4 Ways to Manage Your Organization’s Files Better for Remote Employees

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Remote Employees
young business woman working at desk typing on a laptop in office and drinking coffee.

As remote working skyrockets worldwide, plenty of businesses are looking for ways to accommodate the unique needs of employees who are not based in the office.

Streamlining access to mission-critical data is high on the agenda as a result, but achieving this is not always straightforward.

To improve your chances of success, here are a handful of ways to wrangle key files effectively in the age of remote working.

4 Ways to Manage Your Organization’s Files Better for Remote Employees

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Making files readily available on mobile devices

Implementing solutions for mobile content management is a must, because of course working remotely is not always done on traditional laptops or desktop computers, but often relies on the use of smartphones and tablets, which have their own OS ecosystems to encompass.

Your choice of mobile CMS matters particularly because of the limitations of portable devices. If files are not displayed correctly, or are difficult for users to interact with, then collaboration and productivity will both be stifled, so opting for a specialized solution as your remote working teams grow is sensible.

Embracing cloud storage

Another facet of remote working culture is that connecting to internal IT resources is more of a challenge, and could throw up all sorts of issues, ranging from connectivity performance to compatibility and beyond.

This is where migrating away from on-premises storage for important files and instead using cloud-powered platforms in their place is really the only way to go for forward-thinking organizations of all sizes.

Smaller businesses can take advantage of freely available platforms like Google Drive and DropBox, and migrate to their paid-for packages further down the line if they need to. It is this affordability, as well as the flexibility, of cloud storage which makes it easy to recommend for unfussy remote file access.

Ensuring security

Offering convenient access to files for remote employees is all well and good, but unless you do so securely, you could be putting your business at risk of suffering a breach, which would be bad for your reputation as well as seriously disruptive to everyday operations.

Implementing a secure password policy for workers who are both on-premises and working remotely is a must, both for in-house IT resources and any third party, remotely hosted file storage solutions that you harness.

Likewise it is not only more convenient to encourage employees to not share files via email, but also good from a security perspective.

Avoiding data loss

While your security measures will stop malicious outsiders from exploiting important files, it is also necessary to recognize the risks posed by remote employees themselves, especially with regards to how they store, transport and use data.

Most importantly, steer clear of allowing the use of USB thumb drives, as these are the most easily misplaced type of storage, which could quickly lead to significant data loss, even if team members are predominantly working from home.

You will need to find a file sharing strategy that works best for your business and your budget, but even making small changes will have a big impact.