Contact us anytime to know more — Kuldeep K., Founder & CEO CISIN
The team members can edit and view the documents from anywhere, at any time - even when they're working together.
All team members can see the changes as they happen. Changes are also saved and synchronized so that everyone has the same version. Confusion that can result from attempting to merge files or multiple versions of documents can be avoided with Cloud collaboration.
The benefits of cloud computing and collaboration technologies are growing rapidly, and this has many benefits for remote workers and hybrid teams.
It allows teams to achieve their goals and work together without having to be physically present in the office.
In a recent survey, 86 percent of respondents believed that a lack of collaboration was the reason for projects to fail on which they worked.
Cloud collaboration services are becoming more popular. The global enterprise collaboration market is expected to reach 48.1 billion in 2024. We'll look at some of the other benefits of cloud collaboration.
Cloud Collaboration Benefits
Cloud collaboration can help to create a sense of community through teamwork. It also increases productivity and encourages creativity.
This method helps to ease the transition from a traditional workforce to a remote one. This is due to the benefits associated with reducing overheads for the company, minimizing the environmental impact of commutes, and improving the work-life balance of employees.
Improves Organizational Workflow
Cloud collaboration increases productivity by helping teams to work more quickly and efficiently. This is also ideal for flexible scheduling, as tasks can be distributed between colleagues with different working hours or in different time zones.
Cloud storage allows everyone to have easy access and share documents from anywhere at any time. It reduces the time that is spent waiting for decisions and information.
It's also unnecessary to send the updated versions to coworkers.
Increased Communication And Participation
Communication is key to a successful project, particularly in the case of a distributed team. Cloud collaboration encourages greater employee involvement since all team members have equal access to files.
Cloud-based solutions and collaboration softwares allows colleagues to work together and communicate simultaneously.
They can also use real-time annotation and group chat functions to communicate with each other.
Accessibility Of Files
Accessibility is the biggest benefit of cloud platforms. The ability to edit and share files is easy, regardless of whether the worker is at the office, home, or on the road.
Cloud solutions allow for large files to be shared and stored easily. In business, video and audio files are used more often. However, most email servers can't handle documents bigger than a few Megabytes.
This can lead to delays and disrupted workflow.
Cloud computing services also eliminate the worry of losing important data and documents due to mistakes or security breaches.
The files are automatically backed-up and can be retrieved in case of disaster.
Real-Time Updates
The changes made to a document are visible in real-time, and everyone can access them. There is no "latest version" but only one version that all team members are working on.
To make collaboration platforms even more convenient, they have a system that sends an alert to all participants when a file is modified. It keeps everyone up to date with the latest developments and makes sure that all colleagues are on the same page.
Better Brainstorming
Brainstorming can boost creativity and innovation, but it's difficult when you have to do it across the country or the globe.
Cloud collaboration software allows team members to instantly communicate their ideas through real-time chats, video conferences, and comments.
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Tips For Successful Cloud Collaboration
Cloud solutions are available to businesses today, but they don't always guarantee success. There are many tips that can help you maximize its potential.
It is important to prepare your team for the cloud collaboration transition. You should invest in training for end users to make sure they are familiar with the new tools.
Organize Teams
Getting organized is the first step to making cloud collaboration work in your business. To ensure employees have access to and can contribute to shared materials, the online workspace should be managed in the same manner as a physical office.
Encourage all team members to let the rest of the group know their availability hours.
Delegate Tasks
Team leaders must be confident in assigning tasks to individual members and set deadlines and expectations. You can assign tasks to people and tag them so everyone knows what they are doing.
Centralise Communication
A single cloud-based application is the best way to stay connected, especially for remote workers who work in different locations.
Unified messaging systems allow everyone to easily keep track of conversations, search for information, and solve any issues that may arise.
Visualize Data
It's difficult to understand the growing amount of data analytics that companies have to manage. Visualizations such as charts, graphs and infographics give the team an immediate picture of what is happening.
This helps them to identify trends and better understand the data.
Promote Transparency And Accountability
Transparency and accountability will become the norm when everyone has access to all communications and can see their coworkers' contributions in a shared document.
This allows the whole team to feel more engaged and helps build trust between managers. When setting goals, managers should be specific and clear, and team members should not hesitate to bring up questions, concerns or ideas.
Cloud computing, just like any other internet-based technology, is not without its security risks.
This is especially true for the public cloud. IT departments can monitor potential issues while employees are on the lookout with the assistance of transparency in working practices.
Accountability should also be a keyword for data centers. Everyone must be familiar with the regulations in place and follow best practices when using data. Remote work has become more common.
Prior to the Coronavirus outbreak, 62% (of employees aged between 22 and 65) worked at home. This trend will only intensify.
Over 75 million Americans are estimated to be able to work from home. This is 56% of all the workers. Coordination of decentralized employees is not without its challenges. There are many technological tools that can make it easier to coordinate your remote workforce than if they were all in the same place.
These tools could make communication easier.
G Suite
Let's start with the most popular and well-known communication tools. Google's communication tool is omnipresent.
They're also free. You can also use them on any platform. You only need a Google Account, which almost everyone has these days. G Suite's ease of use is important because so many users are familiar with Google.
It removes one of the biggest obstacles to adopting cloud-based tools.
G Suite is a comprehensive suite. The G Suite has everything you need in terms of word processing, spreadsheets and communication tools.
This is a great tool for remote collaboration. It allows users to track and assign changes.
Office 365
Unfamiliarity can be a major reason for the reluctance to move towards the cloud. Many businesses and employees have their own ways of doing things.
It's even worse when money is at stake. Microsoft is a household name in the tech world, along with Apple and Google. Microsoft's tools for communication are popular and powerful because of this fact.
Microsoft products are familiar to almost everyone, and they know how to use them even at a basic level.
Microsoft Office software has also been around for a long while. Office 365 has a wealth of resources and knowledge.
This means that even those who aren't very tech-savvy will be familiar with these tools and tricks.
Office 365 offers a significant upgrade for those familiar with Microsoft Office. The Cloud-based software has all the familiar tools and commands, but it makes collaboration much easier.
Office 365 has another advantage: it is now platform agnostic. This is no longer limited to Microsoft users. Office 365 is now available to Apple, Android and iOS users.
Slack
Communication tools are so common that Slack has become a synonym for them. Over 12 million people use Slack every day.
Slack's ability to be used for digital collaboration and remote work should be evident from this alone. Slack is a powerful digital communication tool. Slack has one of the most user-friendly and slick interfaces on the market.
This is a big reason for its popularity.
Slack has many features. Slack handles all your messaging needs, and users can send DMs or start group chats. Slack is best known for its channels, which are a great way to communicate in cloud technology.
Setting up channels for specific projects is incredibly simple. The messages are also asynchronous so that people can be on the same page even if they don't live near each other.
Slack allows you to do video conferences. You don't have to type out your entire thought process. You can focus on your work and not worry about your hands.
Slack even handles file sharing. Slack also works seamlessly with Box, DropBox and Google Drive. Slack can be downloaded for free. There's no excuse not to include it in your toolbox of communication tools.
Asana
Asana is among the oldest tools for remote collaboration on the market. It was founded in 2008 and is the communication tool of choice for major companies such as Uber, Pinterest, Intel, TED, etc.
Asana is a great project management tool. You can easily assign tasks to specific projects. You can also track the progress of each task by each employee.
Asana can also send reminders of deadlines and requests for different members of your board. Direct messaging and comments on tasks are also supported. Asana is a good tool for project management that can help remove the uncertainty and confusion of remote collaboration.
Podio
Podio, another project management software, is especially well-suited to teams who do a lot of work in the field.
Podio describes itself as a flexible, customizable platform for online communication and collaboration. You can also organize projects and assign tasks to them, similar to Asana. Podio also supports file sharing, status updates and reminders, as well as updating the projects that are currently being developed.
Podio is not only notable for its app but also because of its quality. You can incorporate cloud-based communication tools into your mobile workflow with the high-quality app.
It integrates seamlessly with third-party apps such as Dropbox, Evernote, Zendesk and Google Drive.
Ryver
Ryver can be a valuable tool for your organization if you work on many different projects. Ryver is a project management tool similar to Slack.
However, it has a few dissimilarities that make it worth defining.
Ryver allows you to create as many channels as you like. The organization is also a breeze. Ryver allows you to create group chats similar to Slack and send DMs.
Ryver offers a number of interesting insights on how the app is being used. You can see, for example, who has viewed your message. It will also suggest the best work boards to join.
Ryver's dashboard has a feed similar to Facebook. You can also save the posts that interest you to return later.
Ryver does cost money, however. If you are looking for a project management tool that is free, look elsewhere.
Trello
Trello is a cloud-based project manager that's popular for a good reason. The sleek, minimalist interface is intuitive and easy to use.
It's as simple as creating a shopping list to organize a variety of teams and projects.
Trello has been set up in Kanban style. Kanban is the cornerstone of Agile Development and is designed for remote collaboration.
It provides a complete overview of the entire project as well as every step. Kanban lets you track who is responsible for what and when.
Trello is best known for its card-based boards. It breaks down the often confusing complexity of big projects into a series of Post-It Notes.
Trello's tools for communication leave something to be desired. The messaging is not great, but you can leave comments directly on cards that are directed at specific users.
Trello integrates with many 3rd party apps. Trello is natively supported by Evernote, GitHub, Google Drive and Slack.
You can get the best of both worlds by integrating another messaging system into Trello.
Flock
Flock, a cloud-based communications tool similar to Slack, has some differences. Flock, like Slack, can be used to set up both group and one-on-one chats.
Flock supports file sharing, just like many of the other remote collaboration tools that we've discussed. Flock, on the other hand, is better at finding files after they have been shared. The app allows you to search for all messages, files and links.
Flock has more options for communication than some of the apps we have mentioned. It supports screen sharing, audio and video calling.
Flock is also a productivity tool that deserves to be included in this list. It has native polls, note-sharing, and the option to set reminders. Flock integrates seamlessly with many 3rd party apps like Twitter and Google Drive.
Visme
Remote teams may need to work together on visual communication. Visme is an incredibly versatile tool that allows you to create online reports, presentations, graphs, infographics and slideshows.
Visme simplifies and streamlines the process of creating reports and graphics. Visme provides even more insight into the performance of your presentations.
It provides rich analytics so that you can determine what content is working and what's not. Visme is an excellent tool for teams in sales and marketing who are looking for a tool to visualize data but don't want to spend a lot of money.
Basecamp
Basecamp is a great all-in-one online collaboration tool. It consolidates some of the features of other solutions that we have already mentioned.
It also has its own unique selling points. Basecamp has all the messaging features you need for remote collaboration software. Basecamp makes it easy to use group chats, one-on-one messages, and message boards.
Basecamp also allows you to share files with your remote colleagues.
Basecamp's scheduling features are what make it so unique. To-do lists and schedules are among the most helpful tools for remote collaboration.
Basecamp can be purchased at a fixed cost for unlimited users. It's a great option for large organizations that want to save some money.
Read More: Three Major Reasons behind Adoption Of Collaboration Tools
Utilize Cloud Collaboration Tools
Cloud collaboration systems usually include tools for document sharing, communication, and project management. Be sure to check that the platform you choose is fully functional and meets your specific requirements.
A unified communication package is a good option for smaller firms, but enterprise-level companies can use cloud collaboration packages with customization features.
Project Management
Project management tools allow team leaders and managers to track progress and achieve goals. Cloud collaboration is a great way to increase your productivity.
Cloud-based project management software allows teams to work together on projects, organize them and collaborate with their colleagues. Some tools allow teams to divide projects into tasks using whiteboards and lists. To-do lists are often available, and team members can be assigned to certain tasks.
A good project manager should allow users to give comments and feedback in real time. It's also recommended that you use project management software that integrates with your third-party systems.
It is important to choose a project management tool that has an intuitive user interface. This will make it easy for the users to install and use it. If you need to hire remotely, this can be a great way to onboard new employees.
Cloud-based project management software is also a great way to store all your project information. It combines all the features of an administration system with a safe place to keep it.
It's possible to store data in folders that can be accessed at any time. As long as the user has access to the internet and is able to get permission, they can do this.
Cloud-based project management software allows your company to share sensitive files in a more secure way than via email.
Most project management software can be used at a basic level without charge. Upgrades to premium services may unlock more features. These features include the ability to add additional users and use more advanced organizational management tools.
Communication-Based Tools
Cloud collaboration's communications feature includes video conferencing, instant messaging, group chat, and phone systems.
The cloud collaboration part also includes unified messaging. This is where all communication (emails, voicemails, or text) is handled by a single mailbox. Skype, Google Hangouts and Microsoft Teams can be used for simple messaging and calls.
Messaging Apps
Emails are not suitable for short, back-and-forth conversations between colleagues. It's difficult to follow endless threads when you have a crowded inbox.
Apps that allow for team messaging simplify business communication.
When it comes to collaboration, a reliable and high-quality messaging service is essential. Some apps allow you to use them for both messaging and voice and video conferences, as well as screen and file sharing.
To boost your internal and external communication, it's important to choose a tool that is easy to use and available on all platforms and devices. You can benefit from messaging apps in the following ways:
- Real-time communication.
- Save time by reducing the size of your phone conference and avoiding long-term calls.
- Task management features.
- Teams can now share more personal information and not just dry business messages.
Choose one that offers end-to-end encrypted communication to ensure maximum security.
Collaborative Email Management Tools
Although messaging apps are excellent for internal communications, many customers still prefer to communicate with businesses via email.
Email is still a key driver of customer acquisition and retention in a customer service plan. Customer service teams can reduce the amount of time it takes to respond to emails by prioritizing messages and organizing workflows.
This also allows teams to work together and organize workflows.
Email management systems include features such as the ability to create groups, assign to-dos and integrate with CRM to label emails and add internal notes.
It's important to ensure that your emails are delivered correctly as part of a successful email marketing campaign.
A VoIP Phone Service
Internet-based phone services have become a vital part of the collaborative efforts within a business. Having the ability to communicate with staff from anywhere in the world and staying connected on any device is a great way to anticipate problems.
The employees can stay in touch with their customers even when they are away from the desk. Teams can also work together without barriers to come up with creative solutions.
Many VoIP packages include call forwarding as a standard feature so that companies don't miss out on the opportunity to communicate with their customers.
Most calls between employees are free. You don't need to purchase new software or hardware to hold meetings, as you can simply use the equipment that you already have.
To improve customer service and engagement, you can also offer them freephone numbers.
Social Media Planning Platforms
Social media planning tools allow you to increase collaboration on Facebook, Twitter and Instagram. This collaboration will allow you to reach your customers, clients and readers through unified brand offerings.
Use analytics to determine which posts are successful and which ones are not.
Hootsuite is a tool that was designed to be team-oriented. Reports are customizable, and everyone can focus on the data that they want.
The tools are designed to be integrated with third-party platforms so that your team can collaborate efficiently and effectively.
Cloud Collaboration Risks
With these benefits come some serious risks. Cloud collaboration tools and file-sharing platforms are used by attackers to target businesses of all sizes.
An email was the main tool used by hackers to penetrate organizations in the past. Cloud collaboration tools, which are widely used, have become a popular attack vector. Some of the risks that you may encounter include:
Easy Access To The Internet
Phishing techniques are used by malicious actors to create fake logins for popular collaboration platforms. These are then used to steal login credentials.
Then, they use these credentials in order to impersonate other users and gain access to other assets. We see the same technique being used with Dropbox, G Suite, and other collaboration platforms.
Once Inside, Attackers Have Full Access
A bad actor could pose as an employee of a collaboration platform to spread malicious files and links, access other devices or exfiltrate sensitive information.
They may be able, depending on the configuration of the platform, to access critical data by moving into file-sharing applications such as G Suite and OneDrive.
It's Easy To Get Sensitive Data
The term "Zoombombing" is well-known. In this scenario, malicious actors use software vulnerabilities to disrupt virtual meetings in order to steal sensitive information, listen to conference calls or perform other malicious actions.
The FBI warned Open a new window that these activities are increasing, particularly during the COVID-19 epidemic. These tools are likely to be used as an additional attack vector.
Security Is Weaker Than It Ought To Be
In the past, internal security teams and most security products haven't focused on cloud storage and collaboration tools as possible attack vectors.
For years, they have focused on email as the primary collaboration channel. These tools are, therefore, fertile ground for hackers looking for easy targets. You can take precautions to lower these risks.
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Conclusion
As we've seen, cloud solutions have amazing advantages that foster collaboration, creativity, and productivity.
Remember that protecting your cloud collaboration tools is essential to ensuring that your organization gets the most out of them.
