A digital professional landscape and mobile workspaces make efficient file sharing a vital part of work. Many times you share files with external parties and clients, so following these best practices helps cut down on confusion, questions and inefficiencies.
- Send a link, not a large file. Sending a massive file within email eats up precious data and storage on mobile devices. Any edits require a return of the large file, which can often snowball with multiple authors. One clean link that can be referenced at any time creates more efficient communication.
- Pre-register recipients for secure files. When sending secure files that require registration to access (mostly for regulated industries and sensitive information), consider registering the recipients prior to hitting send. This eliminates any hesitation or resistance, and it’s a thoughtful gesture that ups your customer service game.
- Organize your files. Nothing is more maddening than receiving a folder, only to search through hundreds of files to find the exact one needed. Let subfolders and naming conventions be your friend!
- Use a file-naming convention. A file’s name should be indicative of the content and purpose of the file. When looking through image files, iStock_0383845.jpg means nothing but customerservice_blog_header.jpg gives clues that this was the image used for the blog on a customer service post. More importantly, files are searchable with more optimized, descriptive names.
- Co-author within the app. There is no greater time-suck than tedious back-and-forth file sharing and merging changes. ShareFile allows Microsoft Office 365 and ShareFile customers to co-author documents online right within ShareFile. Any changes save in real-time without the need to resend the link or file.
Thankfully, ShareFile allows me to do all of these things with ease. If you’re interested in seeing how ShareFile can help streamline your file communications, check us out with a 30-day free trial.
What are your best practices when it comes to sharing files both internally and with customers?