In this digital world, collaboration is the most effective method of taking businesses to new heights. But there is a catch. An organization has different functions, including sales, finance, and marketing, you name it. Each function staff member might need to share some files with varying people of staff day in and day out. Additionally, some files or information might also be confidential. In such a scenario, businesses must have the right platform for effective and secure collaboration for mission-critical content. Selecting the right platform is vital for business growth and success.
Before selecting the gen-next collaboration file-sharing platform for your business, certain factors must be considered. Here, we will walk you through 8 thought-provoking ways to single out the best collaboration file-sharing platform for your business:
8 Factors to Keep in Mind for Selecting Right Collaboration File Sharing Platform for Your Business
#1 Select the secured platform:
When it comes to selecting a file-sharing collaboration tool, security is an important factor to consider. It is important to zero in on the tool that requires multi-factor authentication and other encryption methods for an added layer of security. This will help you keep cyber threats at arm’s length.
It is also essential to remember that file-sharing platform providers must have a plan for disaster recovery. If any problem arises, how will they ensure a smooth recovery? In this way, your business will not be hampered in case of any issues. You can also consider role-based access controls so that not everyone will have access to all the data. You can set permission levels for the data so everyone can’t access the organization’s confidential data.
#2 Determine your needs:
Before shortlisting the collaboration file sharing tools, you need to know the needs of your business. For this, you need to know whether your file is shared by cloud, through email, etc. Accordingly, you must consider the size of a particular file to be shared. Accordingly, it will help you to find the right solution for your business needs. Moreover, you must also know your audience.
As a top-notch organization, you must deal with clients who live in other places. In such cases, you must share a file compatible with your clients’ systems. If the business is running across different countries, it is crucial to know that the shared file must be accessible to other people in whatever time zone they are in.
Another factor to consider is the budget required for file-sharing tools. If the tool is within your budget, it is worth considering. You must also keep in mind that every software requires a timely upgrade to integrate advanced functionalities. In this way, you can single out the solution that works seamlessly with your company’s needs.
#3 It must be easy to use platform:
A file-sharing platform used in an organization must be easier for staff to understand. This will eventually help increase productivity, as staff will not take much time to learn how the tools function.
Egnyte offers future-proof secure collaboration tools for even critical content. It helps staff work effectively with a secured platform and saves time. It enables you to work with complex files effortlessly.
#4 Ease of accessibility through smartphone:
In the current working culture, where companies encourage working from home, it is important to choose a file-sharing tool that is compatible with smartphones. This will help company staff share important files by sitting anywhere and simply clicking. You must also ensure that the smartphone features of your file-sharing tool follow important security protocols.
#5 Compliance is also vital:
Another essential factor to consider while choosing an effective collaboration file sharing tool is that it must comply with data regulations. Numerous data regulations exist, such as HIPAA and GDPR. This factor will help keep an organization’s sensitive data secure.
#6 File Sharing Tool must be able to scale up as the business scale up:
It is natural that when your business grows rapidly, file-sharing requirements will also increase equally. So, it is always a good option to select the right collaboration file-sharing tool that will show signs of scalability while keeping the effectiveness and security intact. As the organization flourishes, staff also increases, which further leads to a higher number of files shared with each passing day. So, the file-sharing platform must be selected based on your business’s growing requirements.
#7 Integration with other tools that your organizations use:
Yet another essential factor to consider while choosing a collaboration file-sharing tool is its integration with existing business tools. Moreover, it must also be compatible with numerous project management tools. This will further smooth workflows and increase efficiency significantly.
#8 Budget is important to consider:
One of the most important factors to consider before shortlisting the right collaboration file-sharing platform is an organization’s budget. Different costs, such as maintenance charges, subscription charges, and other relevant costs, must be considered while choosing the tool. You must see that the tool you are planning to select for your business will further provide value for money and meet all your organization’s needs and efficiency.
Closing Thoughts:
Now that you know the important factors to consider when selecting the right collaboration file-sharing tool, you must have learnt that a complete roadmap is important before deciding on a future-proof platform. The right tool must be secure, scalable, and improve an organization’s productivity because all these factors are non-negotiable.
The tool you select will also enhance communication within different teams and with various clients, helping your business reach new heights.
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