We’ve had to adjust to a lot of things since 2020, not just endless Zoom calls. The move to hybrid and remote work teams in the workplace has brought to light some of the significant problems associated with the current file-sharing and management systems. File sharing issues brought on by dispersed workers and teams in various places can seriously impact businesses that lack an intuitive file management or DAM (digital asset management) system.
Because of this, a lot of digital organizations, including those in the media, advertising, and other creative teams, have already moved their digital work to file management or digital asset management platforms. From 2020 to 2026, the global market for file-sharing software is anticipated to expand at a 26% CAGR. Remote workers need a simple way to collaborate at any time and from any location, and there is a solid reason to believe that we will always use a hybrid model.
File sharing issues were commonplace, and file management was a regular hassle even before the pandemic. What ought to have been a straightforward procedure was frequently disjointed, perplexing, and time-consuming. However, successfully mitigating file-sharing problems is now a crucial corporate task. Rightfully, businesses are rushing to streamline their processes in an effort to make file management and sharing among their workers as simple as it can be.
These are five of the most significant file-sharing pitfalls and our suggestions for how to fix them:
- Cost per Seat
Platforms with “per user” license fees can quickly get expensive and cause teams to become disjointed. Budgeting for growth can be challenging with pricing arrangements like these. Those who are regarded as “less deserving” of a license are frequently denied access to a crucial instrument for conducting business. Making sure that people can access the files they require to perform their jobs is the main goal of file management and sharing. Businesses that adopt a per-user licensing model risk failing to unite their internal and external teams on a single platform, leaving assets inaccessible, misused, or worse, not used at all.
What can teams do to consolidate all stakeholders on a single platform when per-user license costs make it too expensive?
Using a cloud-based platform for managing and sharing files that supports limitless users under a single plan is the best solution to this problem. This not only helps teams become more efficient and structured, but it is also more cost-effective. This is particularly true for platforms that permit the formation of an endless number of teams and customized roles.
- Granting User Access
Every time an employee departs or enters the firm, platforms with conventional file structures and limited permission management features necessitate the creation of new folders and duplicate files. This procedure is continually used since it is unable to create user teams. Conventional file management systems frequently ignore storage constraints. It’s possible that an external user won’t be able to get or view their files frequently if they’ve run out of storage.
Accessibility is important when choosing a cloud file-sharing and management platform since it ensures that everyone who needs to access their files can do so whenever and wherever they are needed. Without it, issues with file sharing may occur. In contrast to forcing users to handle several links and platforms, the best software for storing and sharing data should direct users to the files they require.
- Complex Folder Structures
Teams may struggle to locate the files they require and may encounter many file-sharing issues as a result of traditional folder systems and unstructured file names. Who hasn’t encountered using the wrong files, completely deleting valuable information, and, frequently, never even finding the file in the first place?
It is frustrating and time-consuming to go through multiple folders just to fail to find the file you’re looking for. It should be quick, simple, and painless to find files. Finding what you need fast might be challenging if you use a system that relies on a conventional folder layout, especially if the folder structure is complicated.
Folder-based file management has certain limitations. Therefore, choose a cloud file storage and management platform that allows you to store single files in many locations and allows users to add keywords, tags, and other metadata to make them easier to locate with visual search and filter. This is better than having the employee determine which directories a file should go into.
- Storage Area Blocks the Way
File type and size restrictions can be problematic when sharing files, especially when trying to transfer large files. When the stakeholders you share files with cannot do so because they are out of storage space or lack access to the platform where they are being stored, the problem may get even worse.
Due to storage limitations, businesses frequently have to use numerous platforms to store and exchange their files. Files can easily become fragmented as a result of this approach, becoming lost in lengthy email threads, several desktop folders, and, worst of all, on hard drives. The last thing your team wants is operational inefficiencies and creativity-stifling storage space limitations and file-sharing issues.
Teams can be more effective and productive by finding a cloud file-sharing and management platform that is independent of your clients’ or stakeholders’ storage space. Utilizing a platform that permits unlimited team growth is ideal if you want your teams to scale without stress.
- Complex File Names
If you think about it, trying to find files based solely on their names is absurd. It may be difficult to locate or recognize if only the file name is searchable and the file name is the original. One of the most frequent causes of people being unable to find their files is confusing file names. Efficiency, inventiveness, and passion for work can wane when the only alternative is sifting through folder after folder in the hopes of discovering what you’re looking for.
Using a cloud file storage and management platform where you can alter or amend file names and add descriptions and tags to help users search is the simplest way to get rid of “folder fatigue.” Your chances of finding the files you need fast will increase if you select a platform that lets you filter by additional metadata like file type, upload date, file extension, file owner, and more!