4 Things to Think About When Choosing a File Sharing Service
Efficient file sharing is an absolute must for any modern workplace. Depending on the type of industry you are involved in, you may need to send files several times a day. With that in mind, there are few things you should consider to ensure that you use a service that works best for the needs of your business.
Computer Illiteracy Concerns
Familiarity levels with computers can easily be vastly different even within a single department at your workplace. Some people may use the computer for several hours a day even outside of work, while others might consider themselves to be very computer illiterate, and only use the Internet if they absolutely have to.
Make things easy on yourself by exploring options that is intuitive for people of all skill levels. Some methods of file sharing use drag-and-drop technology to minimize the possibility that someone might send the wrong piece of data by accident, or get flustered and send too many files at once.
Security Measures
Although e-mail is a very popular way to send files, it’s usually not an ideal option. The security of an e-mail program can be compromised, and if people are really concerned about security of their data, they usually have no choice but to encrypt their files with methods that are often cumbersome.
Another problem with using e-mail as a primary file sharing method is that it can result in bounce back notifications that may not reach a person’s inbox until the next day. These types of delays can halt productivity around the office, particularly when you’re dealing with time-sensitive data.
Alternatively, many online file sharing options offer password protection functionality, and the ability to limit the people who can see a file, and how long they can access it.
Versatility of the Interface
If you take a moment to think about the types of files your coworkers send to each other on a daily basis, you’ll probably discover that they run the gamut from audio files, video clips, presentations and PDFs, among others. That’s a strong reason to consider using a sharing service that natively supports those types of files. Also, broaden your viewpoint by not only considering the types of files that your workplace uses internally, but also, those that you might receive from clients.
Today’s file sharing websites normally work through a web-based interface, but some include additional capabilities such as sharing through an Outlook plug-in, or clicking on a desktop icon to launch the file sharing interface.
Questions and Assistance
Whenever a new technology is introduced into a workplace, people often have relevant questions or concerns about how to best use the service. To avoid having to field all of this feedback on your own, try to do business with a file sharing company that includes technical support when necessary.
File sharing is a crucial ability for any future-minded workplace. Use the suggestions above when choosing a service for your company so that your coworkers can concentrate less on the logistics of sharing files with each other, and more on their daily tasks that drive the business forward.
Fred Johnson is a writer for a tech blog and suggests learning why sharing large files with co-workers means extra security measures.
