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What is file sync and how could your business use it?

File sync is a way for your business to easily access files and to see any changes immediately. It is one advantage of cloud computing and enables your personnel, no matter where they are, to work from the most recent versions of images, text, video, graphics and even music.

With this technology, you can recruit a remote workforce in different time zones, boost productivity, offer employees more flexibility and convenience, and turn around work quicker and with fewer errors.

Here’s a look at why all of the above items are achievable with file sync.

Time savings

With file sync, you no longer have to stress over whether you’re working from the most recent version of a file. Nor do you have to call five colleagues working on a project to ask if they made any changes.

Whatever you’re working on will be the most recent version of the file.

In addition, you should be able to see who made what changes and when, and access older versions of the file without affecting its current state.

More efficient collaboration

Many programs allow you to work on a file in real time with other colleagues and even see who is doing what. This comes in especially helpful when each of you is responsible for your own portion of a project saved on one file.

Work on multiple devices

There’s no need to be tied to a computer any longer.

For example, you’ve probably started a paper or presentation on your desktop, and at some point, worked on it using your laptop, tablet or cellphone—maybe all three. Without file sync, this process can be tedious. It involves a lot of emailing, downloading and transferring. And there’s always a chance you’ll mistakenly work from an outdated version.

With file sync, all you have to do is open the file no matter which device you are on and start working. The only requirement is to have internet access.

Financial savings

File sync saves your business money in several ways, including the following:

  • Less office space needed (because you may have more employees working out of the office or remotely)
  • Fewer overhead costs and fewer costs of doing business (due to less office space needed)
  • Less local file storage space is required (because file sync is done via cloud computing)

There are also indirect savings through improved employee efficiency. 62 percent of your employees may be more productive working outside of the office, according to Softchoice.

Fewer errors and quicker turnaround

Employees access the same version of a file no matter how many devices have been included and how many revisions have been made. You’re able to see who made changes and when. In the big picture, this leads to fewer errors and happier clients.

The data in the file is simply more trustworthy. For example, file tampering or employee manipulation of information is much harder to do with file sync because there’s history of the changes.

Along the same lines, employees can turn work around more quickly when they’re able to work across multiple devices and from multiple locations. This can be especially nice, even necessary, in industries where clients expect immediate responses.

The importance of secure file sharing

There is, however, one critical thing to keep in mind—file sync should be secure.

Some ways to ensure proper security include smart password management, encryption and two-factor authentication. Your workplace also needs a good BYOD policy and guidelines on using public Wi-Fi networks.

Additionally, only grant employees access to the files they need to do their work. It’s not necessary (and could be risky) for someone in project development to have access to the same files the accountants have access to and vice versa.