Online File Servers Help You Manage Your Business Remotely

Manage Your Business Remotely with Egnyte’s Online File Server

Years ago, “road warriors” were typically sales people or field based workers. There was no Wi-Fi so communications were limited to cell phones and pagers. Today, entire businesses can be mobile with workers distributed across multiple locations and time zones with access to files from their mobile drives. Cell phones have given way to smartphones and a laptop can function as a mobile office. This mobility is not limited to web workers but includes businesses such as law firms, real estate companies and creative agencies.

There are a number of benefits to taking your business on the road:

• Assemble project specific teams regardless of location.
• Hire the expertise you need without being bound to geography.
• Become location independent, combining travel and work.
• Eliminate the overhead associated with office space.
• Be available for family emergencies or caregiving needs

So now that you are sold on why you might want to go mobile and enjoy all the benefits of a mobile drive, let us discuss the practical steps of running your business from the road.

To take your business on the road you need:

• Communication
• Connectivity
• Remote Data access and integration

Communication. You need to be able to communicate with your colleagues, employees, and clients. Your mobile phone can be used as a communication tool but to truly maintain a high touch professional office on the road, consider a hosted business phone solution. With a hosted business phone solution you can have a virtual PBX that offers a single phone number (local, and toll), multiple extensions, conference calling, call forwarding, fax transmission and reception to email and more.

Connectivity. It is essential that you have internet connectivity. This will give you access to your cloud computing applications, email, and of course the internet. While there are exceptions, depending on your location, there are a few options to get connected:

• Wi-Fi (Use WeFi, or JiWire to locate global Wi-Fi spots)
• Cell phone data connection
• 3G USB Modem
• Verizon MiFi (available in US only)
• Broadband card

You have options when it comes to hardware as well. Depending on your needs and personal preference, you can use a laptop, smartphone or netbook.

Data access and integration. Now that you are outfitted to communicate, you will need to access and share data. Egnyte’s online file server facilitates remote data access online file storage, data collaboration and data backup. Team members, clients and vendors can be given access to shared files, eliminating the need to transfer files through email. The online file server also helps with version control so that multiple users can work on shared documents without confusion. Finally, you can backup all of your data ensuring that if your smartphone or portable computer is lost your data is safe.

Are you ready to hit the road?

Using Online File Servers to Work Smarter

Working solely from an office is fast becoming a thing of the past. In addition to a burgeoning remote and mobile workforce, many workers spend a portion of their time working outside the office. Thanks to Smartphones and Netbooks, it is easier than ever to be connected to work whether you are in a building or on a train.

The Information Technology and Innovation Foundation (ITIF) in a January 2009 report predicted that the number of jobs filled by telecommuters could grow to 19 million over the next 12 years in the United States. (http://www.itif.org/files/Telecommuting.pdf)

Clearly, work mobility is an emerging strategic trend for organizations of all sizes. And with good reason. There are a number of benefits to work mobility including dramatic reduction in the cost of doing business; enhanced morale and productivity of workers by offering flexible choices; and decreased commuting costs.

According to a study done by the Telework Coalition, sixty-seven percent of all workers used mobile and wireless computing and eighty-nine percent of the top 100 US companies offer telecommuting. (http://www.insight-corp.com/reports/mwf.asp)

In order to work smarter, mobile workers must have:

• Remote access to files, data and application platforms
• Mobile devices - smartphones, wireless/broadband cards, netbooks
• Business applications

The combination of smartphones and cloud computing has made it possible to bring together the essential elements of mobility in a single device. Mobile workers can create and share documents with online document collaboration. Online file servers provide access to distributed team members, vendors and clients. We can create, collaborate and communicate from virtually anywhere.

Mobility is also excellent for service. Remote access to essential data and sophisticated technology tools facilitate the ability to respond faster to customer requests and issues. Processes that once required in office collaboration, such as quotes or estimates, diagnosis of customer issues, or billing issues can be resolved with remote collaboration.

Teams can also work more efficiently even if located in various time zones. Using a cloud file server, work teams can collaborate on projects by sharing files and communications and utilizing automated version control features to track progress. This creates a seamless workflow and a culture of smart productivity.

Do you currently work virtually? What are your must have tools for optimum productivity?

Online File Server Saves Time and Money

How to Save Money, Time and Your Job with an Online File Server

Your team is working on a new product launch on a tight deadline. The team has been working around the clock to prepare for the internal and external launch. In addition to your team, you have outsourced graphic design, copywriting, web design and printing.

This project is high visibility and crucial to the company meeting its profit goals. You and your team must coordinate all of the components seamlessly, in a very tight period. All of the team members and vendors need to access and share files but email is proving to be confusing and cumbersome especially since the files are so large. The vendors must transfer large files to a CD and have them delivered via courier or express mail. The costs are quickly adding up and progress is delayed when the team has to wait for delivery of information before moving to the next step.

Graphic designers, printers and creative professionals routinely have to share very large files with clients. Email systems have limitations on size, so these professionals must burn the files to a CD and mail or use a courier to deliver their work to clients for review. The additional costs can add up quickly, resulting in higher operating costs and lower profit margins for creative businesses.

An online file server can reduce costs and improve the process for creative professionals and distributed work teams. With an online file server, document collaboration is an easy process. Our harried team would no longer have to wait for delivery of CDs, they could log on to a secure local cloud file server and immediately access needed files. With so many team members and changes, it would be easy to mix up versions or have work repeated when a team member has the wrong version of a file. Egnyte’s online file server has automatic version control. There is no need to change file names and older versions are protected. You have a complete audit trail including when a file was changed and by whom. Team members are notified when files are added or existing files changed, eliminating the need for a manual email or phone call.

Document collaboration and large file sharing is hassle free when you use a cloud file server. For high visibility projects or geographically distributed teams, an online file server offers a perfect solution.

Have you ever had to work with a distributed team or outside vendors? How did you keep track of communication and files?

Restoration SOS Case Study: How a Disaster Company Plans for Data Recovery for Those Unexpected Events

Protect Your Business with the right Data Backup System

Restoration SOS knows a lot about disaster. The company is the world's largest resource for fire and water damage, mold and sewage backup. They help property owners recover from fire and water damage by matching them with qualified contractors.

The company has seen first hand the devastation that occurs after a disaster, so they naturally put systems and plans in place to protect their company in the event of disaster.

Like all businesses, Restoration SOS understood that their data was a significant part of their business. Their disaster plan had to include a data recovery solution and the ability to access critical digital business data. The company also wanted a day-to-day solution for document collaboration. They have multiple employees and locations so file sharing software and document collaboration were essential.

SOS also knew that they had no desire to be in the IT business. Managing file servers would require them to invest in IT expertise, with resources that could be deployed to manage their core business. They believed in online file servers but were concerned about access, control over permissions and rules, and collaborative tools.

After searching for the ideal fit, Restoration SOS selected Egnyte for their data management and data recovery needs. During the transition, there were issues with Windows XP and Vista. We were able to identify and resolve the issues using remote diagnostics.

There was no necessary downtime, and it did not require this growing business to allocate their resources to a technical issue.

Before the company signed up with Egnyte they had one computer with a shared folder to a system installed across its entire employee base. By switching to an online file server they can create multiple folders and files and set permissions per file or folder.

With their old system, they could not simply grant a contractor access to a specific file or folder. They had to rely on email to transfer information. Now they are able to grant access to necessary information without compromising the security of their data.

Restoration SOS also consolidated data backup and management into a single solution. Automatic backups secure their website, email, QuickBooks, accounting and other digital information.

You don’t have to be in the disaster business to have a disaster recovery plan. Whether you are a solo professional or large enterprise, your data is critical to your operations.

What steps have you taken to protect your business from disaster?