We live in an age of bigger and bigger media files, and also the greater need to move these files from person to person. Office file sharing in 2022 has become a big problem to solve, and luckily there are many enterprises at work looking for solutions that fit the many types of businesses that exist and their file transfer needs.
Not everyone working in a modern office is used to the litany of new best practices and requirements that are emerging, and what’s worse is that not enough companies will implement training to help staff get up to speed. Here are some of the most important tips for file sharing in the modern workplace.
Tip 1: Set File Permissions
Leaving sensitive or important files completely open is an invitation for trouble. Setting up permissions on who can and can’t see certain files is actually quite simple, but it may take some time to put it all in place. That’s a premium you pay for better security when it comes to sharing important but sensitive files in the modern office.
Permissions might include password protection (see below), but most commonly involves the other party having to request access to certain files to see them. This is a method often used in common cloud solutions like Google Docs, for instance. You might also remove the ability of third parties to edit the document, or to print it out.
Tip 2: Use Password Protection
A password is a simple and elegant method of protecting your files. When you’re sure that you just have to protect files from non-hacker eyes, it will work well, and you will have total control over who can see that password and who cannot. You could also change it each time the file undergoes any major changes or updates and then refresh who has access to the latest version.
Passwords are also useful if you ever encounter a situation where someone removes files from a flash drive without your knowledge. They may have taken those files but at least they won’t be able to view the contents.
Tip 3: Invest in Large File Sharing Solutions
For those with the resources, this is essentially the ideal one-stop solution to this problem. Professional file-sharing service providers can help create custom-built systems that are perfectly suited to your company needs. These systems can also be made to work offline, which allows internal file-sharing to continue even if there is a problem with the office Internet connection.
The best thing about these services is that they open up the file sharing size limits, which are so often a source of frustration among professionals who share big video files and other creative media. Using them, you can share massive video files just as quickly and seamlessly as if you were sharing a link to a YouTube video.
Tip 4: Keep Things Simple and Standardised
Another commonly discussed best practice for file sharing concerns naming and sorting of files. This is critical for sharing files efficiently because when everyone uses their own system, it creates chaos, difficulty and even frustrations as colleagues scrabble around trying to find something their colleague says they just shared to whatever folder.
Using standard file name formats, as well as colour coding for different topics and whatnot can really help speed things up.
Tip 5: Bring in Regular Training
Finally, if your office is one where file sharing between colleagues is a common part of everyday work, then you need to invest in proper training for the staff. In this way, everyone can be consistently on the same page when it comes to the best practices and the expectations of your company on standards and security procedures.