You can’t blame employees, really. FTP servers are clunky and VPNs are slow. Photo and video files can get stuck in transit if you try to send them as email attachments. On-premise storage forces employees to work nine to five.
Today’s workers want, and even need, to be flexible; therefore, collaboration is a must. It’s no wonder they’re using Evernote®, Box®, Dropbox® and other consumer apps on the sly. The good news is that there are solutions you can put in place to better manage and prevent these risks from occurring.
File sync & share: Despite the desire to bring shadow IT into the workplace, you don’t have to turn a blind eye and take your chances. There are enterprise-grade solutions for file syncing and sharing that allow workers to access information anywhere, including on mobile devices. And, unlike the consumer apps of the world, technologies like Enterprise File Sync & Share (EFSS) ensure your data is encrypted per your preferences, while allowing you to set authentication requirements. You can also monitor activity, generate reports, and limit or remove access for a device, an employee or a file.
Employees will be able to work on files together securely without worrying about version control. Depending on your preferences, you can also let them share information with customers. They can get e-signatures on contracts, for example, speeding up deals and offering buyers convenience.
Document management: Employees not only want to share and collaborate — they want to stash documents where they can find them without jumping through hoops or making a trip to the office. You can help them by setting up your own centralized storage hub. All your data can be indexed and tagged so that workers can find documents easily without having to remember the file name or the date it was created. You can set up sharing and remote access for authorized employees or for groups collaborating on a project.
Having all your information in a central online hub gives you a window on how data flows through your organization. You can spot bottlenecks, learn what kind of information employees need most, and gain other actionable business insights. You can’t get this level of intelligence if workers use consumer apps in the dark.
File sharing apps and cloud storage are a part of your business, whether your company is officially using them or not. But shadow IT doesn’t need to be. Give your employees the functionality they need while ensuring you keep your information safe and flowing efficiently. This makes your business more productive, and it helps you sleep better at night.