![]() With the right software, users can also assign tasks to specific people and track progress in real time-making project management a whole lot easier. Avoid time-consuming and potentially confusing email commentary with software that lets users attach comments directly to files and folders. But emails can easily be lost, overlooked, or otherwise a clutter. In collaboration, clear communication is key. Best practice #5: Streamlined communication and simultaneous work Less toggling between technologies means less opportunity for error and more effective collaboration. Integration with widely used file editing and management tools, like Microsoft 365®, Google Drive™, and DocuSign®, lets you do virtually everything you need to without leaving the collaboration software experience. To make work even more efficient and productive, your online collaboration software needs to connect seamlessly with other technologies critical to your workflow. Best practice #4: Third-party integration capabilities A quality secured document sharing solution will do this for you. It provides transparency for everyone involved, helping each user understand the context of alterations and other actions over time. Keeping close track of who made which changes, or even who viewed or downloaded a file, is equally important. Consistent, automated numbering of versions makes it extra easy to do so. There are countless reasons a user may need to access a previous iteration of a file, no matter how minor the change. When it comes to the files themselves, automatic version control is a must. Best practice #3: Strict version control and activity tracking So when you’re choosing among collaboration and productivity solutions, be sure to select one that maintains existing file structures, so users don’t have to spend precious time learning where things are and how to navigate them. Once your files are uploaded, you’ll likely want them to be arranged just as they were on your machine(s). If you’re uploading multiple files, the ability to drag and drop a full batch in one go is a huge time- and effort-saver. If you’re uploading one file, it should be simple to find and select it through the interface. And since they’re file-based, easy uploading is especially important. No surprise: the best online document sharing tools are easy to use. Best practice #2: Easy uploading and familiar file structures The right software will have this covered. The narrower the permissions are, the more secure all of your data is. Why risk your data and documents with anything less?Īt the user level, you need complete control over exactly who has permission to access specific features, files, and folders. To keep your online collaboration truly secure, the only option is bank-level, 256-bit encryption-so effective that it would take the most powerful computer on earth more than one billion years to crack it. ![]() It’s absolutely essential when storing, sharing, and working on sensitive business files. Best practice #1: Strong security and targeted permissions Organizations need to make sure the software they select supports a set of best practices in online document storage and sharing that, together, yield the best benefits to users and the businesses they work for. Not all tools guarantee the same features and results, though. The advantages of online collaboration tools are many, but at the core it’s about getting the most out of every employee and collaboration partner on every project without wearing people down or burning them out. Which is why online collaboration software is becoming a must-have for more and more businesses. A productive team is one that works together with ease, unhindered by location, time, or technology. Why do companies use online collaboration productivity software? ![]()
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