Top 5 benefits of organizing information within your company

06 Dec 2016 5 min read
Written by the XWiki Team

Article updated on July 22, 2019.

We all get frustrated whenever we misplace our belongings and looking for them is a time and energy-consuming effort that could have been avoided simply by being more organized. What happens if they are not personal belongings, what if we would talk about your work emails, presentation files or quarterly reports? The consequences of this lack of organization would be catastrophic not only for you but for the entire company.

How to avoid this type of hardship? The solution might seem obvious, yet often gets overlooked: organizing information.

Its advantages are various and the top 5 most relevant benefits are:

The greatest advantage of organizing information within a company is the efficiency of the resources. An organized professional will spend less time correcting mistakes, searching for information and fixing any clutter. The time saved means more time for doing productive things and more resources for other projects, therefore more money. Apart from the positive impact on time management, organizing information will make it more comfortable for employees to share any information with each other, thus working better as a team.

Tracking progress
Of the company. Progressing is the aim of every business, but how can you measure it? Having a clear overview of the company’s projects, activities and resources helps management while decision-making. Compiling and recording the data of your company’s incomes and expenditures will help timely identify bottlenecks and support the decision to redirect resources and energy to more profitable elements. "Being able to see and track everyone's progress, no matter how big or small, is the main factor in maintaining company transparency and successful resource allocation." says Dotan Egozi, a Senior Product Manager. "Once your company finds a project management software that works for you, tracking progress becomes easy."

Of the projects. Organizing information also makes it easier for every employee to have access to relevant information, to have a  snapshot of all ongoing projects, so the inter-teams communication is more effective and to be on the same page with their teammates.

Better management skills
For any business, organizing information is all about keeping things in proper order such that the path from inquiry to result is clear and time-efficient. Information, in the business’ world, comes from various sources and takes lots of forms: employee records, news, internal meetings minutes or political context. A company’s information portfolio is the key action influencer in any matter concerning the company, so understanding the data and filtering the noise is essential to management.

Daniel Keys Moran said that “You can have data without information, but you cannot have information without data.” and his reference applies undoubtedly to the companies’ need to make rational decisions, through timely and reliable information procured through a logical and well-structured method of collecting, processing and disseminating information. 

Instilling trust
Organizing information establishes a sense of trust and professionalism in the workplace. A well-organized company projects an image of reliability and control. The strategies adopted by rational decision makes with the help of thoroughly disseminated information help winning the trust of employees, clients, and associates effortless.


Reduced stress
A well-organized information culture triggers a more relaxed working environment, as opposed to a cluttered or disorganized office where you are constantly searching for items or through countless threads of emails, attachments, and files. It also allows companies to adapt to modern working models, including remote resources or work from home. 

State-of-the-art tools that enable new ways of working have generated important changes in company management. Traditionally, team members and managers would juggle multiple files, resources, and tasks while struggling to get people on the same page. 


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