As our workforces become more mobile with hybrid and remote working models, keeping those business files in a filing cabinet in the corner of the office or saved down on a PC in company HQ is no longer the most efficient or secure method of storage.
The new need for multiple users to be able to gain access to files from different locations, often at the same time has created a real business need for robust and reliable sharing and storage platforms. With the remote workforce often accessing important business documents, folders and systems from multiple devices, the need for cloud systems and storage is greater now than ever before.
Why are we moving to the cloud?
There has been a noticeable shift in the way that business need (and in the main prefer) to work, following the recent Covid-19 Pandemic. According to Cloudwards, 94% of all enterprises use cloud services. Cloud storage is a subscription based SaaS (software as a service) that securely stores all digital files of a business on a remote server, providing instantaneous access from any location as long as the user has an internet connection.
Remote working and hybrid working has become the most popular way to complete our day to day tasks. With employees no longer being chained to their desks, and often spending some time working from the comfort of their own home, it has been important to find new ways to share important office files and documents seamlessly and quickly, on a daily basis.
Gone are the days of spending hours looking for files to send via email or scanning in documents that have been signed by hand. These long-winded tasks have now been replaced by instant file sharing at the click of a button, with users being able to simultaneously edit files at the same time and collaborate effectively on presentations or spreadsheets without the need to be on the same device or in the same location.
Using Microsoft 365 as a digital sharing platform in the workplace
A popular cloud file sharing software adopted by many workplaces is Microsoft 365, with multiple apps and file sharing systems – you can ensure that your entire workforce is collaborating on the same platform. Microsoft 365 provides a central hub with easy access to all required information, that is securely stored in folders with different teams and access levels. Not only can users of Microsoft 365 utilise all of the apps to create their documents, they can also use apps such as Microsoft Teams to host video meetings and chats with other employees, allowing collaboration to happen digitally, no matter where they are working from.
Microsoft 365 includes all the well-known Microsoft apps that are associated with workplace tasks, such as Microsoft Word, Microsoft Excel and Microsoft PowerPoint.
What are the benefits of using Microsoft 365?
Access files anywhere – 365 allows organisations to store all of their files in a central cloud that can be access from anywhere, on any device, whether that be a PC, Mac or mobile … all that is needed is an internet connection.
Secure Storage – Microsoft 365 incorporates robust security measures to ensure that
no unauthorised personnel can access your files, even if they happen to get hold of a company device. Threat detection and anti-malware ensures that any potential threats are identified and stopped immediately.
Improved Communication – Microsoft 365 provides users with tools to communicate via email, instant messages and video calls with Microsoft Outlook, Skype, Microsoft Teams and Yammer to name a few. Microsoft Teams is particularly useful for the remote workforce as you can host video calls and utilise an instant messaging function where comments can be added and files uploaded at the same time, which is useful for cross-department collaboration and when co-authoring documents.
Centralised Collaboration – Share mailboxes, calendars, contacts and even edit documents in real time from different locations, to ensure maximum productivity and delivery of tasks to deadlines.
Seamless File sharing with Microsoft SharePoint – Microsoft SharePoint allows all users to share and manage content, collaborate on documents, quickly find information and seamlessly work together to get the job done. Implementing SharePoint in the workplace can speed up file sharing and teamwork and can be an affordable and beneficial way to move towards a more digital workplace.
F1 Computer Services offers a range of Microsoft 365 training courses for all knowledge levels and abilities. Perfect for training up your teams on a new collaboration tool or office application.