File Sharing & Its Importance In Modern Organizations

It doesn’t matter what industry or sector you belong to. Teamwork and collaboration are key to delivering desirable results and achieving business goals.

In business, there are several ways that collaboration is used, and one of the most prevalent ones is file sharing. You can share files in several ways, including emails, cloud systems, organizational servers, etc. Continue reading to learn about how to share files and their importance.

What Is The Meaning Of File Sharing?

File sharing is the private or public sharing of folders or files on a computer to another computer or digital device. Files or folders can be shared outside of a network via removable media, email, etc. However, sharing files within a company typically means sharing files on a network.

Thanks to file sharing, people across the company can access and use the same file data. They can edit and collaborate on the same files and ensure project progress. Depending on access permission, people can make modifications and alterations to the files.

How To Share Large Files?

You can share files via email. But most email servers limit the size of the attachments. For instance, Gmail allows a 25MB file size. So, what do you do if you need to share large files? Here are the best ways:

Use FTP

FTP (File Transfer Protocol) is an efficient way to transfer files between computers. It is also an effective solution for sharing them with someone else or uploading files to a website. The process may seem complicated, but you can ease the process by installing a user-friendly FTP client.

For instance, Macs come with an in-built FTP tool. You can connect to FTP on Mac by opening the System Preferences app > Sharing > clicking the File Sharing box and choosing Options > selecting Share Files and Folders Using FTP. Alternatively, you can use dedicated FTP software, such as Commander One.

WeTransfer

WeTransfer is an online service that allows people to share large files over the Internet. However, if you use the free version, the file size is limited to 2GB.

To share files, you need to upload the file on the WeTransfer website and enter a destination email. Then, you can enter a title and a message. Send it.

Other methods to share large files are using a VPN, compression software like 7-Zip, or copying the files to a USB flash drive.

The importance of file sharing in modern organizations

Ensures Seamless Collaboration

Storing and sharing files online ensures seamless and smooth collaboration. You can instantly share files with your colleagues and avoid unnecessary delays. Furthermore, you can instantly access the files from anywhere and collaborate with your colleagues in real-time.

After the pandemic, it is clear that remote working is the way to go. Hence, storing the files in a physical location means creating obstacles on your way to creating a great team at your workplace. The team can work from anywhere if files are shared easily between devices. They don’t need to be physically present in the office to collaborate on a project. This helps in enhancing the efficiency of the entire organization.

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It Makes It Easier To Manage Projects

Managing projects from anywhere is easier with online file sharing and collaboration. Even if you are working with a remote team, you can create a productive work environment where every team member has access to the same data.

The team members can follow the project’s progress, make changes and meet the deadline.

Cuts Down In Business Costs

One of the most significant advantages of file sharing is that it has granted modern businesses solutions to cut down on administrative costs. In addition, thanks to the ease of file sharing, it has eliminated the need for organizations to invest money into creating alternate storage solutions.

Therefore, organizations don’t need internal servers or hard disks to store information. Instead, they can simply upload them to the cloud and share them on the business network. People can also share files with each other to access the same data.

Increases Business Security

Today, one of the biggest challenges faced by modern organizations is security. You will be surprised to know that online file sharing can minimize security problems and prevent problems from arising in the future.

Since the files are shared on a web-based platform or via FTP clients, the sender has the exclusive right to grant access to the files to others. Moreover, you can encrypt the files before sharing them for added security.

Conclusion

File sharing is one of the best ways for modern organizations to collaborate and improve productivity. It levels the playing field for small and large companies, allowing them to be more competitive. Furthermore, file sharing helps in managing projects and improving business security. You can use different methods to share essential files or folders, including FTP, VPN, WeTransfer, etc.