Posts Tagged ‘back to the basics’

Back to the basics – How to share files online

This is another post in our “Back to the basics” series. Those amongst us who are tech geeks tend to fall in the trap of subconsciously assuming that others are as comfortable with cloud technology as we are. However, studies like the one from Spiceworks which found that upto 50% of SMBs still don’t use cloud services, bring you back to reality.

So you have a file, and want to share it online with someone in another city. Here are your options:

Send it as an email attachment: OK, you knew this already. The easiest way is to simply mail the file across as an attachment. But, this method doesn’t work well with big files since you have to sit around all day for it to upload, and many mail services have upper limits for attachment size. Moreover, sharing documents through mail has the disadvantage of the documents being hard to retrieve at a later date. If you want to go beyond simple sharing, but actually work together on a file, it is vastly inefficient to send the same file back and forth over and over.

Use a free file sharing service. This is indeed the era of cloud file sharing services like Dropbox and Google Drive. These are basically cloud based folders where you can upload files, and access them wherever you have access to the internet. For sharing purposes, you can provide other people access to this folder. Nowadays, these services have strong mobility capabilities, which means you can easily share files even from a mobile device or tablet.

File sharing and collaboration for business purposes. In a business situation, you need to not only share files with others, but also work together on them remotely, and make sure that access is secured. File collaboration services like HyperOffice are ideal here, as they let you create shared cloud folders and also have added collaboration features like version control, access permissions, comments and notifications.

5 Benefits of an Intranet – Back to the basics

This post would qualify as a part of the “back to the basics” series. While cloud based business software has gained mainstream adoption over the past couple of years, many companies are dipping their toes in it for the first time, and are still asking the “why” questions.

This post answers the “why” for intranet software. Why should my company implement an intranet at all? How will it benefit me? Here’s why.

1) Productivity. An intranet is the “home” for employees (ideally) and the intranet desktop is probably the first thing they see in the morning. An intranet which gives employees’ access to all the tools and information they need to effectively perform that day’s tasks, every day, can go a thousand miles in improving productivity. Some examples of these tools and information are:

1. Latest events and meetings

2. Outstanding tasks

3. New discussions

4. Important documents

5. Relevant news

6. Email

2) Corporate communications. Since an intranet is an employees’ main window into corporate tools and information, and occupies a very important part of their attention space, it offers a great place for the management to communicate with employees. To exemplify, imagine a large corporation with thousands of employees around the world. If everyone logs into the intranet every morning, the management can:

1. Publish important announcements

2. Advertise new initiatives and policies

3. Communicate company history, culture and positioning

4. Recognize outstanding employees

5. Gather feedback in the form of surveys and suggestions

3) Streamline processes. Modern intranets contain not only static information, but the actual tools that employees use for work. This presents a great opportunity to use intranets as a place where companies can document processes, and provide the actual tools to automate processes. Many companies use intranets to automate anything from simple processes like employee appraisals to sophisticated processes like CRM and project management.

4) Spur Collaboration. Modern intranets have collaboration and social tools built into them. Not only can employees access work related information, they can also share and work together on it within the intranet. Networking tools allow employees to discover the skills and competencies of fellow workers and bypass corporate hierarchies to connect with them directly.

5) Knowledge management. In its very broadest sense, knowledge management means capturing, organizing and retrieving corporate information. With all tools and information within the intranet, and employees constantly adding new information in the form of comments, discussions, blogs, documents; the intranet serves as a centralized place to capture important corporate information. Tools like search ensure that employees across the company network can find just the information they need to perform their jobs.