Managing a remote team is easier than ever with the help of different tools to create a virtual shared workspace.  

If your team is already using Microsoft O365 Suite, the most cost-effective choice is to add Microsoft SharePoint and Teams to your subscription. Both apps, together with OneDrive, work together well to allow seamless collaboration while keeping all your data and files backed up within your company’s environment.  

We have come a long way since file-sharing was first introduced. When working on a shared document, users can now track what was changed, by whom and when. While it makes collaboration easier, there are still things to keep in mind to ensure file sharing best practices.  

Data mapping and file naming convention  

It is important to create a consistent file naming convention when working in a shared workplace. This convention, along with a logical structure of your document folders, will help team members locate files, avoid duplication, also separate working, and final documents.  

When mapping your files, keep documents with common compliance or retention rules together so they are easier to archive or delete as a group.  

Collaborating on a shared document  

The good thing about online collaboration is that users can track the changes made to the document, so don’t forget to enable track changes, and resolve all comments.  

Avoid creating multiple copies – if you work on a shared document offline, don’t forget to upload your updated documents onto the shared folder with a clear indicator so someone on your team doesn’t work on an old document.  

Digital safety while sharing documents  

It is a good safety measure to set up permissions to files appropriately. The fewer people can access a file, the more secure it is. For an added layer of security, protect confidential files with a password. Many apps now allow users to set up permissions to a file for both internal and external collaborators.  

It is also important to review the access to files regularly, ensuring only relevant people have access to particular information. When a team member leaves, for example, restrict their access to company data.  

Sending and receiving files online  

Many ransomware attempts come from a link that is sent to your email or mobile phone. Always be vigilant when screening your inboxes – do not open any links from a source you don’t know or are unsure what for. Always keep your anti-virus and firewall updated so you can prevent any cyberattack attempts.  

When sharing or receiving files via email, scan all your incoming and outgoing attachments for viruses. Most platforms like Outlook and Gmail automatically scan your attachments for viruses. Similarly, always scan any USB sticks for viruses before you start copying a pasting a file to your device.

Getting started with a virtual workspace  

Setting up a virtual workspace can be complicated, especially when working with sensitive documents and complex workflow. The starting point is data mapping – assess all your files and how they help your staff work together as a team. Talk to us to find out more!