Learn how to choose a cloud-based platform, create a clear folder structure, set up access and permission rules, use version control and backup systems, and communicate and collaborate effectively for file sharing in your virtual team.

Para otimizar a organização dos documentos, é necessário segmentá-los, seja por temas, períodos, projetos. Utilizar palavras-chave facilita o acesso e a pesquisa. É importante padronizar a nomenclatura dos arquivos para manter a ordem (além de evitar quebrar referências nas conexões de dados). Uma sugestão é criar uma pasta específica para versões obsoletas (versão 1,2, etc). A padronização é fundamental para a eficiência, reduzindo erros e confusões na interpretação das informações.

Your virtual team's file sharing is a mess. How can you fix it?

If you work in a virtual team, you know how important file sharing is for collaboration and communication. But you also know how messy it can get when you have multiple versions, formats, locations, and permissions for your files. How can you fix your virtual team's file sharing mess and make it more efficient and organized? Here are some tips to help you out.

1 Choose a cloud-based platform

The first step to fix your file sharing mess is to choose a cloud-based platform that suits your team's needs and preferences. A cloud-based platform allows you to store, sync, and access your files from anywhere and any device, as well as to share them with your teammates and external partners. Some of the most popular cloud-based platforms for file sharing are Google Drive, Dropbox, OneDrive, and Box. Compare their features, prices, security, and integrations and decide which one works best for your team.

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Raquel T.

Correspondente jurídico, Bacharel em Direito, contratos, LGPD, licitações, gestão em Logística, analista de Recursos Humanos, financeiro, Supervisora - Região Sorocaba, SP
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Adicionar tags aos arquivos para classificá-los com palavras-chave relevantes para facilitar a busca e organização dos documentos. orientar a equipe sobre a importância de manter a organização, facilidades de ferramentas para organização.

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Graeme Pascoe

IT Solution Provider | Managed IT Cloud Solutions | Microsoft 365 Solutions | Cyber Security | #WorkFromHome #Accounting #Manufacturing
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A cloud-based solution is the answer to file sharing chaos. However, many smaller businesses choose to use the free versions of Google Drive, Dropbox or other services. This means they are trusting these cloud-based services with very little support when things go wrong. Paying for these services is essential for business to get adequate support. A service like Microsoft 365 or equivalent means that you not only get support but enterprise grade security giving detailed, granular control over sharing. Users can be restricted to only sharing to specified destinations, files can be set to edit or read only, shares can be time limited even blocked from on-forwarding by the receiver. Sharing can also be password protected.

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2 Create a clear folder structure

The next step is to create a clear folder structure for your files on your chosen platform. A folder structure helps you to organize your files by categories, projects, teams, or any other criteria that makes sense for your work. It also helps you to find your files faster and avoid duplication or confusion. A good folder structure should be simple, consistent, and logical. Use descriptive and relevant names for your folders and subfolders and avoid using too many levels or nesting.

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Isabela Martins

Analista de Custo e Orçamento Corporativo SR | bp bioenergy
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Para otimizar a organização dos documentos, é necessário segmentá-los, seja por temas, períodos, projetos. Utilizar palavras-chave facilita o acesso e a pesquisa. É importante padronizar a nomenclatura dos arquivos para manter a ordem (além de evitar quebrar referências nas conexões de dados). Uma sugestão é criar uma pasta específica para versões obsoletas (versão 1,2, etc). A padronização é fundamental para a eficiência, reduzindo erros e confusões na interpretação das informações.

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Omar AbouelRegal

Senior Technical Advisor at Microsoft
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Use a consistent naming convention for the folder. Establish a hierarchical folder structure for each department Delete and archive unnecessary files

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Leandro Correa

Gestão Agrícola | Planejamento | Custos
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Por isso que vc é minha number one! Pra se otimizar tempo e ganhar performance, organização e priorização são essenciais. #organizacao

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3 Set up access and permission rules

Another step to fix your file sharing mess is to set up access and permission rules for your files and folders. Access and permission rules determine who can view, edit, comment, or download your files and folders. They also help you to protect your sensitive or confidential information and avoid unwanted changes or errors. You can set up access and permission rules for individual files or folders, or for groups of users or roles. You can also use password protection, encryption, or expiration dates for extra security.

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4 Use version control and backup systems

One of the most common sources of file sharing mess is version control. Version control is the process of tracking and managing the changes made to your files over time. It helps you to avoid losing your work, overwrite your files, or create conflicts or inconsistencies. A cloud-based platform usually has a built-in version control system that allows you to see the history, revisions, and comments of your files and restore previous versions if needed. You can also use a separate version control system like Git or SVN for more complex or code-based projects. In addition, you should always backup your files regularly and store them in a different location or device.

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5 Communicate and collaborate effectively

The final step to fix your file sharing mess is to communicate and collaborate effectively with your teammates and stakeholders. Communication and collaboration are essential for any virtual team, but especially for file sharing. You should communicate clearly and frequently about your file sharing expectations, guidelines, and updates. You should also use the collaboration features of your platform, such as comments, chat, or co-editing, to work on your files together and provide feedback. Finally, you should respect and follow the file sharing etiquette and best practices of your team and organization.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Your virtual team's file sharing is a mess. How can you fix it?

1

2

3

4

5

6

1 Choose a cloud-based platform

2 Create a clear folder structure

3 Set up access and permission rules

4 Use version control and backup systems

5 Communicate and collaborate effectively

6 Here’s what else to consider

Virtual Teams

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Your virtual team's file sharing is a mess. How can you fix it?

1

2

3

4

5

6

1 Choose a cloud-based platform

2 Create a clear folder structure

3 Set up access and permission rules

4 Use version control and backup systems

5 Communicate and collaborate effectively

6 Here’s what else to consider

Virtual Teams

Rate this article

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