Did you know that employees spend about 2.5 hours per day, about 30% of their workday, searching for information? This translates to approximately 12.5 hours per week. Read more here. Part of this is caused by the disorganization of digital stamps, which always delays document approvals, contracts, and certification processes.
In this blog, we’ll show you how to avoid this kind of disorganization. By setting up a simple and effective system for organizing your digital stamp. You’ll be able to save more time, reduce stress, and keep your work going smoothly. Keeping your digital stamps organized can help you manage a team, approve documents, or handle different client projects.
Organizing digital stamps can be quite different, you just need a clear system. Without one, you’ll waste time quickly, usually when you work with multiple clients or projects.
Here’s a step-by-step guide to get a digital stamp sorted in a way that makes sense, keeps you efficient, and saves you more time.
Let’s say you’re working on different projects for various clients. You would definitely want to create folders by project. This is one of the easiest ways to organize your digital stamps. Each project should have its own folder, and within that folder, you can create subfolders for various stages of the project (e.g., drafts, final stamps, client approvals).
For example:
Folder name: Acme Corp. Website Redesign
When you organize stamps using this method, you can instantly locate the one you need without scrolling through endless files or trying to remember what you named a particular stamp three months ago.
If you’re working with recurring clients, you should opt for organizing your digital stamps by clients.
To do this, simply create a main folder for each client and then, as you work on projects for them, add subfolders.
For instance:
Folder: XYZ Corp
This system is very useful if some clients tend to request the same type of stamp repeatedly. Instead of making a new stamp every time, you can quickly find and reuse an old one.
Maybe you don’t work on multiple projects or for many clients, but instead, you use digital stamps for multiple purposes. Then do this instead. Sort by purpose. This method involves creating folders for different stamp types, like “Approval,” “Certified,” “Draft,” or whatever purpose you’re working on.
For example:
If you usually use the same types of stamps for different projects or documents – then this system should make it easy to find exactly the stamp you need, fast.
Now that you know how to organize your digital company stamps, let’s talk about where to organize them. Well, you don’t need fancy software to keep things tidy – basic tools that you’re already familiar with can do the job just fine.
Google Drive is one of the easiest ways to store and organize your digital stamp online. It’s accessible from anywhere, so when you’re at your desk or working from your phone, you can quickly find and apply the stamps you need.
Create folders and subfolders in Google Drive the same way you would on your desktop. For example:
Client XYZ → Document Approvals → 2023 Approval Stamps
One advantage of using Google Drive is that you can tag files with keywords or add descriptions to make searching even faster. You can also easily share stamps with clients or team members by simply sending them a link to the folder.
Both Mac or Windows PC users should already have a file explorer tool built into your operating system. It’s a simple and effective way to organize your digital stamp locally. Create a folder structure like the ones we’ve discussed earlier and save your stamps accordingly.
For example:
Clients → Client ABC → Design Stamps
Make sure you use clear and descriptive file names. Instead of naming a file “Stamp1.png,” call it something like “ClientABC_DesignApproval_July2023.png.” It’ll make things much easier when you’re searching for that file a few months later.
Read more: Why Choosing to Generate Stamps Online Is More Efficient Than Traditional Methods
Once you’ve organized your digital stamp, you’ll probably need to share them with maybe a client, colleagues, or your team. Sharing can be done in a few simple ways. And they each have their own benefits.
If you’ve got multiple stamps to send over, compressing them into a zip file will help you keep everything organized. It’s an easy and great way to make sure nothing gets lost in transit, and you can also password-protect the zip file for more security. How can you go about it?
Create a zip file labeled something like “ClientABC_DesignStamps.zip” and send it off to whoever is appropriate. Easy!
Since Google Drive is already one of the best places to organize your stamps, it’s also one of the easiest places to share them. All you need to do is select the folder or individual stamps and click “Share.” You can control who has access to view, comment, or edit the files. That means you have full control over how your company stamps are used.
For one-off stamps, email is simply the best option. Just attach the stamp to the email and give the subject line a clear title, like “ABC Corp. Approval Stamp – September 2024.” This way, the recipient knows exactly what they’re receiving.
Last but not the least. If you need to send something quickly, use WhatsApp to share your digital stamp directly from your phone. Just select the stamp file from your gallery or documents and send it as a document. Quick, simple, and effective for fast and easy communication.
At this point, you might be thinking, “Okay, but why should I bother with all this organization?” Let me break it down.
A well-organized stamp library saves you hours of frustrating file searches. Instead of digging through old emails or folders, you’ll know exactly where everything is. Time saved = money saved.
You might work with teams or clients that require document approval. Finding a way to quickly access your digital stamp means faster approvals. No delays because you can’t find the right stamp. Instead, you can move projects forward with ease.
If you tag your stamps with keywords or descriptions, you can find them even faster. This is helpful if you have a large library of stamps. Use the search functions on your computer or Google Drive to bring up exactly what you need in seconds.
Designers, document Managers, and business owners should know that an organized stamp library is a productivity booster. Organization saves your team time and money, keeps your documents consistent, and your workflow smooth.
Read More:
Create a separate folder for each client. Within those, add subfolders based on specific projects or tasks, like “Design Approvals” or “Contracts.”
Yes, Google Drive is a great place to store your digital stamps. You can create folders, add tags, and share files easily with your team or clients.
Use clear file names and tag your files with keywords. Tools like Google Drive or your computer’s search function can help you find stamps in seconds.
You can share digital company stamps through email, Google Drive, or even by creating a zip file if you have multiple stamps to send.
Organizing digital stamps saves time, reduces stress, and speeds up document approvals. It helps you keep track of important files and ensures smoother workflows.
