How to fix content chaos and gain total control of shared material

There are some things in life that are chaotic and still alright. Your desk is one, your hair another. Your internal Figma boards can be a bonafide jigsaw puzzle that only you and your marketing team can decipher, and it may not be that serious of a problem. But the content you share with customers and partners is another story completely, and content chaos can come with some very real risks. Here’s how to fix that. 

Content chaos typically comes in two forms. Either your teams are using different tools, different drives, or they’re using the same tool but have no control over what is actually in it. You may have a few folders that no one knows what they’re for. Some that everyone know are obsolete and others that, despite the lack of any official designation, contain the versions that should be shared. You have updated material side by side with old variants. You have a ton of guest accesses but no idea of who should actually have access and so on.

You probably recognize some of these situations. And you may know, deep down, that it’s far from an optimal situation. But how can you actually escape this chaos, and gain total control over the content shared internally and externally?

Having more than one tool for sharing content internally and externally, or having marketing use one Drive while sales use another and partner teams a third, is a mistake waiting to happen. Not only will you probably work with duplicated files, which means they need to be updated in different places, but you will also have a siloed organization. Which, in turn, means that the risk is twofold: first, you run the risk of having outdated material floating about, and second of all you risk spending a lot of time that could have been saved. If only you had ONE tool that everyone could use.

OneDrive, Google Drive and Dropbox work decently for internal content sharing – because you only share content within your own domain. But when you are to share content with customers or partners, the problems start to pop up. You know, because Dropbox tends to require the person receiving the material to have a paid account, and the Drives require that guest accesses are managed and upheld and trying to customize what content is available to what customer or partner is borderline impossible. Which means that neither of these tools are great for external use – especially if you want to tailor what content is available to what customer and partner.

So you need to find another tool. One that can allow you to share material internally and externally, tailor what is available to what customer and partner and get a good oversight of who has access to what.

When you start to look at ways to make your content sharing more efficient, someone is bound to tell you that you can just “build it yourself”. Someone on your team probably knows enough about AI tools and prompting to be able to make it happen, which means that it’s an attractive alternative. Why buy what you can build yourself – faster and cheaper than ever before?

It makes sense. It really does. But if you’re going down that route, you need to make sure that you have an organization that can handle the upkeep – that can continuously update your homebuilt content-sharing tool, maintain security and keep everything running smoothly. You also have to calculate how expensive it actually will become, especially as tokens will probably cost more in the future.

In other words, you need to think before you build. And if you realize that your organization is not equipped to handle the upkeep, you’re better off looking at other solutions.

Using AI is a good idea, though, and finding one that can make your content sharing more efficient is a good way of saving time. But not all AIs are as suitable for the task. Which is why we built PAM.

Unlike others, our PAM AI doesn’t hallucinate. She doesn’t invent sources. Instead, she gives customers, partners, and internal teams the answers they need, and the right content to help them out. But only if said customer/partner/team member should have access to that information. Otherwise, she’ll simply say she can’t answer. And the person who controls what PAM should be able to share? That person is you.

And no, we’re not saying you have to use PAM. But if you’re looking to start using AI to take control of your content chaos and make your content sharing more efficient, it can be a pretty good idea.

We know. Your current content chaos may have become status quo, and everyone may be used to it. But there are ways to fix it, and SP_CE can help. With or without PAM. And whether you’re sharing content with customers, partners, end-users or internal teams.

The HOW of it all is easy, and you can read more about it here. But the WHY is more interesting, and all of our customers have a different success story to tell and that depends on where they’re coming from, what problem they’re trying to solve and what processes they had before.

Take Radiobotics, for example. They’re nowadays a part of Medimaps Group, and use SP_CE to “organize and present…information in a really beautiful way”, allowing partners and customers to find everything they need in one place. Here, the biggest difference between then and now is the level of control. But Elyse Sims, Senior Director Global Marketing, explained it much better than we can: