Share files and manage projects
Sharing information is a vital part of our jobs. In this globalized and virtualized world, working on the same project with colleagues who are physically far from our workplace is becoming an everyday thing.
There are numerous tools that allow us not only to share files, but to access and work on the same information at the same time. They are friendly applications that facilitate work without requiring much training or technological knowledge.
Share files
Applications with basic necessity character. They are used to exchange files that are stored in the virtual “cloud”. Some applications allow you not only to share them online, but also to create and edit them in this way. The great advantage of these applications is that we can access our documents from any place and computer, and even from smart phones.
Some examples:
- Google Docs: office application, we can share and create documents with text processors, spreadsheets, presentations in slides. Accepts its Microsoft Office equivalents.
- Google Calendar: your online calendar. You can schedule tasks, reminders of important appointments, birthdays, etc. You can even set alerts to notify you of those reminders. This information can be shared and sent by email.
- 4shared.com: one of the many places for storing information, which you upload to a server and then share with whomever you wish, via email or links on the network itself. You can store text, audio, video, and photo files. The difference with the previous ones, is that this information you upload, you already have in a physical place, be it your computer, your phone, your camera. You cannot create or edit it there.
- Dropbox.com: it is used to store, synchronize and share documents. Like the previous one, it is not an application to create documents. These files are instantly shared. Unlike 4shared, in which if you want to access them you must download the information to your computer and just there you can see and edit them, here you have immediate and instant access to them. The other person with whom you share the information can edit it and you see it instantly. In the same way if it is you who edit it, your colleague sees the changes immediately.
This synchronization is the most important feature, both of google docs, google calendar and dropbox, since it avoids the duplication of the files when they all work on the same document.
Collaborative work
When we talk about working in larger groups, or business projects, we need “all in one” applications. These types of tools allow collaborative project management. They are virtual private networks that use internet protocols to securely share information with employees, suppliers, customers, partners, etc.
Some of these programs are:
- Central Desktop: it is a platform that allows us the possibility to create private conversations, protect that private network through passwords, manage content and monitor projects with clients in a secure and reserved environment. Documents can be organized, shared, edited and archived online.
- Basecamp: application with incredible efficiency when it comes to managing projects collaboratively. BaseCamp is an application that works from a browser, allowing different users to connect from anywhere with Internet access. Additionally you can manage applications for mobile devices, cell phones and even email clients like Gmail.
- My Client Spot: is an online project management software, ideal for small groups. Includes time and task tracking, you can share files and calendars; You easily and quickly track and access information by searching for tasks, comments or files. Keeps client and project management organized and updated.
Remote access to computers
These types of programs belong to another type of category. They serve so that you can access computers (yours or a third party) remotely and see what is happening on that computer. It is very useful for virtual assistants in cases where the client has a problem with his computer: it is faster to know what the problem may be by accessing that machine from wherever you are.
Examples:
- GoToMyPC: allows access to a computer from any machine with internet or from an iPhone. It is compatible with PC (Windows) and Mac (Apple).
- Logmein: very similar to the previous one with the advantage that it allows access to up to five machines. It has a free version.
- Team Viewer: with this program you can share the desktop of a computer quickly and easily.
Why use these tools?
As I said at the beginning, we are living in an always connected society, always online. More and more companies - large or small -, professionals, and entrepreneurs add these applications to their work environment. We tell you why:
• They are useful, easy to use and, in most cases, have free versions.
• They allow the entire work team to have access to the files they need to carry out the task.
• They are your backup copy. Before any inconvenience with the machines, you can rest easy knowing that you will be able to access that information in the virtual space.
• They offer variety. Take stock of your business needs, compare features and prices. Most of these applications offer trial versions for a limited time (generally 30 days). Choose reliable programs that guarantee the security of your files.
As your business grows, so does the number of people you need to keep up-to-date information with. This is why sharing files, synchronizing documents and tasks, and managing communication channels becomes increasingly important for success.
Now it's your turn, did you try these or other tools? Which one do you recommend?
