Cloud Based File Sharing For Small Business

Cloud Based File Sharing For Small Business – Jory McKay Jory is an award-winning writer, content strategist and editor at Unsplash Book. He contributes to Inc., Fast Company, Quartz and more. May 1, 2020 · 10 min. read

Whether you’re collaborating on a website redesign, working on a video presentation to share with project stakeholders, or updating your go-to-market strategy, your team he needs the right tools to do his best work.

Cloud Based File Sharing For Small Business

Cloud Based File Sharing For Small Business

File sharing for teams is one of the most important collaboration tools you have. Without a reliable way to sync and share updated files, you risk working on them

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Files, sharing an outdated project file with a client, or wasting time redoing work that has already been done (but saved elsewhere).

If you wanted to share files ten years ago, you would either spend hours uploading them to various services or transfer them to a USB drive and walk around the office. Today, file sharing tools are fast, affordable and powerful. But which one is right for your team’s needs?

In this guide, we’ll evaluate some of the best team file sharing tools, as well as how to use them in the most effective and efficient way possible.

The best file sharing tools don’t just give you an easy way to send files. They become an indispensable part of

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. While many file sharing services are simply one-off ways to send large files, we’re more interested in cloud storage tools that keep your team in sync and your files safe and secure.

So before we get into the actual tools you’ll want to use, let’s take a look at how they rank.

Speed, storage space and price are obviously considerations when it comes to choosing a file sharing solution. But since almost every company out there—old and new—offers some kind of file sharing and cloud storage solution, you need to look beyond the basics.

Cloud Based File Sharing For Small Business

Instead, the best team file sharing tool should address how your team works and the specific needs of the modern company. When evaluating our list of file sharing services, we wanted to make sure they hit the mark in a few key areas.

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Let’s start with a big one. When you’re sharing sensitive files or key parts of a project, you need to know that those files are safe and secure. It seems almost every day we hear about massive data breaches from seemingly “secure” companies. And the last thing you want is for your team to be added to that list.

The file sharing services we reviewed take security to heart. They are hosted locally, use their own servers and follow cloud security best practices. For example, io’s new cloud storage solution exclusively uses on-premises private cloud servers based in Europe to ensure the highest level of security.

While private file sharing tools like these cost more, it’s worth the peace of mind.

While security was our #1 concern, file sharing is about “sharing,” right? This means you should have full control over who has access to your files, be able to share files with people outside your company, and also access them on all your devices.

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In many scenarios, you will want to keep certain files private while others are open and accessible to everyone. This means choosing a cloud storage solution with robust roles and permissions that let you choose who can see and edit each file.

Accessibility also includes people outside your company. With io Storage, you can share files and folders with a link to someone inside or outside your company by clicking “Generate Share Link” in the sidebar, which you can then copy to your clipboard.

Files. Any file sharing tool worth its weight will sync files in real time to ensure that no matter who is working on a file, they have the right one.

Cloud Based File Sharing For Small Business

However, ideally you want to have access to older versions of files and know when things have changed (and by whom).

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Has anyone updated the client presentation copy? Want to check out the old design to see if it’s really better? Are there elements from an old version of your product that you want to prioritize for a new release?

Io’s file history tracks all changes to your shared files and lets you restore older versions if needed. This way, even if someone else has changed an important file, you can always revert to an older version if needed.

If collaboration is godliness for modern companies, then organization is right below it. With the multitude of files, documents and projects being processed at any given moment, it’s important that your team stays organized.

The file sharing services we reviewed provide easy and fast ways to organize, search and view files. Instead of spending hours looking for the right file, you can find what you need and start working on it right away.

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For example, in io, you can browse file folders as trees or photo albums as thumbnails, and preview each file online before downloading with just one click.

You never know when you need to access a file, and a file sharing tool that needs to be online to run can be a serious hassle. The tools we’ve reviewed address this problem by offering mobile versions as well as offline access (and instant updates and sync once you’re back online).

One of the most common ways teams waste time is by jumping back and forth between multiple tools. In fact, research shows that even just juggling two tasks at once (like working on a project and then switching to downloading files from a separate tool) causes us to waste 20% of our productive time.

Cloud Based File Sharing For Small Business

The best file sharing tools are deeply integrated with the rest of your work environment so you can stay productive and focused. io is not just about file sharing. It is also a powerful project management tool used by some of the largest companies in the world.

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By using io to manage your project and your files, everything is where you need it and easily accessible, whether you’re running Windows, Mac or Linux.

Finally, you can’t go into life thinking that things won’t go wrong. But when it comes to cloud storage and file sharing, you want to know that your service has thought of every possible doomsday scenario.

While 99.99% uptime is optimal, errors can still occur and data can still be accidentally corrupted or deleted. For added security, your file sharing tool should mirror critical data offsite to ensure nothing is lost, even in the worst case scenario.

File sharing tools don’t just give you an easy way to send files. They become an indispensable part of your team. The 7 Best File Sharing Options for Team Collaboration

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Now that we know the criteria of the best file sharing tools, it’s time to look at the options available. Each of the following file sharing tools meets most (if not all) of the core requirements for a modern team. But this does not mean that all are equal.

Some tools work better for larger teams or on different operating systems. And finding the perfect match will ensure you don’t face any serious headaches down the road. So who is right?

In no particular order, let’s take a look at each one and break down why you might want to choose it.

Cloud Based File Sharing For Small Business

We’ve already mentioned io Storage a few times in this post (and not just because it’s our newest product and we’re excited to talk about it!)

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When we started developing file sharing and cloud storage tools for teams, we knew we were already facing serious competition. So instead of making a tool for each team, we remembered one key piece of advice: if you build something for everyone, it won’t work for anyone.

Instead, we decided to focus on the core elements we care about: speed, security, transparency and collaboration.

When you use io as a project management tool, you get access to powerful features that keep your team productive, such as agile task boards, backlog, sprinting, issue tracking, Git and Subversion hosting , and even customer support dashboard. io Storage integrates with each of these to give you quick and easy access to any file your team needs, no matter what they’re working on.

Next, security and transparency are key elements of io. For file storage and sharing, we have chosen to host ourselves on European servers (for low latency and legal certainty). We also mirror all backups offsite to ensure redundancy and complete protection.

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Finally, io Storage is designed for collaboration by providing full visibility into file history and all changes made, simple ways to distribute files internally and externally, and roles and permissions to protect and control who owns access to your files.

For teams that want peace of mind and integrated access to their files from their project management tool, we believe that io Storage is the best option available.

Want to try io yourself? Start your 30-day free trial and see what it’s all about

Cloud Based File Sharing For Small Business

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