Top 5 Company File Challenges for professional services companies
Several business organisations are now considering the possibility of migrating to Microsoft Office 365 services, so that they can harness the benefits of the Cloud and increase productivity while reducing costs.
This week, we looked into the popular challenges for business to store and access their company files. The top 5 challenges are version control, backup, remote access documents, access files offline and duplicated file confliction.
Challenge-1: For a professional service company, documentation version control can be utmost important. Imaging, when your client asked for a document in a previous version, what would you do?
- Ask your IT department to recover the document from the backup drive? (you probably will hope the backup was done before you change the document)
- Or go to the document to see if you can update the document to previous version? (relay on your brilliant memory skill)
Office 365 Solution – companies are able to search for the particular document, and SharePoint will able to list down all different version for user to retrieve.
Challenge-2: Using naming convention to do the version control
This naming convention method is up to user to manage that. What if users forget, miss type, miss click, save the file in the wrong folder, what would you do?
- Use windows search function? (have you tried that? Feel slow, or never find the document that you need)
Office 365 Solution – You can just simply update your file and SharePoint will able to automatically do the version control for you.
Challenge-3: Access company files remotely
Most companies stores files in a file server in the company. In a situation, you are working onsite with your client, and you need to access couple of documents which are stored on the file server in your company, what would you do?
- Call the office and instruct your assistant to find the documents and send them to you?
Office 365 Solution – you can access your company files remotely.
Challenge-4: No Internet, but I need to access the company files
Now, you are sitting in an air plane to another city to meet your VIP client. You want to review some information and access the clients folder. You realize the files are in the file server in the company. You don’t have the Internet. What would you do?
With Office 365, you can sync your laptop with SharePoint where you store your clients documents. This local copy data repository can let you access company file without Internet. Of course, you may want to update the document while you are on the plane. Once your laptop has Internet connection, the sync tool (OneDrive) will able to update the file with SharePoint Online automatically
Challenge-5: File confliction.
Are you using Dropbox to store your company file? Recently we have heard from many companies who have multiple file confliction on the dropbox. When there are numbers of users open and edit the same file on the dropbox at the same time, the duplicated file and file confliction will happen. Someone has to manually verify each conflict documents and merge all the changes to a single file.
With Office 365, more than 2 users can open a single document and edit at the same time. SharePoint online will able to save the changes from you and co-works. I know this function is very difficult to image. If you want to see a Live demo, click here to ask our consultant for a free demo with you.
Challenge-6: Too expensive to spend $60,000 ~ $80,000 per year. It’s too expensive for a small business to wear.
For a company, like C & I Engineering, migrating to Office 365 services could seem to be an ideal option for cost cutting purposes. Let’s have a look what challenges they had and how they overcome with Office 365 Solution.
Given the benefits and challenges involved, the deployment planning should be based on the right technology and using an experienced partner to facilitate it. That is why it is important to have the Office 365 start up guide at hand. Download it today from the ENACT website or click following to download now.
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