Effective data sharing is crucial to team engagement and successful internal communication. Particularly in this era of remote, in-house, hybrid, and deskless working landscape.
For your enterprise to grow, you need to identify, develop, and implement best practices that can make it stand out from the crowd. Among the areas you need to implement best practices is in your enterprise’s data sharing.
Data sharing success requires you to have a structure and innovative sharing capacity that ensures better communication and data security. Here are seven innovative data-sharing practices you should consider implementing in your enterprise.
- Build A Data Sharing Structure
Although data sharing is essential in accelerating business growth, it has its fair share of challenges. Imagine sharing data, and it ends up in the wrong hands or having files wrongly labeled or named.
There’s the issue of data duplication that may prevent your enterprise from getting the most out of it.
These are just some of the problems that come with data sharing. However, you’ll eliminate most of these problems if you have a functional data-sharing structure in place.
Ensure that there’s a sharing structure that’s accessible and simple, allowing teams to find and share files easily.
- Invest In A Data Sharing Solution
After creating a data-sharing structure, the next thing you need is to find a suitable file-sharing solution. This is a platform that will allow you to store and share files in a secure environment.
The benefit of a good data sharing solution is that it eliminates the need for sending files back and forth. Anyone with permission can easily access and share data in real-time with the relevant parties.
It also tracks user activities, making it easy to track data movement from one user to another, creating transparency. It would help if the structure included data-sharing tools that can integrate with other systems in the enterprise.
For example, allowing users to retrieve data and fax online with eFax. The best way to go about it is by choosing an enterprise-level solution that will allow sharing across devices, platforms, and network environments.
- Break Down Data Silos
Human beings are creatures of habit, wanting to leave things that are most familiar to them. The same reason that makes you take the same route to work or store.
You can transfer these habits to your enterprise, leading to the creation of data silos. If you want to implement bigger and better changes, rewiring to develop new habits can become necessary.
Effective data sharing can become a reality in your enterprise by simply breaking down these data silos. Instead of each department storing data separately, get a single platform accessible to the whole organization to foster true collaboration.
This also calls for building new habits around data sharing and collaboration. The new habits will also enhance the adoption of the collaboration and sharing technology you’ve put in place.
- Team Training On Secure File Sharing
Security is an essential piece of effective data sharing. Busy schedules, pressure to deliver, and ignorance can lead to overlooked sharing practices.
However, not observing proper security practices in data sharing can have dire consequences to the business. Training your team on secure file sharing is important to ensure that such issues don’t happen in your enterprise.
Embracing a file-sharing culture while ensuring data security involves developing data-sharing policies. This includes the standard procedures such as encrypting data and using password protection on data.
Everyone in the enterprise needs to have a clear understanding of the risks of mishandling data.
In addition, train your team on how to use the enterprise file sharing platform by promoting the platform’s proper adoption and utilization. This ensures that everyone is on the same page as to data security and sharing.
If you fail to do this, every team member will rely on their own knowledge, which is unlikely to be the correct enterprise position on sharing guidelines.
- Take Advantage Of The Cloud
Taking your enterprise processes on the cloud has many benefits, including accessibility and scalability. It also allows you to have all your data in a central place—a cloud server, that allows easy remote data access.
It makes it quite easy to share data since all you need to do is migrate your applications to the cloud and set data access control at different levels.
In addition, the cloud also serves as a backup for your data. If what you have in your local drives is damaged or lost, your enterprise processes will still run.
Besides that, cloud sharing and collaboration create convenience, as your teams can work on the go. This boosts efficiency and productivity.
- Limit The Use Of Removable Storages
Removable storages such as hard disks and flash drives are still popular ways of sharing large files. This is particularly a common practice if your enterprise is yet to migrate to the cloud or has only partially migrated. The problem with removable storage as they’re easy to lose.
Unfortunately, there’s no way of tracking them to know where they are and who has handled them. There’s no telling what would happen if they fall into the wrong hands.
- Plan For Failure
Unfortunately, even when you implement the best data sharing practices in your enterprise, failure is still possible. You have to plan for a failed sharing solution, data breaches, or data loss through developing a response strategy.
A good response plan consists of the reporting process and the measures to be followed.
The best practice when planning for failure is constant testing, reviewing, and updating. You need to ensure that your enterprise is ready at all times to respond to any kind of data sharing failure.
This isn’t only a crucial component of your best data sharing practices. It’s also excellent in ensuring data security.
The amount of data passed around to different departments, stakeholders, suppliers, and clients is enormous. If you look at it carefully, mishandling data at any point of the sharing cycle can lead to immense damage to the enterprise.
Therefore, in developing a sharing structure and implementing the discussed data sharing best practices, you’re creating a better and secure sharing environment.