Shaping the modern workplace with digital content collaboration

Collaboration is driving the future of business

Collaboration. Simple to say, a little harder to do.

Combine managing the egos with scheduling meetings across time zones, add in version control management, and it’s already complicated. Is it a ‘Mac to PC issue’? No, we don’t know either.

Yet, from co-creation to innovation, remote working to CX, collaboration is driving the future of business. Two heads are better than one, and six are even better when you’re smashing silos, working across teams and creating the tech enabled, customer centric, digital nomad powered future.

These new ways of working require access to technology developed specifically with teamwork in mind. Such as Dropbox, designed with multiple layers of protection across a distributed, reliable infrastructure, and which has now repositioned itself as a hub for workplace collaboration to become a collaborative canvas — a flexible, connected framework for workplaces to digitally share, organize, track and progress the work of a team.

Management of big heavy data files

With the ubiquity of digitization, there’s an expectation that information should always be available — anytime and anywhere. Digital content collaboration tools allow teams in various locations to work together in real-time, vastly increasing productivity and agility. They remove the need to be physically in the same room to alter documents, and reduce the reliance on email. Versioning creates the kind of accountability that engenders trust, democratizing process and encouraging collaboration.

Gone are the nightmares over remote file access, expensive server bills and desperately seeking wifi to connect your laptop. In, are ‘on the go’ access via mobile or tablet apps, storage size packages for every need, and the peace of mind that comes with robust data security.

Cloud storage works as a network of connected data servers collectively used to share and access your files across devices. This means that business owners and users can easily store, access, and protect their data via the internet. Any file can be uploaded and accessed from multiple devices, and data is backed up in a safe, offsite location - making disaster recovery straightforward.

For instance, one account supervisor at an advertising agency Dropbox spoke to, was spending thousands each month shipping DVDs of work around. Not only did the team spend a lot on shipping costs, but each envelope needed to be prepared and tracked. “A couple of years ago, a courier invoice for all the shipping we did over a four-month period would be hundreds of thousands of yen. We frequently do photo shoots and have to send clients 20-30 high-res files at a time — each of which is 200-300 MB. [Cloud storage] makes it easy to manage the big, heavy data every day. We just send links to our clients, and they immediately get what they need.”

The ease of using this technology not only means seamless interaction between agency and client, it also gives the agency more time to do great work. Deadlines no longer have to be compressed to encompass DVD shipping time, permitting the creative teams more time to spend on idea development.

The account supervisor also valued the ability to check and edit work on the move. “If you’re commuting to and from work, you can quickly pull up work files from your account. I’ll often check on projects using the mobile app and send links to colleagues before I even reach the office.”

Make your team communication transparent and accessible

A media company Dropbox spoke to switched to cloud storage after an acquisition. A process audit highlighted a need for greater visibility of project data and better file accessibility for its workforce. The company challenged itself to move away from traditional file-sharing methods like network drives, email, and paper printouts to support remote working employees, without compromising on security. The mobility strategist interviewed explained their use of security plug-ins to bolster data protection and outlined how collaboration tools are helping their business. “[Cloud storage] has allowed us to redefine many content workflows and how we collaborate. The ability to make comments within a file, and tag other team members in a document is amazing. It’s definitely a next-level collaboration tool for us.”

And those collaboration tools work for businesses with complex needs too. A rapidly growing technology company deployed cloud storage to support its global expansion and enable remote access to files. The Global IT services manager described the challenges they faced before using cloud services. “Remote access was an ongoing issue, especially for our sales team. They would try to pull information across the VPN using 3G hotspots. We started running into so many problems trying to sync documents and keep versions straight.” In addition to connectivity and versioning challenges, Mac users, who account for 35% of the workforce, were encountering OS conflicts when trying to use the VPN. Switching to a cloud computing platform helped relieve pressure on the IT team and remove barriers to collaboration which were slowing down the rate of business expansion. “Our marketing teams can get to the promotional templates they need; our sales reps have access to the right customer presentation files [ensuring] everyone is on track to help grow the company."

In this new connected, dispersed and ‘always on’ world, secure and effective cloud storage linked to collaboration platforms are transforming the way people work together. Enabled by tools designed for today’s world, collaboration has never been so easy.

This is a sponsored post for Dropbox. All opinions are my own. Dropbox is not affiliated with nor endorses any other products or services mentioned.

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