Share your organized library with them through a reference manager, then walk them through your folder structure and tagging system in a brief onboarding call.
Export and Share Your Library
Most reference managers allow you to export collections as shareable files or provide cloud-based sharing links. Export your library in a universal format like BibTeX or RIS if your collaborator uses different software, or share a folder directly if you're both on the same platform. Include any custom tags, notes, or organizational schemes you've developed — these contextual layers often matter more than the raw paper list.
Provide a Navigation Guide
Create a simple document explaining how you've organized the library: which folders correspond to which themes, what your tagging conventions mean, and where to find key papers. If you've annotated papers or written summaries, point out where those live. This 15-minute investment saves hours of confusion later.
Schedule a Live Walkthrough
Set up a 30-minute screen-sharing session to demonstrate how you search within the library, filter by tags, and navigate between related papers. Show them your workflow for adding new papers and where you track reading progress. This live demo clarifies questions that written guides miss.
Establish Shared Conventions
Agree on naming conventions for new folders, tagging standards, and how you'll flag papers for each other's attention. Decide whether you'll both add papers freely or designate one person as the primary curator. Clear expectations prevent duplicate work and organizational drift.
Enable Ongoing Sync
If your reference manager supports real-time collaboration, enable it so changes propagate automatically. For tools like WisPaper's My Library, you can both chat with the same uploaded papers and see each other's annotations, making it easier to discuss findings without switching platforms. Set a recurring check-in to review new additions and maintain library hygiene as your project evolves.
