The document summarizes the results of a survey of hundreds of employees about how they collaborate on documents. It finds that the majority communicate updates through email links or attachments. Most store documents in cloud storage or internal servers. Using project management software helps address common challenges like tracking changes and finding files. The document provides details on collaboration methods, document storage, challenges faced, and effectiveness of project management software for different industries and company sizes.

1. Software Advice IndustryView:
PM Software & Document Collaboration
Trends and best practices from the industry

2. In 2015, we surveyed hundreds of employees from a variety of industries to
determine how they were collaborating on documents. We wanted to determine
how using project management (PM) software impacted document collaboration.
Specifically, we wanted to know:
• How does using PM software affect communication when collaborating on files?
• How do employees typically store shared documents?
• What are the biggest challenges employees face with respect to document
collaboration, and how effective is PM software at addressing these challenges?
Abstract

3. Forty-seven percent of employees communicate file updates through email with
links, while another 35 percent use email with attachments.
Top Methods for Communicating About File Updates
N = 377
Email w/links47%
Email w/attachments35%
PM software
notifications
10%
In person (w/hard
copy)
4%
Other2%
Text messaging2%

4. Fifty-four percent of PM software users use their PM software to communicate file
updates.
PM Software Users’ Top Ways to Communicate File Updates
N = 68
PM notifications54%
Email w/links24%
Email w/attachments15%
Other2%
6% In person (w/hard
copy)

5. Fifty-two percent of non-PM software users communicate file updates through
email with links.
Non-PM Software Users’ Top Ways to Communicate File Updates
Email w/links52%
Email w/attachments40%
In person (w/hard
copy)
4%
Other2%
Text messages2%
N = 309

6. Forty percent of employees store files they collaborate on in the cloud, while
another 40 percent store those files on internal servers.
Top Locations for Shared Document Storage
N = 376
Cloud storage40%
Internal server40%
PM software9%
Local hard drive7%
Other1%
Paper copies4%

7. Seventy-eight percent of PM software users indicate that their PM software
integrates with their file storage system.
PM Software Integration With Document Storage
Integrates78%
Doesn’t integrate12%
Not sure10%
N = 68

8. Nineteen percent, more than any other percentage of employees, choose “finding
files easily” as their top consideration for effective file storage.
Top Considerations for Effective Document Collaboration
N = 377
Finding files easily19%
Real-time editing16%
Tracking changes16%
Version control15%
Communicating11%
Security10%
Sharing large files8%
Mobile accessibility5%

9. Employees encounter difficulty tracking changes to documents an average of 23
percent of the time.
Percent of Time Employees Encounter Top Challenges
Tracking changes
Finding files
Sharing large files
Version confusion
Communication
Lack of security
0% 10% 20% 30%
13%
14%
16%
20%
20%
23%
N = 368
N = 372
N = 374
N = 365
N = 346
N = 366

10. On average, PM software users encounter difficulty tracking changes and finding
files slightly less frequently than those not using PM software.
By User Type: Percent of Time of Top Challenges Encountered
Difficulty tracking changes
Difficulty finding files
0% 10% 20% 30%
19%
20%
20%
23%
N = 309 N = 68
PM software
users
Non-PM
software users

11. A combined 85 percent of employees characterize their companies as being
“somewhat” to “extremely” effective at document collaboration.
Company Effectiveness at Document Collaboration
Extremely effective23%
Somewhat effective62%
Somewhat ineffective12%
Extremely ineffective3%
N = 376

12. Forty percent of PM software users rate their companies’ effectiveness at
document collaboration as “extremely” effective.
By User Type: Company Effectiveness in Document Collaboration
PM
Software
Users
Extremely effective40%
Somewhat effective60%
N = 262N = 59
Non-PM
Software
Users
Extremely effective24%
Somewhat effective76%

13. Sixty percent of PM software users found task-tracking in their PM software a “very
effective” method for addressing difficulty tracking changes.
Effectiveness of Task Tracking at Addressing Top Challenges
Finding
Files
Very effective58%
Moderately effective35%
Minimally effective6%
Not at all effective2%
N = 66N = 67
Tracking
Changes
Very effective60%
Moderately effective31%
Minimally effective7%
Not at all effective2%

14. Twenty-one percent of respondents classify their industry as “business services,”
which includes IT, software, consulting and consumer services.
Respondents by Industry
N = 377
Business services21%
Financial services/
insurance9%
Customer service9%
Health care/medicine9%
Construction/engineering6%
Marketing/advertising6%
Government5%
Manufacturing5%
Property management2%
Other19%
Nonprofit/education8%

15. When considering revenue, 53 percent of respondents are classified as small
businesses.
Respondent Business Size by Revenue
N = 377
Small (< $50M)53%
Midsize ($50-$100M)9%
Large (> $100M)19%
Not sure19%

16. When considering number of employees, 46 percent of respondents are classified
as midsize businesses, while 33 percent are small businesses.
Respondent Business Size by Number of Employees
N = 377
Small (< 51)33%
Midsize (51-1,000)46%
Large (> 1,000)18%
Not sure3%

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