5 File Sharing Tips That Will Improve Your Operations
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The internet has become a major asset for businesses. Not only does it help companies better interact with their customers, it also allows organizations to quickly share documents through file sharing. This empowers businesses to improve their collaboration, regardless of where the members of the team are physically working.
While these file sharing systems sound ideal, there are several problems that can arise. When companies learn to better navigate these issues, they can fully capitalize on the potential of file sharing, using the technology to enhance their business instead of slowing it down.
The importance of secure internet practices for file sharing
If you’re thinking about incorporating file sharing into your business systems, you first want to ensure your company is using secure internet practices. Although your employees may take the appropriate precautions to keep documents safe on their computers, unsecured internet connections can lead to data theft. Hackers can use the internet signal to access computers and other devices on the network and obtain highly sensitive documents and files. Also, employees who access unsecured internet sites may unintentionally allow their computer to become infected with malware, including spyware. These malicious programs can steal passwords and files without the employee’s knowledge. Make sure you have software and policies in place to protect your network from unwanted users.
Options for keeping your documents secure
Email remains one of the most unsecured ways to send sensitive information. Even if you take the appropriate security measures, such as using an HTTPS connection, the person receiving the communication might not be as secure.
Encrypting files yourself can be an option for securely sharing information. You will still need to be mindful of malware, but encrypting files and then sharing the password with only select people can help ensure that the documents remain secure.
For many businesses, file sharing remains the most helpful and viable option for keeping documents secure.
Maximizing productivity with file sharing
Once you have a secure internet setup to protect your devices, you still need to take steps to ensure that file sharing enhances productivity in your business. Problems often arise when various members of the team use different ways of structuring or naming files and folders. Inconsistencies can make it difficult for members of a team to find the right document, and can result in multiple copies of the document being worked on simultaneously. This will confuse those involved in the project and eliminate any time savings that the file sharing initially offered. These tips will help ease the chaos:
- Create a common file structure. Determine how everyone in the organization will organize their folders with a system that makes sense.
- Similarly, create a naming convention. Make sure that the file and folder names pertain to their content and purpose so that everyone accessing the system can find what they need faster.
- Don’t include anything sensitive in the file title. With some systems, the files may be encrypted, but the titles are not.
- Use a fast internet connection to ensure that documents can be quickly downloaded, viewed and edited by all team members.
- Use collaboration tools within the system, such as the option to ‘follow’ documents you work on, so that you can see when other people edit them.
When file sharing is used correctly, it can help boost your company’s productivity and collaboration on documents and projects. Before setting up any system, however, carefully review the best practices for internet security, as well as the tips and tricks to get the most value out of the system, ensuring that your file sharing capabilities remain an asset to your business.