Many
of us might find it a bit difficult to make the switch to a completely digital
lifestyle, especially within an office environment. The heavy reliance of a
pen-to-paper mentality can leave a company stagnant in today’s ever changing
cyber climate with regards to additional costs that go hand in hand with
physical documents and their storage. More and more companies are making the
inevitable shift to only digital communication and collaboration, opting for
various services and platforms that promote it. Whether that be Skype, Google
Calendar, or a virtual data room; this article will
discuss a few ways that you can transition your work life from relying on paper
and streamlining your processes onto a digital platform.
Document
Storage
A
simple way to make the transition from physical files and documents is to opt
for an easier way to store and share data within a company. Email alone has
made leaps and bounds to facilitate smooth communication amongst coworkers,
allowing them to share their documents and remain in collaboration while
working from different offices or remotely from home. While email is a fast and
easy way to share documents, it isn’t always the safest. To ensure that all
your important data stays secure and out of the hands of unwanted viewers, you
should opt for a virtual
data room.
A VDR will allow all
necessary employees from a company to upload and share their documents efficiently
and with no concern about the safety of confidential information.
Virtual data rooms are
predominantly used for M&A transactions, but they are also
able to store financial information, intellectual property, and miscellaneous
company documents that should not be accessed by the wrong third parties. They
provide the main user with control over who sees what and for how long,
allowing them to revoke permissions whenever they see fit. A VDR also encrypts
data so that it cannot be intercepted during uploading and downloading. They
are a safer alternative to generic document sharing services and provide the
peace of mind to a company and an individual that anything stored will remain
safe and impenetrable.
Organization
A
good planner can make the world of difference to someone who is perpetually
disorganized and unsure of how to properly schedule their time. While physical
planners are still a viable option, a better way to use your computer and
smartphone to their full potential is by keeping any important meetings, due
dates, and daily tasks documented on there. Not only are these devices easier
to update whenever necessary, but also make it easier to share important dates with
family and colleagues, as well as being a lot less physically obtrusive on your
desk.
Furthermore,
holding weekly meetings on platforms such as Skype, are a great way to stay
connected, up to date on priorities, and co-ordinate tasks moving forward.
Email can also facilitate this, but can also cause a long chain that can be
daunting to deal with on a weekly basis, especially if you work remotely and
online platforms are your main method of communication.
USB
Sticks & External Hard Drives
Gone
are the days when everything was printed and filed away in a cabinet for safe keeping
and easy access. Now, USB sticks and eternal hard drives are the key to
ensuring any projects you are working on stay safe and intact before they are
ready to be uploaded or shared online. Making a point to back up all work is
necessary in case of accidental hacks, leaks, or system malfunctions that can
leave your data vulnerable or completely erased. Keeping a USB stick with you
at all times with sufficient storage is an easy way to ensure you remember to
back up your files as you go.
Furthermore, with a USB
stick or external hard drive, bigger files can be easily shared with coworkers
without the hassle of having to send them over email or a generic document
sharing service that isn’t as secure. When you haven’t converted to a virtual
data room, ensure that you have a storage system within reach so that anything
you create can have a safe place to stay while you finish switching your
lifestyle from physical documents to digital data.
