Minimise Human Error

No matter how much you train your staff, the possibility of human error remains. Sending an email to the wrong person, for example, can be not only embarrassing but also a detrimental mistake. Take precautions, such as:

Having shared contacts groups for employees to reduce the possibility of staff entering the wrong email address into the ‘To’ section.

Having a staff email list containing all employees in a group that only members have access to. Staff can send emails or event invitations to the whole team without accidentally including a client or stakeholder who’s next to an employee alphabetically, or who has the same surname.

Restricting access and editing ability to files to ensure that staff can’t accidentally or absentmindedly amend an important document.

Limiting access to Windows files for certain users, and locking Excel documents with passwords to stop others from viewing the information. This is particularly important if you have documents on a shared system that the entire office can access.

Having locks or editing restrictions as a default denies access to the majority of your staff. You can always remove the restrictions if a particular team is working late or requests to see the information: the restrictions just mean that you have some control over who can see what.