Streamlining Remote Work: 5 Best Practices for Remote File Sharing
Workers want to access files fast, and without any errors. A remote file sharing system requires minimal upkeep when set up right. As more companies shift to a remote workforce, access to the right systems become more important. If remote file sharing is a big part of your company, then use these tips to make it even better.
1. Use Optimized File Sharing Tools
Not all file sharing tools will be right for your business. Getting the right tools is the biggest part of making remote file sharing usable by an entire team. Instead of going for the most recommended option, evaluate several. Many of the top file sharing tools offer a trial period to test out the features. If no trial period is available, then look for tools that offer limited licenses. There will always be a way to trial a file sharing tool before you completely commit your company to its usage. Think of this as the grace period before you go through a complete overhaul of an important system.
2. Update Your Training
Employees need to be familiarized with the file sharing system when you change it. Surface level training makes getting cutting edge and time saving features useless. When workers don’t know how to utilize the best tools for the job, they are not efficient. If you invest in a superior remote file-sharing system, then the training needs to be updated to reflect those changes. Over time, the trained employees will be able to help current and new employees find their way around the system. However, this might increase the workload and decrease their productivity. Getting managed services for supporting your employees with their IT requirements can better streamline the work. This way, your employees would feel at ease and might get more work done efficiently.
3. Choose the Right Platform
Security is something that you can’t play guessing games with. Is your current platform secure? Are the platforms you’re considering futureproof? When you share files online, privacy is always a big concern. You can’t define the level of security in a remote workers home, but you can ensure how the data is secured on your end. By using software such as Wandera and many similar that offer zero-trust network access, you can have faith in your remote worker’s cybersecurity, as the system is password locked. This makes the system more secure by minimising the risk of hackers. Furthermore, this type of software allows workers to safely share documents on one platform, without documents having to be shared via email or other less safe options. Both the data in storage and in transit needs specific rules for management. Unauthorized access should be blocked, and confidential data should always be protected.
4. Use A Uniform File Naming Format
Consistency with the file naming format helps all users on the platform. Without a uniform naming format, you are at odds with your own security. This information can be used by hackers to compromise your entire system. Keep the names short, descriptive and business related.
5. Sort Your Files
It doesn’t take long for clutter to collect on a server. Sort your files often, and confirm that they have a place. If you have multiple copies of one file, you may wish to use this software to compare pdf files and find differences easily in order to work out which file has the correct information on it, and to make sure nothing has been taken away or added where it shouldn’t have been. Make sure the only version of that file on the system is the one that you will need to produce, if necessary. Loose files with no purpose will make your important business files harder to find. And since those loose files have credentials attached to them, they will always use up valuable resources. Sorting can be automated so that manual maintenance is less cumbersome.
A rise in remote workers means that there is a higher demand for better hardware and software. If prioritized, both of these things are within reach. Improve your remote file sharing practices, and your employees and consumers will see the benefits.