6.3 Exploring digital file sharing
In the case study, you will note that we communicated and collaborated successfully, in part due to our approach to file sharing and storage. For organisations to operate successfully and efficiently, developing capabilities and ways of working with documents is essential. It is an area that can often lead to poor practice, and this has a hidden cost for organisations not just in terms of financial cost for having to have the server space and infrastructure, but also time: if you can’t find a digital file, you either lose time finding it or having to duplicate it. There is also a risk of poor version control, loss of a valued piece of information and asset, the need for security and keeping digital files safe and an impact on your digital carbon footprint.
Activity 22 Good working practices for collaborative file sharing and storage
In the case study, collaboration was effective as the approach to file sharing and storage had been agreed in line with the organisation’s policies. When hybrid working, it is essential that you have good processes and systems in place to ensure all members of the organisation have access to the information and data they require to do their roles, and to ensure that all are working in a safe and secure manner.
Read the following article, ‘Make collaboration painless with these 11 file sharing best practices’ [Tip: hold Ctrl and click a link to open it in a new tab. (Hide tip)] (Hogan, 2020), and then consider the tools and systems you use for file sharing and storage. Explore your organisation’s resources and policies for usage of these. Then make notes on anything you may do differently or areas in which you would benefit from developing your knowledge and understanding further.
Data management is important, and you are encouraged to review the sections in the Hybrid working: skills for digital transformation and Hybrid working: organisational development courses within this collection to explore this topic further.