We are a small team, and we wear multiple hats. Other internal projects tend to take priority over cleaning up our library. Any suggestions on how to do this with little to no bandwidth?
I completely understand! Content cleanup can seem daunting when you have limited time. I would start with RFPIO's Insights Report. There, you'll be able to see what content hasn't been used in a project. With those results, I would filter it by date. If something hasn't been used in years, that's an easy pair to delete.
Next, I would take a peek at the duplicate report. This can be time consuming, but I would recommend for setting a timer for twenty minutes once a week. You really can accomplish a ton of cleanup in a 20 minute, uninterrupted span.
Another option is "divide and conquer". These two primary suggestions can be done more effectively with several people committing to a chunk of results. It's easy to assign out by tags, collections, or users.
Still feeling totally overwhelmed? RFPIO does have Professional Services available that can assist with Content Cleanup requests. Your CSM and AM would be happy to engage further on this topic.
Yep, this is always a concern. I agree with the idea of using the report to see what answers are used most and then focus on those first. The divide and conquer is another solution - as you know, sometimes (rarely, but it does happen), there may be a time where one of the proposal managers has downtime before that next big RFP drops. I have created a short list of "to-do's" that my team members can work on when they have this downtime or just need a break from working on an RFP response. One of the items is "content cleanup." It can be a pain but it's even more painful the longer we let them go unreviewed.
