4 File-Sharing Fundamentals

How to make sure your collaboration goes smoothly and quickly

©istockphoto.com/courtneyk

Collaboration – whether it’s between employees or with partners and vendors – is an essential part of running a successful company. As a business owner, you want to do everything possible to help your team work efficiently, and that includes implementing better file-sharing methods. Here’s what you need to make the process fast and secure.

1. Choose a File-sharing System Designed for Businesses

Sending files back and forth by email is inefficient, disorganized and unsecure – it’s time to break the habit. Switching to a cloud-based document-sharing platform enables your team to access and share files anywhere, anytime. Free services (such as WeTransfer or Dropbox) are available, but you’ll need a professional-level or business-grade option for greater storage capacity and stronger security.

Many file-sharing platforms also offer rich features: collaboration tools, mobile apps, reports and unlimited space are just a few examples. Popular options include Dropbox Business, Google Drive for Work, Microsoft OneDrive, Egnyte and Zoho Docs. Many services offer a free trial, and pricing is typically based on the number of users and/or storage space.

2. Make Security a Priority

Whether your file-sharing solution is cloud-based, on-site or a hybrid, protecting company and client data is essential. Privacy tactics such as complex passwords, automatic file encryption, password-protected sharing, multi-step authentication (i.e., multiple security steps needed before you can log in) and the ability to set permissions go a long way towards protecting data. Consider a policy against saving copies of files on laptops and other devices. And here’s an easy but often overlooked step: ensuring your software security is up to date to help guard against hackers.

3. Establish Consistency in Naming Files

Sticking to one method for naming files and folders helps everyone stay organized and efficient. Decide what makes the most sense for your business: naming based on date, project, author, manager, fiscal quarter, etc. File names must be unique (duplicates could lead to data loss) and should provide enough detail to make sense without the folder name. If you save older files for reference, decide how to indicate different versions (for example, add “v1,” “v2,” “final” and so on). Write out your naming convention and put it somewhere your team can refer to it.

4. Upgrade Your Internet Speed

File-sharing is easier when your internet connection keeps up with heavy demand. Consistently high-speed service ensures your team will be more productive, and others in the office who need Internet access won’t experience slowdowns. A plan with unlimited usage will help you avoid unexpected charges.