The coronavirus has disrupted nearly all aspects of life, changing the way we shop, dine, and probably most importantly – work. Employees have been asked in nearly every state across the country – and in nearly every country across the world – to stay home and work remotely.

Whether working from home will be a requirement for a few weeks or months, employers need to understand that it is more than simply giving your employees a laptop and sending them home without any direction.

But, how do you ensure business goes on as usual? With the help of a cloud-based collaboration tool like Onehub, you can help your team work from home during COVID-19 with minimal interruptions. Here are our top three features to help you get the job done.

File Sharing

If your team is setting up to work from home during COVID-19, you’ll need one place where everyone can go to share files. We suggest using a secure file sharing system in which you can invite users to a collaborative virtual workspace area, whether it is to work on and review a folder or an individual file.

The Onehub secure file sharing system is only accessible to those users you invite, whether it’s a client or coworker. Users will receive an email with your branding so that they know the invite is from your company. Then, they just need to set up a username and password. As the user manager, you can grant (or revoke) access to the Workspace, modify the roles of collaborators, and control access from a single, secure location.

Collaboration

Employers need to acknowledge that employees have more on their plates than ever before. Between entertaining younger children, homeschooling older children, caring for older family members, and the stress the uncertainty of a pandemic can bring, employees may not be able to put in the same number of hours they could before working from home. Employees also shouldn’t be expected to work more hours than usual simply because they’re at home. To make the most of every minute spent working from home, collaboration technology that streamlines your employees’ efforts is a must.

Onehub is integrated with both Microsoft Office Online and Google Drive so that employees can create, edit, collaborate, and save files effortlessly. Contributors can post comments and offer feedback with other collaborators, while also reviewing and approving files.

You can even track your team’s progress towards completing a project in the Workspace tasks page and easily communicate your thoughts by posting messages. And, since we are now all juggling family and work, every team member will get instantly notified when someone uploads a new file, posts a comment, or assigns a new task.

Security

No matter how many employees you have working from home, be it one or 1,000, you need to make sure all work is completed in a secure environment. Onehub recommends role-based permissions, which assign narrowly-defined roles to users so that they have limited access to files you control. You should also think about allowing certain permissions – who can download, print, and view your files? This is an important question to think about when organizing a remote workspace.

In Onehub, you can add permissions to your entire account, a Workspace area, or a specific folder, file, or link. Since working from home makes monitoring employee performance a bit more complicated (are they working or streaming Netflix?), you can also audit the entire project and keep track of those who have accessed and worked on content from start to finish. Complex passwords and two-factor authentication also add an extra layer of security.

Work from Home with Onehub

Technology plays an even more important role now that employees are asked to work from home during COVID-19. Yet, even the best technological systems won’t work efficiently if your employees don’t feel safe, secure, and supported. 

Whether you’re right for the role or you assign it to someone else, assign a team leader position. This person can help guide employees through our new normal, and this can be done through file sharing and collaborative technology. Once your employees feel connected, they will gain a sense of structure and your company will remain productive during this difficult time.

To see if cloud collaboration is the solution you’ve been searching for, reach out to Onehub for a free demo.

At Onehub we believe in making file sharing & collaboration simple and easy. For the past year we have been working with Microsoft to integrate Office Online into Onehub so you can work with your team more effectively.  With Onehub + Microsoft Office Online you can create, edit, share, collaborate, and store your files while keeping your information completely secure.

Now with Microsoft Office Online Integration you can quickly create a new document, spreadsheet, or presentation right from Onehub. Any changes you make to your files will be automatically saved back to Onehub. No back-and-forth emails, no mixing up versions, and no limits to where you can access your files to get work done.

Co-authoring allows you to collaborate in real-time on a file alongside your colleagues with ease. See who is viewing or editing the file, comment on changes made, and easily update versions. With Onehub permission controls, you’re in charge of who can edit your files or who can only preview them.

Collaborating just got that much easier.

For more information on this feature including browser requirements and file support, please read our Microsoft Office Online support articles. As always, if you have any feedback, we’d love to hear it – post a comment below or email support@onehub.com.

Technology has revolutionized the way companies operate. Thanks to the internet and collaboration tools, employees are more engaged and have replaced the competitive rat race with team culture. Millennials have embraced teamwork over solo projects and tend to encourage collaboration efforts between team members, management, and clients.

If you’re noticing a shift within your day-to-day practices and company culture, take a moment to learn about client portals, the best way to collaborate online.

Benefits of Online Collaboration

Has your company found the best way to collaborate on documents yet? If so, you may already be experiencing some of the following benefits.

• Cost Savings – Depending on the project, online collaboration could be easier on the company budget. If you’re used to paying for travel costs, expensive dinners that double as meetings, or overtime for employees to conquer a project, online collaboration can help you substantially cut back. Employees, clients, and contract workers can work together in an efficient and resourceful manner.
• Top Talent – If you need the assistance of contractors or part-time employees for a project, online collaboration can help attract great candidates. Working virtually allows you to hire top talent from anywhere in the world.
• Easier Scheduling – When you have team members in different time zones, scheduling time to collaborate can be difficult no matter the method. But when a team is working together on a project, taking meetings online makes everything easier. The only requirement participants need is an internet connection. When a team member is working from home or you just don’t have the physical space for a group to gather in the office, collaborating online keeps everyone connected.
• Continual Progress – Collaborating online means work doesn’t have to stop when the office closes. Employees have the freedom to modify their schedule as needed, a perk Millennials are looking for. Also, if you’re working with team members in several time zones, your project can benefit from minimal down time.

Potential Online Collaboration Pitfalls

There are plenty of benefits to enjoy when collaborating online. However, there are a couple potential pitfalls to look out for as well.

• Lost in Translation – Both tasks and tones can be overlooked or misunderstood when collaborating online. This can especially happen when working with contractors from different backgrounds. Whether there is a language or culture barrier, internal friction can develop.
• Equipment failure – Tech equipment can fail without warning. Whether you’re dealing with a low battery, broken device, or an internet outage, progress can screech to a halt when collaborating online.

Overall, online collaboration can be a more positive experience for everyone involved. We always suggest having a team leader oversee a project. They can keep an eye on upcoming deadlines, iron out issues between team members, and develop a backup plan to handle equipment failure.

What Is the Best Way to Collaborate Online? 4 Options to Consider

It seems as though there is an endless selection of tools to help teams get the job done in a virtual environment. Browse through this short list of options to see if any sound like a fit for your unique collaborative needs.

1. Email
Email is the original online collaborative tool. For simple projects or collaboratives between two or three people, email could be enough to hack out a few details, assign tasks, and stay updated on progress.

However, emails can sit unanswered for days and despite the purpose of email, conversations don’t always effectively progress when this tool is used as the only means of communication.

2. Video
There are plenty of free and affordable services to explore if you want to hold virtual meetings. Collaborating through live video is a great way to build and develop relationships with team members who have never physically met.

However, this setup can take more time, technological requirements, and effort to coordinate between large groups.

3. Project Management Apps
Many businesses are turning to project management apps. These virtual to-do lists can be synced between desktops, tablets, and smartphones and allow one or hundreds of users to interact with them. Team members can see what tasks they’re responsible for and what stage a project is in.

While these tools are great for organization and delegation, they tend to be one dimensional and are rarely a stand-alone solution.

4. Client Portal
Client portals are virtual workspaces with security support. Only approved team members can gain access to a client document portal and its contents. Users can be anywhere in the world and enter the virtual workspace when it’s convenient for them. This means the progress of a project can continuously advance. Conversations can take place within the portal through messaging services and there’s less to worry about when it comes to document security.

Client portals allow companies to experience just about every benefit associated with online collaboration. They’re able to save resources, work with top talent from all over the world, and make continuous progress within their business.

Final Thoughts

For some companies, a single tool may not be enough to keep a team on track. Instead, a combination of collaborative options may be the best way to collaborate on documents.

Many have found client portals to be the best way to collaborate online and consider them to be the foundation of their collaborative success. To see if client portals are the solution you’ve been searching for, reach out to Onehub for a free demo.

Do you know how to upload multiple files at once? Do you send an email with a list of attachments? Maybe you only send the most important files and include a summary of the rest? Or do you get frustrated with errors and setbacks and put the task off until you’re calmed down?

Sending multiple files at once can be a time-consuming and annoying task. But there’s no need to clear your schedule to get your files to their recipient. Learn how to upload multiple files at once the easy way by using a client portal.

What Is a Client Portal?

Client portals are branded, private, and protected virtual spaces companies can utilize and share with their team members, clients, or both. In a client portal, information can be shared and exchanged only between approved participants. This makes the space and its contents more secure than other sharing scenarios, such as email.

To access files and documents within a secure client portal, invited users are provided usernames and passwords. As the owner of a portal, you set permissions for who can access a portal, what documents inside the portal they can see, and what they can do with said documents. For example, you can give a new client access to their project portal and allow them to view invoices and certain file details while team members with access to the portal can see the inner workings of each task.

As a business owner, you might have a portal for every client, or have only a few portals defined by the different services you provide. You might have one for employees where digital copies of handbooks and benefit sheets are available. Or you might have one for an outsourced accountant or contractor that has sensitive information you would prefer not to email.

No matter how you choose to use a client portal, they’re a solution to secure file storage for many. And one of the best advantages is that you can upload multiple files at once to a portal, saving you time and frustration.

How to Upload Multiple Files at Once with a Client Portal

The following instructions cover the basics of uploading to a client portal like Onehub. There are other tips and tricks users will come across when learning how to upload multiple files. These can be discovered through a free demo with the service provider.

When you’re ready to upload your files, start by choosing the appropriate workspace from your dashboard. Once inside, you can add stand-alone files or create folders and subfolders as needed. When you know how you want to organize your files, you can start uploading. This can be done in two ways. You can manually choose files from your computer or upload them using the drag-and-drop feature. Once you have confirmation that the files have been loaded to the client portal, you can share them with outside parties via a link or email invitation.

Benefits & Advantages of Client Portals

Now that you know how to upload multiple files at once in a client portal, you may be interested in learning about the several other advantages this cloud-based service offers.

Improved Collaboration Efforts
Client portals make it simple to collaborate with coworkers and team members. Send messages and leave notes within the portal to assign tasks and receive progress reports. Owners of files can see who has viewed, downloaded, or printed a file so they can make sure the right information stays with the right team members.

24/7 Access
Whether you’re working with clients in different time zones or have contractors adding their contributions outside of normal office hours, documents and information within a client portal can be accessed 24 hours a day, seven days a week. Clients appreciate the convenience factor, and everyone wins when progress isn’t limited to a single contributor’s schedule.

Saved Resources
Client portals can save businesses time and money. Sending files through email can be time-consuming for both parties as files are uploaded and downloaded. While there are other file-sending options, recipients aren’t always tech-savvy enough to understand each process, leaving the sender scrambling to find another way to send information. As an employer, client portals should provide peace of mind as they’re a fast, secure, and easily accepted method to uploading and sharing multiple files at once.

Security Features
When files are uploaded and shared through a client portal, there are several security advantages. First, all data is encrypted while in transit and at rest, minimizing the risk of a data leak or breach. With file sharing permissions, only invited parties are able to access client portals and their contents. Documents can be protected with passwords or set to expire after a set amount of time has passed. Overall, client portals minimize risk for all involved parties.

Are Client Portals for You?

When compared to other methods, client portals are an ideal way to upload multiple files at once and then share them quickly and safely with the appropriate parties. When the additional benefits client portals offer are considered, it’s easy to see why they’re such a great asset for so many companies.

To see the inner workings of a client portal for yourself and learn how to upload multiple files within one, schedule a complimentary demo with Onehub today.

You’ve just wrapped up a project for your boss to review before sending it over to the client. You send an email with the necessary files, but a notice pops up on your screen. The attachment is too large.

What can you do? Break up the file into smaller sections? Only provide your boss with a summary? Or do you (gasp) print your work and walk the project over to your boss’ desk?

While all of these could be viable solutions, a better approach is to find the best way to send large files online. When large files can become an issue, here are four ways to share them.

Large File Concerns

Are we making a mountain out of a molehill or are there really some serious issues associated with large files? We’ll let you decide but here are some common pitfalls of oversized documents.

• Email services have limits on attachment sizes so large files can’t be sent through email. For example, Gmail limits attachments to 25MB while Outlook only allows attachments up to 20MB.
• Large files can choke a network if everyone is sending or downloading at the same time.
• Large files can quickly eat up storage space. Computer space comes at a premium. If a large file isn’t earning its keep, it’s simply taking up important space.

While there are concerns with large files, we also understand that they’re a necessary evil when collaborating and conducting business. Depending on the industry, large files may be unavoidable and common practice. Luckily, there are ways to navigate through or around these large file-related concerns.

4 Ways to Send Large Files Online

There is no one-size-fits-all approach to sending large files online. When it comes to finding the best way to send files online, the answer will depend on your unique situation. Here are a few potential file-sharing methods to consider.

Compression
Depending on the type of file you’re sending, compression can be a simple solution. This option is best for Word and PDF files that are just slightly over the size limit for email attachments. However, compression isn’t recommended for files comprised mostly of images. When working with a third-party compression tool, you can often encrypt and password protect your files for added security.

File Transfer Protocol
Also known as FTP, this method requires you to be a bit tech savvy. FTP lets you to essentially cancel out the middleman and allow outside parties direct access to large files on your server. But depending on your server, there could be restrictions on who can access stored files.

External Storage
For those who are less tech savvy, moving large files to a USB or external drive could be an option. While some might be concerned over the time it takes to get an external storage solution into the right hands (unless those hands are in the same building or town), others enjoy the advantage of not having to download or store files on their own computer.

Cloud-Based Services
Cloud-based file sharing for business is potentially the best way to send large files online. File owners can provide links to outside parties, granting them access to large files. With client portal software, you can skip the download process, storage concerns, and email limitations when sending large files. There are included security features with this method. File owners can see who’s viewed or downloaded a file and require a password for file access or two-factor authentication.

Before choosing the best way to send large files online, consider the solution’s convenience factor, overall cost, and security measures. A convenient solution loses its charm if it’s overly expensive and an affordable solution can suddenly become expensive if it causes a security issue. Find the proper balance for your needs.

Additional Tips for Sending Large Files Online

Now that you know how to share a large file online, enjoy a few additional tips for smarter sending.

• Stay organized – File organization is always important, whether you’re dealing with a small or large project. Check out our tips for staying digitally organized.
• Zone in on security – When it comes to file sharing, security should always be the first factor you consider. It won’t matter how simple it is to send a large file if it becomes compromised. Emails can be forwarded, and external drives can be stolen or copied.
• Be open-minded – A file sending solution for one project might not be the best solution for another. With a multitude of potential solutions to consider, remain open-minded about what will work best for your team and clients.

Final Thoughts

If you’ve been frustrated when trying to send large files in the past, it should help knowing there are simple and effective ways to get the job done. To learn more about why client portal software is the best way to send large files online, reach out to Onehub for a free demo of their services.

There are plenty of ways to send documents over the internet. The problem is that they’re not all secure methods. Email passwords and document privacy settings aren’t always enough.

In fact, email is a hacker’s favorite target. In just one year, email attacks on businesses increased nearly 500%. When it comes to business email accounts, finding a way in gains a hacker access to sensitive email conversations and data sent as attachments. It might be too late before you even realize a hacker has gained access to your account. The financial cost of an attack can be made up, but the damage to your company’s reputation will be harder to fix.

If you handle sensitive data, be it your own or that of your clients or business partners, here’s how to send documents securely over the internet.

How Are Documents Compromised?

A document can go from secure to compromised without warning, and in a matter of seconds. Hackers have a plethora of methods when it comes to attacking personal information and documents. Below are just a few ways hackers can gain access to your documents, even when you’ve taken security precautions.

Trojan Horse
In this type of attack, a hacker includes a virus in an email or download. If you fall for the bait, the virus is secretly installed in your computer, where it copies everything you type and sends it back to the hacker. When typing up a confidential proposal, you could be sending a copy of your document directly to a malicious third party.

Compromised Password
Think of passwords as a fence around your home. It may deter unwanted guests but it’s not impenetrable. Hackers can learn your password through a data breach, but they can also figure it out with a little bit of detective work. Is your security question for your email password related to your mother’s maiden name or where you went to high school? Such answers can be easily tracked down with an internet search and provide access to your emails and any attached documents.

Open Wi-Fi
If you’re sending sensitive documents through an open wi-fi network, you’re allowing anyone else on the network to help themselves to your data. When learning how to share a file online, knowing to always work on a secured network is an important step.

What Makes a Document Secure?

How often do you lock your house? For most people, making sure their home is secure and locked up before they leave for the day is a habit, and a good one at that. Keeping your documents secure should be a habit as well. There are several requirements to embrace when making document security a habit.

Knowledge
Those dedicated to cyber security take the time to stay up on recent cyber security breakthroughs and news. By staying ahead of the curve, you’re more likely to make smart security decisions.

Commitment
Locking up your home consistently for a year and then forgetting one day leaves you vulnerable to a break-in. In the same manner, securing one document and not the next leaves you vulnerable to a hacker. Treat every document with the same level of security measures.

Protocol
Finally, develop a security protocol that you follow through with every document. This way, when an employee or assistant steps in, they’ll know the exact measures they need to take to meet your security standards.

How to Send Documents Securely Over the Internet

There are plenty of options when it comes to sending documents to colleagues, clients, or corporations. But one method offers advantages and security features that the others can’t. Client portals are part of secure file storage systems based in the cloud. By uploading files from your computer into a client portal, you’re putting several additional layers of protection between your company data and hackers. Here are some tips to sending documents through a secure client portal software provider (like Onehub).

Start by uploading your files to a secure file sharing service. The best services will encrypt your files during the transfer and once they’ve been uploaded. If your document was created on a secure network, you don’t have to worry about hackers gaining access during the transfer process. Your files are always protected.

Once your files have been uploaded, you can invite approved users to view the files within the client portal through email invitations or direct links. As the owner of the files, you can take advantage of additional security measures, like two-factor authentication and session timeouts. You can also view data logs to see who has accessed each file and what was completed during their session.

The main benefit of sending documents through a client portal compared to other file sending methods is the additional security. Protecting an email attached document with a password is like putting it in a cardboard box. But a document in a client portal is the equivalent of a bank vault.

Final Thoughts

Remember to remain consistent and vigilant when sending documents online. Depending on your industry, all it takes is one breach to compromise your reputation and future.

Some industries are more vulnerable than others when it comes to protecting documents. Be sure to check out our article on secure file sharing for accountants, especially if you work with financial information.

For more information on how to send documents securely over the internet, visit Onehub for a thorough demonstration of its security features.

Maybe you’re familiar with the advantages of having a neat and organized desk, but how are your digital organizational skills?

It’s easy to see when a paper storage cabinet is unorganized. But with digital documents, it’s all too easy to ignore the virtual clutter. Learning how to organize digital files is crucial, and it’s especially important when you’re working with a cloud-based file sharing provider.

If you’re ignoring your digital mess, you could be missing out on some of the top benefits of online file sharing services. Stay tuned to learn what your digital disorganization could be costing you and how to take back control.

3 Consequences of Unorganized Files

Are your digital files scattered in the cloud? If so, see if you can relate to any of the following chaos-related consequences.

1. Lost resources
Searching for a missing file can cost your business in several ways. First, searching for misplaced documents wastes time. According to an IDC white paper, employees in certain industries can spend as much as 4.5 hours every week searching for missing documents. This means that each of your employees could be wasting nearly an entire month per year, every year.

Of course, employees aren’t searching for documents for free. As an employer, you’re losing money and opportunity when employees are unable to find what they need. When properly utilized, online file sharing should save resources, not waste them.

2. Lost opportunities
Whether you’re in services or sales, there’s no way to know when an opportunity to close a groundbreaking deal will present itself. Even if you’ve been working on a warm lead for months, moving forward in the closing process can take you pleasantly by surprise.

When you find yourself in need of contracts, project timelines, quotes, summaries of included services, or any other documents needed to complete the process, not being able to find the files you need can be time consuming and embarrassing.

Such a scenario can also damage a relationship with a new customer before it even begins. Working with an online file sharing provider should help you impress new and existing clients, a benefit that can be erased through unorganized files.

3. Lost data
Have you ever misplaced a shopping list or weekend to-do list? Even if you completed the list yourself, it can be difficult to remember every item on it. The same goes for digital files. Misplacing a single file, or even worse, an entire folder of data can leave you scrambling to remember the details.

Without a data organization plan in place, employees can accidentally mislabel, misplace, or even delete documents. Even if you’re able to reproduce the lost data, knowing if you remembered every missing piece can be impossible. And should you lose critical data belonging to a client, there could be serious repercussions, including litigation.

Online file sharing should provide you with peace of mind, but this only comes when you’re confident in your digital organization process.

Tips on Digital File Organization

Now that you know how critical it is to keep your digital files organized, here are some tips to help you get there.

Be proactive
Avoid letting files sit in a temporary folder or location. Get into the habit of properly naming and filing documents immediately after creating them. For some industries, templated folders can help place files in their proper home right away. When organizing your digital space, it’s always easier to put a file in the correct spot right away instead of spending your Friday afternoon organizing the files you created throughout the week.

Come up with a file and folder naming process
It won’t do much good if you’re organizing your files one way while someone else on the project is using a different process. When developing your data naming process, keep it simple. When you look at a file or folder, you should be able to determine its contents just by its name.

For example, if you’re saving a project quote for a client, simply saving it as “Project Quote” won’t help you when it’s time to find the file again. Instead, include as much detail as possible. Think about dates, client names, and the type of file. A better name for such a file might be “August 2019 Project Quote Client ABC”.

The key to coming up with a good file organization process is to make sure everyone on your team is using the same approach. Come up with universal abbreviations (Corp instead of Corporation, PBT instead of Project Budget Tracker) and decide on how dates will be recorded. When searching for a document, an employee looking for a file with “July 2019” will never find it if it’s been named “2019-7”.

Delete with caution
Deleting business files of any type can be risky. Unless you know for certain that a file will never be needed again (and you’re not legally required to keep it), it’s better to archive files rather than delete them. Online file sharing services can provide you with different storage options for active and inactive data.

The consequences of having unorganized digital files can be dire. But the good news is that once you have a system in place, it becomes easier to stay organized and save your business time and money. If you’re ready to learn more about secure cloud file sharing and how to organize virtual documents, reach out to Onehub for a demonstration.