS that supports the formats and standards you need, such as CAD, PDF, or ISO.

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Syed Fadzil Syed Mohamed

Fellow of The Institution of Engineers, Malaysia (FIEM)
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As a mobile mechanical engineer, handling documentation on the fly is critical. I recently begun using cloud-based mobile apps to view and collaborate on engineering drawings and requirements in real time. Whether I'm evaluating technical drawings on-site or approving change orders in the field, these technologies allow me to work efficiently no matter where I am. Adopting standardised norms for organising and labelling documents has also increased efficiency. The software now allows team members to edit files simultaneously, breaking down old workflow bottlenecks. While honing these mobile habits, I've noticed fewer delays, faster turnarounds, and fewer clerical errors.

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Ts. Mohd Hamidie Hassan

Master Science in facilities management with mechanical engineering and 14 years experience in Facilities Management
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Choose an appropriate cloud system. Sometimes free version has negative consequences in terms of stability and security. Ensure that access is correctly handled to prevent needless data leaks.

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2 Use a mobile app for viewing and editing documents

A mobile app for viewing and editing documents can help you review and approve engineering documents on the go. You can use your smartphone or tablet to open, zoom, rotate, annotate, sign, and export documents. You can also use voice commands, gestures, or stylus to interact with your documents. A mobile app can also integrate with your cloud-based DMS and other tools, such as email, calendar, or chat. Look for a mobile app that has a user-friendly interface, offline mode, and high performance.

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3 Optimize your documents for mobile devices

Optimizing your documents for mobile devices can improve your productivity and user experience. You can optimize your documents by reducing their file size, resolution, and complexity. You can also use vector graphics, fonts, and colors that are compatible with different screens and devices. You can also use mobile-friendly formats, such as PDF or HTML, that are easy to open and view. Optimizing your documents can also save your bandwidth, battery, and storage space.

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4 Follow best practices for document management

Adhering to best practices for document management can help maintain quality, compliance, and efficiency. This includes naming documents clearly and consistently, organizing them in folders and subfolders, assigning roles and permissions to team members, updating and tracking changes to documents, archiving and deleting obsolete documents, and following the standards and regulations of your industry and clients.

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5 Train your team on using mobile tools

Training your team on using mobile tools can help you ensure smooth communication and collaboration. You can provide them with the necessary devices, apps, and accounts, and teach them how to use the features and functions of the mobile tools. Additionally, it is important to create guidelines and policies for mobile document management, as well as regularly test and troubleshoot the mobile tools. Finally, it is beneficial to solicit feedback and suggestions from your team.

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6 Evaluate and improve your mobile document management

Evaluating and improving your mobile document management is a great way to measure your performance and identify areas for improvement. Setting goals and metrics, collecting and analyzing data, comparing and benchmarking with best practices, implementing changes and enhancements, and periodically reviewing and revising are all important steps in this process. Doing so will help you ensure that your mobile document management is up to date with industry standards.

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Nitish A.

Empowering Startups with AI & Cloud Technologies | AWS Certified Pro | Principal @ GD
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Evaluating and enhancing mobile document management hinges on tracking key usage metrics, tailored to specific tasks. Drawing from my experience in the telecommunications sector, two vital areas stand out: - Real-Time Data Monitoring: Evaluate the efficiency of field technicians in accessing and updating network documents. Focus on measuring how quickly they respond and how often they update, to find gaps in access speed and data synchronization. - Customer Service Analysis: Observe the precision and pace at which customer service records are updated. Incorporate feedback from both technicians and customers to identify potential enhancements, like improving the user interface or expediting data processing.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Timofey Samarin

Cloud Architect, Azure Leader, Engineering Manager at EPAM | Azure (8x), GCP, Linux, Python, ITIL 4, PRINCE2 Certified | 17 Years in Digital
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Any cloud text editor that has a mobile app should do the trick. Examples are Google Docs and Microsoft 365. Although I would prefer to work with large documents on a big screen.

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You need to manage engineering documents on the go. How can you use mobile tools to do it effectively?

1

2

3

4

5

6

7

1 Choose a cloud-based document management system

2 Use a mobile app for viewing and editing documents

3 Optimize your documents for mobile devices

4 Follow best practices for document management

5 Train your team on using mobile tools

6 Evaluate and improve your mobile document management

7 Here’s what else to consider

Engineering Management

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You need to manage engineering documents on the go. How can you use mobile tools to do it effectively?

1

2

3

4

5

6

7

1 Choose a cloud-based document management system

2 Use a mobile app for viewing and editing documents

3 Optimize your documents for mobile devices

4 Follow best practices for document management

5 Train your team on using mobile tools

6 Evaluate and improve your mobile document management

7 Here’s what else to consider

Engineering Management

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