Productivity Tools

Everything You Need to Know About Cloud Sharing

In today’s fast paced and digital world, collaboration is key. When working in teams, finding the right tools to help you share files and other important assets is a top priority. With a highly  increasing amount of work continually being moved into the online realm, communication is now being re-imagined. With just the click of a button, you can have access to thousands of documents and conversations without spending hours searching for them. 

Cloud-based sharing and communication platforms have also grown in popularity during this shift to primarily online communication. Cloud sharing can help you increase productivity and efficiency in the workplace in ways you’ve never imagined. In this article, we’ll outline the pros and cons of cloud sharing, it’s main uses, and how it can help you in your day to day work life.

How to Use Cloud Sharing at Work

  • Sending Large Files – Large files like photos and videos are a hassle to send through traditional digital communication pathways like email. Due to their large file sizes, these types of materials are always easier to share through cloud-based sharing services. Users can choose whether or not they want to strictly preview these files or download them to their local computers – creating an easier and less time-consuming sharing process.
  • Instant Communication – Instant messaging applications for the workplace have also grown increasingly popular in the past couple years. Applications like Slack and Atlassian HipChat help you communicate with co-workers more effectively and teams can share information with one another faster than ever before.
  • Feedback – Cloud sharing apps have also made it easier to offer feedback on projects and ideas with fellow team members. Instant feedback and comments can help speed up the pace of projects and gets rid of the traditional wait times that were once needed. 
  • Project Management – Overseeing projects is easier than ever before with cloud sharing apps. Managing large groups of people with different tasks and assignments is more manageable due to the transparency and accountability that comes with working on a cloud-based platform. Team members can keep track of work progress and deadlines more efficiently.

The Benefits and Disadvantages of Cloud Sharing

Benefits:

  • Accessibility – Because most cloud sharing apps can be accessed on multiple devices and platforms, accessibility is a large benefit of opting to use a cloud-based platform to share files and communicate with co-workers.
  • Cost Reduction – Without the need to buy and own storage space for files, companies can save on the cost of computer storage system, data backups, and malware protection. Many cloud-based applications come with their own storage systems, backups, and security systems therefore reducing expense costs for companies who opt to use their applications.
  • Security – Trusted cloud-based applications will help protect your data and shared files against security risks. Having information and files stored online can also protect you from malware that affects only locally stored data.
  • Increased Storage Capacity – Large amounts of local storage can get very expensive. Online databases can provide the same amount of storage for a much smaller cost. Companies that need to transfer large files like photos and videos benefit from cloud-based platforms with large storage capacities. 

Disadvantages:

  • Higher Internet Costs – To get the most out of your cloud-based sharing device, it’s crucial to have fast and reliable internet connection. Depending on a variety of factors, this cost can get a little expensive. Online sharing platforms rely on internet connection and can’t work without it.
  • Security Vulnerability – Security can be both an advantage and a disadvantage of using cloud-based apps. Although it was mentioned above that these applications can protect you from data breaches, they can also be vulnerable to high-tech or experienced online hackers. To avoid this risk, it’s important to monitor who can access what files in an organization and what ownership is granted to those people.
  • Compliance – Due to certain regulations among a number of industries, some companies cannot share data through file sharing websites. A couple industries that might have a harder time using file sharing sites include: healthcare, government and public traded companies, and the financial industry. 

Is Cloud Sharing the Right Fit for My Company?

Using cloud-based applications can help your company’s productivity in a number of ways. Whether your needs are as simple as sending instant messages to your team members or as large as distributing large data files to coworking teams, online communication apps can help simplify your workload. When everyone is striving for higher efficiency and speed in their work environment, it’s important to note the reliability and usefulness of cloud sharing.

Learn how customer service representatives use Droplr ‘Boards’ to track and share files on live chat with their customers.

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