When half your staff is here and the other half are scattered around the country on assignment, you’ve got to have ways to stay connected.
It’s simple, elegant, and very effective. Dropbox may not have as many features as other file-sharing programs, but it’s good at what it does. Dropbox is a cloud-based drive where you can store and share virtually any kind of file, music and movie clips included. If you’re looking for a simple and secure platform to keep documents, you really don’t need to look further. Since your files are stored in a cloud, you don’t need to be at a specific computer to access them. You can get to your documents from any computer (or smartphone) at any time. Dropbox also has desktop access capabilities – if you install the application onto your PC you can get to your files even if you’re offline. The drawback: it’s free, but only up to a certain point. When you reach the capacity of your free Dropbox account, you’ll either need to delete files or pay to get more storage space.
There’s a reason so many people use it. If you want a step up from the file-sharing capabilities of Dropbox, Google Drive is a free and easy way to collaborate in real time with everyone you’ve shared your project with. (And when we say real time, we mean real time. You can watch words and edits appear before your eyes as colleagues move through the documents.) Google Drive allows you to create documents, spreadsheets, slides, and more, making it a great tool to collaborate. It also has chat capabilities – you can chat with any and all people on the document with you, enabling faster communication. And if you can’t remember what’s been done or who’s edited what, you can go through the history of your project for up-to-the minute details.
Though Skype might be more readily associated with long-distance lovers and college study-abroad students calling home, Skype has no limit to its uses, and can be a great business tool for communicating with your staff.
Basecamp knows its users well – they’ve been in business for 15 years! Basecamp is project management software that has nearly everything you need and allows for real-time collaboration. It operates on the metaphor of a sheet of paper. You start with a blank page and build from there. You can invite people, create a calendar, create subprojects, upload and open nearly every type of file, and create threads for discussion. If you’re on-site and your staff is back at the office, you can upload pictures from your phone and communicate in real time. Since everything is in the cloud (what isn’t these days?) you can access the site from anywhere. These kind of capabilities don’t come cheap, but they are well-worth it.