Work collaboratively in the cloud
Cloud software allows you to collaborate with others on a task in real time, whether they’re sitting across the hall from you, or on another continent. Let’s explore the benefits working in the cloud can bring, as well as some do's and don’ts of working this way.
Cloud-based collaboration platforms like G Suite and Office 365 allow you to share, edit and work with others simultaneously on projects. Collaborating on text documents, spreadsheets and presentations in the cloud allows you to add content, edit and have discussions as other people work in these documents, all in real time.
For example, picture a team working on a space project with engineers from all around the world. Face to face meetings are great, but they are not always possible, so they use cloud collaboration to work on the project documents, saving them travel time and money. Everyone involved can be given the level of access required for their role, from view only to full editing mode.
Without the cloud, each member would have to work on a document individually and then pass it along to the next person when they’re done, resulting in significant delays. Alternatively, each team member might create a new version of the document for editing, making it difficult to track changes and follow which version is the most current. Both options make the collaboration process slow and inefficient, with issues taking much longer to resolve.
Working on the cloud, on the other hand, can save a business time, and therefore money, as well as ensuring transparency for everyone working on the project. Project members can access the information on their laptops, tablets or even smartphones, whenever they need to.
The benefits of cloud collaboration are clear, but before you start working this way, let’s cover some best practices to ensure you get the most from these platforms:
To begin, a reliable internet connection is critical when working on the cloud to ensure you don’t get disrupted by connectivity issues.
Next, offline work features aren’t always set up by default so you’ll want to enable them as they can help prevent losing unsaved work and allow you to keep working if you are suddenly offline.
You should also review the level of access each user has to cloud documents ensure a smooth process when working collaboratively. Some may need full editing access to a document, some may only need to have comment access, while others only need access to view files.
Finally, it’s important to come up with a recognised naming convention, so that files in the cloud can be easily located by everyone in the team.
Let’s take a look at a case study of a business that used cloud collaboration to improve the way they work:
Whether it's connecting with a colleague who works from home, or a team based in another country, cloud collaboration is a practical way to maxmise your working experience. In this video, we'll explore how cloud collaboration can save time, as well as some do's and don'ts when working this way.