How to manage accurate digital files and content within a company in a hybrid working environment?

02 August 2021

Images, videos and other digital assets are increasingly shaping the way organisations communicate. Digital assets are the lifeblood of business in the digital age, if you are not ready at a moments notice to discover, reuse repurpose and distribute these assets you are missing opportunity.

Digital asset management is experiencing a renaissance as marketing executives are faced with new challenges in managing the growing volume, diversity and speed of content assets.

DAM is not a silo and the interaction of the DAM system with other solutions is eminent. Where does DAM fit in your company, what kind of features are needed and what systems should Your DAM connect to?

Work from anywhere

Work from home, work from the office or a mixture of both... So what's your company's take on the current situation? Hybrid working is often referred to as part of a new world of working and looks to become the norm in the post-Covid world.

The IT systems give our business flexibility and allow us to work from anywhere; the office, home or on the road! In many cases, working remote isn't actually working from home. It's often also working from a summer cottage, coffee shop or coworking space. 

One could work from home a lot more but many clients are best served from the office. However, knowing clients will get the same level of service, irrespective of where You are working, gives a flexibility to work from home when ever needed.

As the economy opens up, organisations are rethinking the idea of office-based work. The lessons learned during lockdown need to be applied as we now work colocated, distributed, synchronous (people working together at the same time) and asynchronous.

Technical impact

COVID-19 taught organisations: "technology is everything". It showed the rest of the organisation not only the value of IT, but that well planned IT investments pay off. Given that working from home with the right technology will be cheaper and more cost-effective than office-based work, organisations will need to assess what their post-Covid office environment needs to look like and create an IT and networking infrastructure to support both. With some workers looking forward to returning to the office and others preferring to stick to remote working, this is the "new normal".

In this new reality, firms will have to overcome the limitations of old workflows and communications and invest in solutions, like DAMs, for managing digital files and content. By taking advantage of on-line DAM-capabilities in the cloud, organisations can ensure their employees can always access their work and deliver to the customer.

Users overwhelmingly prefer to self-serve - but are you equipping them with the tools they need to succeed? If users find outdated or irrelevant content or feel the content user experience challenging or painful these self-service tools need updates.

Chaos is still sadly "business as usual" in many organisations.

All companies work with digital assets (images, videos, documents, presentations), but still a lot of professionals have never heard of Digital Asset Management (DAM) although document sharing is part of their everyday work.

Today organisations are decentralized and create rich content in various locations 24/7. This content is costly to create and has great value to the company.

It’s no secret, a lot of organisations face the fact, that their digital assets are scattered everywhere. From personal file folders and external hard drives to cloud storage systems and the company intranet. This way of working lead to chaos in the organisation, while searching useful approved needed materials from colleagues and drives takes far too much resources.

Digital Asset Management:

Your time is stolen by scattered assets, constant file requests, endless searching . . . and way too much stress. 


This is an inefficient, ineffective and downright impossible way to manage assets. Hours are lost each week endlessly looking for files, or worse, recreating or repurchasing misplaced files. This is both costly and frustrating.

From a business point of view, it also means, that important information may end up being buried or simply lost in the noise, which can impair decision-making, dull response times and high recovery costs. The value of assets is diminished or lost if no one can find it.

This scenario is really just stressful and time-consuming for the individual. We can not emphasise enough, that in a hybrid world, flexibility is a must and collaboration will not work without a managed professional DAM-platform.

DAM is a must in a hybrid world

Wouldn't it be nice, actually it's imperative, in the hybrid world, if instead one could easily upload, search, find, store, share, organize, optimize and distribute content from one single source? Access your brand assets, documents, templates, guidelines and more from a managed repository, user interface or content hub when needed and wherever you are?

With DAM:

Everything is in the right place and people get the content they need at exactly the right time. You get back more time for your favourite things.


The right digital asset management system removes these obstacles and helps you focus on what matters most by giving you tools to easily upload, organize and share assets.

Digital Asset Management, DAM, (also referred to as MediaBank) in the core sense, refers to a system or platform providing one single source of truth for organisations digital assets via a browser based content hub. DAM is actually quite a handy solution when it comes to solving and even turbocharging your workflow problems.

Learn more about DAMs at the DAM Helsinki 2021 Event:

By placing all of your important assets in a DAMs centralized archive users know where to quickly and visually search and find approved content for immediate use no matter where in the world they are.

Teams (creatives and marketers) get the ability to work individually on assignments without losing the view of what the rest of the team is up to just by checking their DAMs assets and enabling them to share content.

With DAM assets gets easily accessible from anywhere

You do not necessary need to always log in to a software every time you need an image or a file. You might want to access all images directly from the PowerPoint app instead of opening a folder to search or scroll through. You can connect your digital assets to Microsoft Office and Adobe Creative Suite applications or PIM, CMS, Sharepoint, Salesforce, Wordpress etc. As a DAM connects with everything through integrations, you don’t even need know that you have an actual DAM platform serving your file management. 

You can edit, save, post and share all your content from your DAM or other integrated applications without ever downloading a single file on your laptop. With a modern DAM you can reduce constant exporting, importing, downloading, uploading, rendering etc. This reduces headaches, and also increase security, free up space and help everyone work remotely. 

Read from our blog: How to choose the right DAM-service for Your MediaBank and add real value to Your business?

Take your workflows and DAM-platform to the next level with Communication Pro. Learn more from:

Author Rolf Koppatz

Rolf is the CEO and consultant at Communication Pro with long experience in DAMs, Managing Visual Files, Marketing Portals, Content Hubs and Computer Vision.

Contact me at  LinkedIn.