How to choose the best type of file sync and share solution for your business
For entrepreneurs, embracing the latest tools and technologies is one of the easiest ways to streamline their business efficiency and productivity. The majority of businesses have realised that they can scale greater heights by fostering collaboration and communication between their employees globally.
As more and more work is now being managed with the help of remote access tools, employees are looking for a solution that keeps their files and information secure. Therefore, the importance of accessing file sync and sharing tools can’t be overlooked.
The Increasing Importance of File Sync and Share Tools for Today’s Businesses
File sync and share tools such as Box, Share file, Google Drive, DropBox, with their intuitive designs, have redefined the way we look at traditional ways of storage and have set a stage for businesses to work in groups or collaboration, allowing multiple users to access documents with ease.
According to recent research, currently more than 175 million customers are using Drop box to access files and keep it updated, regardless of their work locations.
Additionally, since 2010, there has been a 20 % increase in the number of global information workers who use file sync-and-share services to keep their work updated.
File sync software (FSS) and data sharing solutions support your existing IT infrastructure. A file exists on a single location, and the more it is transferred, the more revisions it goes through. FSS saves the time required to consolidate revisions into a single document and makes it easy for employees, partners, and clients to access the information they require for flawless collaboration.
Owners are making persistent efforts to own a business-ready solution to share their data with stakeholders- financial reports, invoices, safety manuals, memos or any other data, with ease, and are now turning to the cloud to store and sync data in a quicker manner.
But have they accessed their business requirements to use the available software to its full potential?
When you access files from a centralised location, you not only enhance your work efficiency but also reduce the possibility of making errors.
Confidential documents consist of important data pertaining to your business and thus it requires additional security. Data security is one of the deciding factors between on-premise and in-cloud storage and it determines the ways to deal with industry requirements for security and compliance. New solutions are packed with compliance, security and privacy services.
How To Choose The Right Solution For Your Business?
The main steps involved in choosing the right solution starts with assessing your business’s necessities- integration, security, and hosting servers. Analyse how you can integrate file sync-and-share platform with your organisation’s Active Directory.
Where are you going to store your important files? On the premises or in the cloud or will you utilise a combination of both? What security and compliance measures are in place? How much would it cost you? Ask these questions while evaluating file sync and share providers and look for effective solutions.
The next step involves analysing your organisation’s culture and employee’s approach towards their work. When owner’s look to find the best IT solutions for their business, they find ‘adoption’ to be a major concern. For instance, if you have a non user-friendly FSS service tool, your employees will most likely be less receptive towards it. As your employees are already habituated to your current consumer file sharing and collaboration tools, you need to make sure that you ‘adopt’ a solution that is easy to use, matches your employees’ work styles, comprises of intuitive design, and seamlessly integrates into your working environment.
Generally, owners are apprehensive about giving complete control of their file sync and share tool to their employees. But, by employing cloud services, they can limit their employees’ access to handle stability, feedback and minor tweaks functions.
The final step calls for an effective IT solution that fulfils both sets of needs. There are numerous suppliers of file sync-and-share software in the market, which is good provided a company finds the right fit for their needs. Ensure that all the required administrative functions, security arrangements, and integrations are in place before you go live.
If you still find any functionality missing or need some additional utility down the road, contact your supplier for developing your platform accordingly.
File sync and share software is not only a requirement but also a business necessity to work more efficiently and collaboratively, so ensure that you choose the right fit for your business.