DB5 Tips For Collaborating In The Cloud

So, you’ve made it to the cloud.  Congratulations.  Now what do you do?  Well, the first thing you need to do is make sure you’re up to speed on proper collaboration in the cloud.

Yes, even in the cloud there are unwritten rules around what you should and shouldn’t do.  And, rightfully so.  You’re most likely sharing that space with your co-workers.  Whether you are sharing files or collaborating on projects, the following 5 tips for collaborating in the cloud are for you.

Rule #1: Make Your File & Folder Names Clear and Concise.

Be as specific as possible when naming a file or a folder so that everyone sharing it has a good idea of the contents without having to dig into the file itself.  When you’re creating sharable folders, name them about the project, rather than the people involved, so your colleagues don’t end up with a bunch of folders in their repository all carrying their name.  Consider creating a specific file-naming convention that your business uses and every employee understands to avoid any confusion.

Rule #2: Check Before you Delete!

When deleting from the cloud, the files aren’t just deleted from your computer – they’re deleted from everyone’s computer sharing that file.  Make sure to never delete files or folders without asking.  Better yet, don’t delete anything that you didn’t create yourself.  You may think that you’re clearing up some extra clutter, while in reality you’ve just killed the report your officemate has spent hours creating. 

If you do happen to delete something you shouldn’t, you typically have about 30 days (depending on software) to recover the file.  After that, you’re on your own to deal with the missing data and any angry glances your coworkers shoot your way.

Rule #3: Size Matters.

Be aware of the size of your files.  Don’t add a massive 3 GB mega-file that’s going to take up all of that folder’s storage space.  Bear in mind, just because you have unlimited storage, does not mean everyone you’re working with does. 

Also, be sure to keep your data organized to avoid annoying others with unnecessary clutter.  Do you have a habit of creating and sharing a bunch of notes that lead to a final project?  Go ahead and delete those notes after the project’s completion, but ONLY if you created them.  See Rule #2.

Rule #4: Create Clear Permission Protocols.

Not everyone in your office should have access to every file.  Make sure you have clear rules when it involves sharing.  File-sharing willy-nilly is like a house guest handing out all of your clothes to your neighbors – with no documentation about who they went to and if they’ll ever be returned.  When in doubt, don’t share, unless you’re the owner of a folder or file.

Rule #5: Maintain Accountability.

Cloud computing works best when there is accountability.  When you are collaborating in the cloud, there will sometimes be many individuals working out of the same project. 

It is important to keep track of who is working on which file and when.  That way don’t end up with a bunch of overlapping edits or changes that you have to sort out later.  Set out who is responsible for final updates and ultimately responsible for the files themselves.

Working together is the only way we can make #thecloud a better place. Don’t be the person no one wants to share their cloud with. Simply follow these simple etiquette tips.

If you’re still looking for the right IT Managed Services partner, Innergi can help.  We have many clients on hybrid and full cloud solutions.  And we can help set you up for success with the right cloud solution for your business.