You need to share files with your team. How can you do it efficiently?

One Drive, google drive, Dropbox are some recommended. To just transfer files sometimes I use wetransfer which is quick and easy, and ofcourse free to a certain file Limit.

One efficient and effective way to share files with your team is by using cloud storage services like MS Teams, Google Drive, Dropbox, or Microsoft OneDrive. These platforms allow for easy collaboration, version control, and access from anywhere with an internet connection. Additionally, you can utilize project management tools like Trello or Asana to organize and assign tasks related to the shared files, streamlining workflow and communication within the team.

To efficiently share files with your team: Choose a suitable platform such as Google Drive, Dropbox, or OneDrive. Organize files logically. Manage permissions for security. Optimize storage by deleting unnecessary files. Collaborate in real-time on documents. Regularly review sharing practices for improvements. Consider security, integration, accessibility, backup, and training for optimal file management.

Opt for a shared drive or alternate file-sharing tool with limited, named access for secure collaboration. Implement time-bound access to automatically expire permissions once the intended purpose is fulfilled. This strategy enhances data security, minimizing the risk of unauthorized entry and ensuring confidential information remains protected throughout the collaboration process.

I am currently using cloud storage services like Google Drive or Dropbox. These platforms allow easy uploading, sharing, and real-time collaboration on files. I am organizing files into folders for better structure, making it simple for the team to locate and access what they need. I am regularly updating and syncing files to ensure everyone has the latest version. Additionally, I am utilizing communication tools like Slack or Microsoft Teams to streamline file-sharing within the team, providing a centralized space for discussions and quick access to shared files. Clear guidelines for file naming conventions and permissions are currently ensuring smooth collaboration and efficient file management among team members.

Sharing files efficiently with your team is vital for smooth collaboration. Following are a few ways to achieve the desired outcome: 1. Centralize files in a cloud-based storage platform like Google Drive or Dropbox, organizing them into logical folders with clear naming conventions. 2. Utilize file-sharing features within collaboration tools like Microsoft Teams or Slack to streamline communication and access. 3. Implement permissions and access controls to safeguard sensitive information. 4. Regularly update and maintain your file organization to prevent clutter. Thus, these strategies optimize file sharing, which further on enhances the productivity of a team and collaboration while reducing administrative overhead.

Each company has their methods for structuring Microsoft One Drive to ensure easy access to data based on project names, project phases ( design or construction) and also subphases and packages It is common to have folders related to each design and construction phase within the contract to ensure it is user-friendly and easily accessible, and each discipline can access the data related to him only taking into consideration any governance level that the company needs to enforce on part or all the data

A pesar de la facilidad de busqueda que te ofrecen algunas herramientas, la organización de tu informacion siempre será clave, y la mejor solución será de acuerdo a tu necesidad. Agrupar todos los datos por proyectos funciona bien, luego establecer un nivel tipico de carpeta por diferentes aspectos como: contractuales, planificación, control, seguridad, calidad, administración, etc. Asociando de esa manera la información, se establecerá un orden y se facilitará el acceso. Es común también, que sistemas de gestión estandaricen como registrar los nombres de cada archivo digital, facilitando con ello su identificación, antes de abrirlo inclusive.

- Clear folder structure and naming conventions - Perceived as professional, easy to navigate, and saves time - Messy organization can be seen as unprofessional, frustrating, and time-consuming - Ensures everyone's on the same page and avoids confusion - Lack of clarity can lead to duplication of work, errors, and frustration. - Briefly explain the purpose of the files and any specific actions needed - Missing context can lead to misunderstandings and wasted effort.

One thing I have find helpful is to make a strategy and procedures to customize data storage. Making a clear plan for how we store data is important. Sort data by type, use version control for updates, and guide contributors on where to store files. This helps easily find and manage data

Pour répondre à ce point , il est classique de réaliser un RACI des usagers ( Responsable - Accountable - Consulted-Informed) D’autre part il est recommandé d’avoir 2 propriétaires pour gérer des accès en cas d’absence de l’un des 2

I am with Implementing a RASIC table to manage access, clearly define the types of data and who has responsibility (RASIC) for each aspect. This will normally ensures a structured approach to data storage and access management. " "have to keep in mind confidentially 🤨 and information security"

Managing permissions when sharing files with your team is important. Roles like owner, editor, commenter, or viewer decide who can access, edit, or see files. Features like passwords and encryption keep files safe, and setting expiration dates controls access. Notifications and logs help track changes for accountability. With good permission management, teams can work securely and trust each other.

Esta opción va más allá de solo planificarlo y estructurarlo, pues la herramienta deberá permitirlo y estar alineado a lo que deseamos hacer. MS sharepoint tiene diferentes atributos para ello, crear, modificar, colaborar, leer, son algunos de ellos. Será importante también que logremos establecer quien y cuando regulará los accesos, pues en función del número de colaboradores esta puede ser una restricción importante.

- Set appropriate permissions and access levels - Protects sensitive information and avoids unauthorized edits - Unrestricted access can be perceived as risky and unprofessional - Use password protection for sensitive files - Ensures confidentiality and builds trust - Omitting passwords can raise concerns about data security and privacy - Be mindful of external sharing - Limit external access to necessary individuals and projects -Uncontrolled sharing can be seen as unprofessional and potentially risky.

Optimize storage by regularly assessing and removing redundant or obsolete files. Utilize compression tools for large files and consider converting non-essential files to a more space-efficient format. Encourage team members to archive completed projects or move less frequently accessed files to long-term storage. This practice ensures efficient use of available space and contributes to faster file retrieval.

Effectively share files and optimize storage: Choose Cloud Storage: Utilise services like Google Drive or Dropbox. Compress Large Files:Reduce size for faster upload/download and space efficiency. Use Link Sharing:Share links instead of attaching files to emails to save space. Set Permissions:Ensure proper access controls to prevent unauthorized changes. Organize Folders:Keep cloud storage organized with labeled folders for easy access. Regularly Clean Up:Remove outdated files to prevent clutter and optimize space. Automate Backups:Ensure data security with automated backup solutions. Train Team on Best Practices:Educate on efficient file-sharing practices and storage protocols.

Para reducir la duplicidad en archivamiento o el consumo de datos durante la transmisión; un control de versiones ayudará simplificar la cantidad de registros. Ahora mismo en varias herramientas podemos compartir un link hacia una ubicación específica de nuestro repositivo, inclusive a personas externas a nuestra organización. Una herramienta que engloba todas estas opciones es MS Sharepoint.

- Consider file size and compression - Large files might require specific platforms or compression to avoid download issues.

Pour partager des fichiers avec mon équipe de manière efficace et optimiser le stockage, j'utiliserais des outils tels que Dropbox, Google Drive ou OneDrive qui permettent de stocker les fichiers en ligne et de les partager avec mes collaborateurs de manière sécurisée. Je pourrais également mettre en place une méthode de classement et d'organisation des fichiers, en utilisant des dossiers ou des étiquettes afin de faciliter leur recherche ultérieure. Enfin, je pourrais encourager l'utilisation de compressions de fichiers pour réduire leur taille, ainsi que la suppression régulière des fichiers non nécessaires pour ne pas encombrer le stockage.

For efficient file sharing with your team, consider using cloud-based collaboration tools like Google Drive, Dropbox, or Microsoft OneDrive. These platforms allow real-time collaboration, version control, and easy access for team members. Ensure proper folder organization and permissions to streamline the sharing process.

Couple of tools i have started using recently are 1. Canvas 2. Teams 3. Figma All these tools help us to review the designs and thoughts of team members on real time They help bringing down the time of review meetings and time spent by people in review meetings

Pour partager des fichiers efficacement et collaborer avec votre équipe, vous pouvez utiliser des outils tels que Google Drive, Dropbox ou OneDrive. Ces plateformes permettent de stocker et de partager facilement des documents en ligne, vous donnant la possibilité de travailler simultanément sur les mêmes fichiers avec vos collègues. De plus, vous pouvez utiliser des fonctionnalités de commentaires et de suivi des modifications pour faciliter la collaboration et la communication au sein de l'équipe. En utilisant ces outils, vous pourrez ainsi partager et collaborer sur les fichiers de manière flexible et efficace.

OneDrive and Google drive are two of my go to cloud collaborative tools. I share documents with the team through OneDrive most often, we are able to collaborate on presentations, edit documents, access database/spreadsheets to quickly update. Our IT team is efficient in making sure we have the necessary security protection to make certain we are operating without the fear of anyone outside the organization accessing our files. I also enjoy being able to access files anytime anywhere, which is great when traveling. My recommendation would be to learn to organize files through folders and limit sharing when you need to protect documents. If you don’t organize files and you’re completing a high volume of work, that impacts your efficiency.

Share links - The fastest way to share your work with collaborators is to send them a link. You can copy and share links to files and prototypes, projects, and teams. If they already have access to the team, project, or file they can interact with it based on those permissions. If they don't, the default link sharing settings will determine their access. Example : Figma - A Real-time file collaboration. It helps mitigate “design drifting -defined as either misinterpreting or straying from an agreed-upon design. Design drifting usually happens when an idea is conceived and quickly implemented while a project is in progress.

Assim como em todo processo, o compartilhamento de arquivos em plataformas, sejam elas internas ou públicas, requer monitoramento e melhorias contínuas. Uma boa prática é captar o feedback com sua equipe, questionando aspectos como: • Facilidade de uso; • Ganho de produtividade proporcionado pela ferramenta; • Identificação de oportunidades na gestão das informações compartilhadas; • Experiência do trabalho em conjunto; • Avaliar se a equipe tem novas sugestões de uso. Todo esse processo para identificar melhoria, pode ser feito através de pesquisa ou reuniões recorrentes.

- Gather feedback and adapt - Ask your team about their experience and preferences for future file sharing - Ignoring feedback can lead to dissatisfaction and inefficiency.

While selecting the file sharing permissions, you need to make sure that no violations can take place. For examples, no option for file downloading and being opened from the team members personal laptops. No file sharing with external ppl outside your entity. Opening suggestion mode for others when adding their inputs so that they don’t delete important articles in a document.

Simplify file sharing with your team by embracing collaborative platforms like Google Drive or SharePoint. Organize files logically, creating a seamless structure for easy navigation. Leverage version control to avoid confusion and ensure everyone is on the same page. Establish clear naming conventions and utilize folders effectively. Communication is key, so update your team on changes and encourage feedback. Efficient file sharing isn't just about technology; it's about fostering a collaborative culture where information flows effortlessly. Remember, it's not just about sharing files; it's about sharing a vision. A well-organized digital space is the canvas for your collective masterpiece.

Make sure you remove access if someone leaves the team! I've seen it be forgotten so many times before.. leaving you very vulnerable!

In my experience offboarding of access is never done when it should be. If someone leaves - access should be revoked at the end of the last day they need it. Not the next morning. Why? Because if they can still access files for 12+ hours after they officially finish… what data can they take to help them in their next job/project. Also the use of OneDrive… if you are sharing files and folders etc you are better off using SharePoint. SharePoint is for file sharing/document management/collaboration OneDrive is for your own files - which only you need to access.

1. Cloud Storage: AWS, Google Drive, Dropbox, OneDrive. 2. File Sharing Platforms: WeTransfer, Send Anywhere. 3. Collaboration Tools: Slack, Amazon chime, Microsoft Teams. 4. Version Control Systems: Git with GitHub or Bitbucket. 5. Internal Server or Intranet: For enhanced security. 6. Encrypted Email: For sensitive files.