Small Business Brief

Technology & Software

How to Effectively Use Cloud Storage for Business Purposes

Did you know that about 83% of U.S. businesses’ workloads already live on the cloud?

For the most part, file cabinets are no longer the primary repository for all of a small business’s paperwork. It is increasingly common for small businesses to have staff that works from home as well as international clientele, as well as the requirement for access to their files and data at any time. This is the era of cloud storage for business.

The need for speed and precision, as well as the danger of data loss, necessitates the use of cloud computing. So, you’ll want to keep on reading for our full breakdown of how to use cloud storage software or a cloud storage plan to benefit your business. 

Secure Your Cloud Storage for Business

When it comes to cloud storage security, encryption and firewalls are among the most advanced in the industry. Your files are undoubtedly more secure there than they would be if you kept them at home.

These security elements can be used effectively. But, there are still hazards that may be mitigated if your personnel is properly trained in appropriate internet security.

Having strong passwords is essential for all users. It’s perilous to use the same password for many internet accounts. Since hackers might possibly get access to an employee’s work accounts if one of their personal accounts is compromised.

Password managers are the greatest answer since they are incredibly secure. And, they allow users to use various passwords for all of their accounts without having to remember them all.

Even if a password is obtained, a hacker will be unable to access an account using two-factor authentication. It’s recommended for business users of the cloud. Admins should have the ability to make this mandatory for all users.

Synchronize Everything

A major advantage of cloud storage is that your files and folders are immediately synchronized.

Your whole team will be able to access the most recent files wherever they are. It’s all thanks to cloud data storage providers’ finest file-sharing services. This is especially important since more and more employees are working from home.

The ability to incorporate cloud folders into your operating system’s file structure is a great option. For example, the Windows File Explorer or the Mac Finder is a handy option given by many providers if you don’t like the usual browser-based cloud storage interfaces.

Cloud-stored files will show up as a folder on your computer when you’ve installed the relevant program. The syncing should be automated and painless as long as you have an internet connection.

A cold storage option may be available if you have a large number of files that aren’t constantly synchronized. Such as an archive of out-of-date data that are only sometimes examined.

Order and Organize All of Your Data

You may organize your files in a typical hard drive-style folder structure using cloud storage. Having a well-planned structure and establishing guidelines for uniform file naming is essential when you’re sharing access with a group of people.

Take care of this right away or you’ll wind up with an impossible-to-navigate mess. A well-organized folder structure is also critical to security since it makes it easier to control permissions.

To put it another way, if you set up a folder and limit access to only corporate managers, all files you place in it will be private. This is a lot simpler than having to specify permissions for each and every file individually. You’ll want to check out those strategies to delete any duplicates you might have.

Collaborate With Live Files and Documents

Your employees may have accidentally overwritten each other’s work by trying to access the same file when it was saved on a local disk. There are several advantages to using cloud data storage, including the ability to view and modify files concurrently.

A spreadsheet hosted on Google Sheets may allow your accounts team to concurrently enter information about their clients from many devices. In addition, there is no need to worry about shutting the sheet so that someone else may access it.

It’s also quite simple to keep track of the modifications. Using the edit history of the cell in question, the manager of the accounting team may find out whether a number in the sheet is incorrect and, if so, who entered it and when. Aside from Google Drive’s unique edit history feature, several other cloud collaboration platforms provide similar capabilities.

Integrate Your Apps and Platforms

Your cloud data storage provider may be coupled with any other software you use in your organization. This allows for simple interoperability across operations.

Slack, for instance, is a popular chat platform for team collaboration. Google Drive and Dropbox are among the cloud services that can be linked with it. Using this feature, you may browse through your files without having to leave the Slack app. You can also exchange cloud files inside conversations. Or, even have an automatic notification broadcast when there are changes to a folder.

For instance, Dropbox is well-integrated with Salesforce, a popular customer relationship management system. You’ll want to streamline your workflow and ensure that you have access to sales information no matter where you are. You may use Dropbox to move files directly into Salesforce.

Understanding the Uses of Cloud Storage for Businesses

If you’re new to the wide world of cloud computing, things can seem rather complex and confusing at first glance. 

However, it doesn’t have to remain that way. We hope that our guide has shed some light on the intricacies of using cloud storage for business, and how to make the best out of the many functionalities it provides. 

And, if you liked reading our article, then you’ll love checking out our additional tips and explainers. All of them (and many more) will be available in our technology section.