When you work in a position of power at a university, there is a lot of pressure on you to manage your team efficiently, and still produce your own work to a high standard. There may be a number of tasks that are expected of you on a daily basis, and some can be more time consuming than others. To maximise your efficiency, as well as that of the rest of you team, you may find a Digital Asset Management system to be of use to you – read on to find out why…
Newsletters and Communications
Part of your role in management may involve sending newsletters and communications to both students and other staff. For you, and others who aid you in this, to make the most of the items included, you need to be able to find images and other documents quickly. This is not always helpful, particularly if you have a backlog of data on your computer.
In the past, you may have simply cleared your drive of old stock, to help you to find the needed and recent items, however this can be incredibly time consuming. Instead, being able to search for your digital assets by keyword, much like you would on a regular search engine, can cut down on this time, allowing you to instead focus more on ensuring the content and placement are up to standard.
Being able to share files among your team is vital, especially when you need to work together on any given project. You may also need access to images and other assets that a member of your team holds, which may be difficult if they are on vacation or absent due to sickness, or you do not have their login credentials. By having these items on a platform which allows all members of the team to view, edit, and download images and other assets at any given time, you can minimise the impact of staff absence, and still ensure that the work is carried out.
Keeping items private within your team, particularly if it concerns a project or information that has yet to be released to all the staff or student body, can be incredibly important. Some files may be accessible by all; however, others may only have certain individuals who are permitted to view or edit them. A DAM system allows you to alter the privacy settings for each individual asset, so you can choose how confidential they need to be. From this, only those users who have permission will be able to view the files, and they will not appear in the search results for any who lack that authority.
Working in a management role comes with a lot of responsibility and pressure. You need to make sure you manage your time and your team effectively, utilising each individual’s strengths and helping them to improve areas of weakness. By finding a more efficient way of storing, using, and sharing your digital assets, you can expedite the process of creating content, and help take some of the pressure off of yourself and your team.