Everyone is on the lookout for ways to make their workflow more efficient. If your file sharing tool is giving you a major headache and needs improvement., we’ve got you covered. You have enough workday inconveniences to worry about (i.e. spilling your coffee all over your laptop or dealing with a pesky client) without filing sharing being added to the mix. This needs to be the least of your worries and you’re going to need a dedicated tool in order to make your day smoother.
In this article, we’ll highlight awesome tips for making file sharing easier:
Step 1: Finding the right file sharing platform
Step 2: Compressing images
Step 3: Share only finished products
Step 4: Organize and create shared folders
1. Find The Perfect File Sharing Platform
The key to eliminating file-sharing stress is making sure you’re using the right platform– and for most people, that means choosing cloud storage that makes file sharing simple. Taking the time to find the perfect platform sets you up from the beginning too have the best experience possible.
What does the ultimate file-sharing platform look like? Glad you asked– when choosing a file-sharing platform for your professional needs, make sure you choose one that allows you to:
- Share any kind of file you might need to share
- Update in real time to keep your whole team in the loop
- Control the security of what you share with advanced features like password protection
Share Any File With Anyone At Anytime
In order for file sharing to be stress-free, you’ll need to find one with top-notch features. The first necessity is the ability to share any file or folder easily, with anyone at any time. Sounds awesome, right? You want a tool that can send anything just by sharing a link so you have time to spend on other projects– like cleaning up that spilled coffee we know happens once a week. A platform that allows you to send anything – from photos and videos to zipped folders – is ideal so there is no need to worry about size limits.
The Power Of Real-Time Updates
Another feature to be on the lookout for is receiving real-time updates on your shared files. Wouldn’t it be perfect to see who’s added, edited, deleted, renamed or moved files? With this feature, there’s no need to track down who’s accidentally deleted something or who still needs to make edits. The capability to see any changes made can also help you stay organized and on the ball.
Take Control Of What You Share
The final feature that would make the whole package is having the ability to control what you share. Choose who has permission to access a folder in order to edit or view-only. Make a file only accessible via a password that way you don’t fall into hands of the wrong person.
2. Compress Images
It goes without saying that your images need to be high-resolution and crisp. However, this comes at a price. Large, high definition images can have huge file sizes, making them difficult to upload and share.
Another way to make file sharing is to reduce the file sizes of images and other large files through image compression apps. For example, when it comes to images, these tools remove unnecessary, hidden data like additional color profiles and data about where the photograph was taken. Image compression provides a quick and easy way to reduce file size without losing any image quality.
The best part? You can find free online tools that can compress pretty much any file type you may be working with via a quick Google search.
3. Share The Best Version
Have you ever had someone send a whole slew of files that are slight variations of the exact same thing? If yes, then you know how much this sucks unless you’re the guilty one. I don’t know about you, but I know I wouldn’t want to sift through a billion files to find the best one, nor do I want to waste the time sharing a billion files. Choose only the finished products or the best version to share.
4. Organization Is Key
Cloud-based content collaboration is an excellent way to keep everyone in your team on the same page. Unfortunately, no matter how carefully you pick your file-sharing solution, things get messy when 35+ very similar files are stored in one central place. Take the time to filter through your current files and focus on the things that matter. Once you choose the best file, organize them so each team member can see where everything is located.
Sharing Is Caring
If you haven’t created the ultimate king file and desperately need help, then create a shared folder for those 35+ files for your team to help you narrow them down. This is a great option for any file-heavy work you’re doing. Since the right file-sharing platform makes it easy to manage each team member’s access to the folder’s files and subfolders, you can get input from your entire team without sinking a lot of time into sharing individual files. As I mentioned above, real-time updates mean that any edits you or your team members make are automatically visible to other members as well.
Generate Groups Ahead Of Time
Create relevant groups for projects so you know who to add to a shared folder every time. For example, you may have a folder for PR outreach, lead gen, or social media. Add a list of members and invite the whole group to your shared folders. It’s a simple one and done process.
File sharing can make or break your workflow. That being said, you’ll need to find an easy-to-use platform designed to make your day better and reduce busywork. Find the perfect platform that’s the whole package with fancy features you never knew you needed in your life. Once you find your star platform, take the time to compress your images, get rid of unnecessary files, and organize folders to improve collaboration efforts. Now you can go back to cleaning up your coffee and you can thank us later.
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.