Your employees want their critical business files with them wherever they go, including on their personal smartphones, tablets or even home computers. Industry analysts have dubbed the trend of personal device use in the workplace as “bring your own device,” or BYOD. Unfortunately, the growth in mobility, BYOD and the desire to work anywhere create a number of new challenges for protecting corporate data.
In my opinion, consumer-grade file sync services, such as Dropbox or Microsoft OneDrive, empower users to sync their work data and files with their mobile phones and home PCs, but they can be a recipe for disaster from the perspectives of data privacy, security and compliance.
There is an alternate approach for security conscious organizations. Savvy and growth-oriented organizations know that you should enable employees to be productive wherever they go but without compromising the security and control of sensitive corporate data.
Business-grade file sync services deliver users all the key benefits they expect, such as the ability to sync files between work PCs, the web and a range of personal devices, such as phones, tablets and home office computers.
What’s more, companies with legacy file servers can also sync the server to the cloud and better connect distributed employees with their corporate data.
Here are five ways business-grade file syncing can boost employee productivity:
#1 Don’t fear mobility
Nearly everyone has a smartphone and/or a tablet. Business-grade file sync enables users to sync their work and corporate files from their main work PC to remote computers and mobile devices. Users can confidently go in the field on meetings or a short business trip and leave the laptop at the office since all of their critical files are at their fingertips.
#2 Take the limits off
In the past it has been very difficult for business users to share large files with colleagues, clients and vendors. Email is the wrong method to share large files because email servers often have file size limitations.
To complicate things further, with the state of spam defense in most organizations, large files will get stuck in the send queue without the user being notified that it hasn’t been sent. Business-grade sync solutions enable users to instead share files with web links pointing to files and folders stored in the cloud.
#3 Stay sensitive
Business users of all types need to send confidential and sensitive business data to colleagues, clients and business partners. In some industry verticals, virtually all external communications may involve highly sensitive documents.
Secure sharing capabilities are vital for professionals who must interact with numerous clients and collaborate with people outside their organization.
Business-grade sync services enable users to securely share files because the sender can force the recipient to register as a guest user before retrieving the file from the web.
#4 Go the distance
Organizations today are more distributed than ever. Most businesses are locating employees geographically closer to clients and business partners in order to facilitate better service and business relationships. Therefore, collaboration and effective communication, despite distances, are essential to successful organizations.
Business-grade file sync is one critical tool that thriving organizations need to keep employees connected, productive and happy.
#5 Stay collaborative
Business-grade sync solutions facilitate frequent collaboration with guest users. A licensed user can set up a special collaboration folder in the cloud and then invite guest users to upload, share, download and manage the content in the shared folder.
Because users are collaborating in a secure web folder, file size limitations and security issues are eliminated. Licensed users can simultaneous have numerous different shared, collaboration folders in use at any one time.
As a business professional, you know you need to work smarter, not harder. If you’re looking to streamline workflow and enable flexibility in your workforce, consider a business-grade file sync service.
David Darmstandler is vice president of Datapath, an IT services company with headquarters in Modesto. You can reach him at [email protected].