The digital revolution worldwide is growing at an increasingly rapid pace. This has led to an ever-evolving need for secure external file-sharing solutions that provide enhanced scalability for performing numerous business tasks. As projects become more complicated and require a higher number of stakeholders, traditional file-sharing platforms (such as email attachments) do not meet business requirements.
External file sharing solutions are thoughtfully curated to provide a secure, highly scalable, and feature-rich platform that is quite simple to leverage. Different stakeholders, vendors, and clients can effortlessly share and transfer large files. As you scroll further, this blog will help you understand the necessity of external file sharing solutions, their advantages, and key attributes to consider when selecting the tool.
Necessity of External File Sharing Solutions:
External file-sharing solutions are crucial, as they help stakeholders collaborate effectively on various projects to complete them on time.
1. Helps to increase security:
External file sharing tool offers a robust and secure platform for transferring documents, thereby safeguarding confidential data from unauthorized access.
2. Allows teams to collaborate on project tasks:
Stakeholders can easily access the documents and share them with other team members in real time, thereby automating workflow by collaborating on project-related tasks simultaneously and minimizing the chance of human mistakes.
3. Helps to enhance scalability in the system:
External file sharing solution makes it easier for growing companies to perform tasks faster because this tool effectively supports large-sized documents. In this way, companies with large-scale projects benefit from such a solution.
4. Decreasing the costs:
External file sharing tools help you get rid of expensive FTP (File Transfer Protocol) sites, email attachments, and other traditional options of sharing and transferring data.
Advantages of Using External File Sharing Solutions:
There are various advantages of leveraging external file sharing platforms, such as:
1. Helps to boost productivity:
One of the best advantages of an external file sharing tool is facilitating stakeholders to share and access documents at warp speed, thereby decreasing downtime and boosting productivity instantly.
2. Streamlines collaboration:
Allows stakeholders to collaborate on numerous projects simultaneously and receive feedback in real-time. In this way, team members can work on the project file together with other team members, which helps reduce errors and deliver projects on time.
3. Boosts security:
External file sharing tools are diligently designed to safeguard confidential data from any unauthorized access, thereby decreasing the occurrence of data breaches, theft, malicious activity, and cyber attacks.
Key Characteristics to Check for External File Sharing Solutions:
While zeroing in on an external file sharing tool, it is essential to consider the following attributes:
1. Security is important:
The tool must integrate security options such as encrypting the key while transferring data to other team members, restricting file accessibility to authorized personnel only, and regular auditing of file activity.
2. Must be scalable:
Tool must be designed in such a way that it supports large documents that include voluminous information and data. Large-sized industries can efficiently utilize this tool for their bigger projects.
3. Simple to use:
Another important factor to consider when choosing an external file-sharing solution is a simple user interface that is easy to grasp for stakeholders. This further reduces the learning curve, allowing stakeholders to effectively access and transfer files to team members.
4. Simple to integrate and merge with other tools:
It is crucial to select a file-sharing tool that allows for seamless merging with other software, such as project management software, and other relevant applications used by the enterprise to automate workflows.
5. Easy to customize:
One of the best features of any solution is its ability to customize workflows according to the business’s requirements. This eventually allows admins to manage file access and file transfer activities.
6. Easy to access using a mobile:
When it comes to a Gen-Next tool, it must have a mobile-first approach. This enables stakeholders to check files from anywhere with just a few clicks.
4 Best Feature-Rich External File Sharing Solutions:
1. ShareFile tool:
Functioning on a cloud platform, it allows secure file sharing and file transfer options for teams.
2. Dropbox Business tool:
A future-ready cloud-powered platform that is easy to merge with current software and tools used in the company. It helps to transfer files securely.
3. Microsoft SharePoint tool:
Backed with cloud technology, this tool also helps enterprises transfer large files with ease and enhanced security. It is easy to integrate with various Microsoft systems and is best suited for large-scale projects.
4. Egnyte:
One of the best external file sharing platforms that allows stakeholders to share documents and files securely, and can be integrated with other project management software.
Best Practices to Consider for Executing an External File Sharing Solution:
- It is crucial to thoroughly evaluate your business requirements to understand the types of files transferred by different teams and the total number of stakeholders within the enterprise.
- According to your business needs, research top-notch external file sharing solutions and choose the one that effectively meets your business goals.
- In the next step, you must deploy the tool, keeping in mind that it efficiently integrates current tools used by the company for automating project tasks.
- You must provide training to stakeholders to help them grasp the working of the file-sharing platform.
- You can consistently review and analyze the solution and accordingly fine-tune the software to make it hassle-free and scalable for stakeholders to allow them complete project tasks without delays.
Closing Thoughts:
As the digital transformation continues to expand, more and more companies will require the high-functioning external file sharing solution. Organization must research about various tools and single out the best one that fits in their budget and provide better return on investment. Moreover, it is also essential to consider the salient features that are must-haves in the tool, as well as good practices to follow for the proper implementation of the file-sharing solution. It will eventually help in streamlining project tasks.
