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Three Options For Organizing And Sharing Files for Your Company

Written by Dana Youngren

At one point or another every business struggles when it comes to organizing and sharing files. It seems like file sharing should be a relatively simple idea but it’s always surprising how complicated it can be, mostly because everyone thinks differently. Effective file sharing depends on a number of factors such as solid processing, continuous education and of course the technology.

We want to help by breaking your technical options into three major categories: wikis, file sharing applications, and modern knowledge sharing solutions.

Wikis

Many businesses, particularly startups, turn to wiki software for organizing and sharing files, which makes a lot of sense at face value. They are easy to spin-up and free. The downside is that with a wiki, you really do get what you pay for. And unfortunately there are many reasons wikis fall short as a file sharing solution.

Firstly, for the average employee, a wiki is not a user-friendly or easy-to-use option for sharing files and documents. If the majority of your employees happen to be tech-savvy and experienced in writing special markup, a wiki may be an appropriate option for sharing information across your company. Everyone is capable of learning these skills, but teaching them to each member of your team requires money and lots of time.

Another reason businesses look into a wiki for file sharing is because a traditional file folder structure makes it challenging for employees to quickly and easily locate the documents they need. Many wikis have search functionality that seemingly solve this problem. However wiki searches aren’t powerful enough to apply context. The hundreds of thousands of cross references often make wiki search results convoluted and difficult to decipher. After a few attempts employees won’t find what they need and will abandon using the wiki.

Finally, wikis don’t assign content ownership. Absolutely anyone can edit the contents of a wiki. Subscribers can follow posts and try to keep up by correcting incorrect information and removing uninformed edits, but who’s to say that subscriber is actually an authority on the subject in question? And if they are, what if that person retires, leaves the organization, or for whatever reason becomes incapable of keeping up with that wiki page? Then it’s possible that no one is monitoring the content. While you certainly value everyone’s input, when it comes to documents and files, some content ownership and authority is necessary.

File Sharing Applications

What exactly is a file sharing application? Examples you may be most familiar with include Dropbox and Box. File sharing applications allow users to upload documents and files to the cloud. The documents and files are then stored on their servers making them accessible from personal computers and smartphones.

Many organizations choose these solutions because they are mobile friendly and are relatively easy to setup. Perhaps file sharing applications’ best feature is versatility. Apps like Dropbox and Box can integrate with hundreds of thousands of third-party apps. This makes it easy for your employees to integrate with the applications they use on a daily basis, therefore improving productivity.

Something to consider when looking at file sharing applications is and security. Dropbox and Box lack security encryption while data is at rest, have an open-door policy to the NSA, and do not provide private encryption on the user’s end, meaning they have the key to every encryption. For these reasons, we would only recommend a file sharing application for non-sensitive files and documents.

One pain point commonly heard from users of file sharing applications is the lack of support functionality offered with applications such as Dropbox and Box. It is not uncommon for these services to lack a support phone number or live chat feature; most rely on email to assist their customers. Many applications fro organizing and sharing files do have a phone number, but that number will only connect you to a sales representative, which is not helpful when experiencing a technical issue.

Modern Knowledge Sharing Solutions

Similar (and yet entirely different) to wikis, with knowledge sharing systems you get what you pay for; an easy, quick, and secure way to share information across your organization. These systems have knowledge management capabilities that allow you to upload files, documents, and videos to one searchable, accessible location, making it easy for employees who require them to access them.

Perhaps the greatest appeal of a knowledge sharing solution is it’s ease of use and success in getting employees the files they need, when they need them. To understand, let’s walk through an example. Your marketing team recently revamped the company’s brand messaging, and they produced a document instructing members of the company on the new messaging, what words and phrases to use and to avoid, etc. Each department finds they need access to the document at various times. Customer support receives a question, and they want to respond in accordance with the new messaging, so they email marketing for the document. Each sales rep needs a copy of the document to provide updated information to prospects, so each rep emails marketing requesting the document. The head of human resources wants to make signs and handouts featuring the new messaging to keep around the office, so they email marketing for a copy. The CMO would like each member of the board to have access to the new messaging, so they request a copy, and so on and so forth. That’s easily over thirty emails for the same document.

Now imagine the marketing director has a platform where he/she could post the document once, and any member of the organization could search “new brand messaging” and locate the file. That means instead of sending out twenty identical emails, the marketing director needs to only share the document once. Think of all the time that could be saved when you multiply that process by the thousands of documents shared in your company each year. No two organizations are the same, and you have to make an informed decision about which method for sharing important documents and files across your company is best for you. But one thing is for certain; you can’t go wrong with saving time and increasing productivity.

Harness The Power Of Knowledge Sharing With Digital Transformation

Companies that grasp what the digital workplace is really all about are willing to change the ways people and applications connect across their organizations. By fostering a digitally driven culture of collaboration, they break down silos, share knowledge more effectively, and compete more successfully.

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