File Sharing Nightmares and How to Avoid Them
How to Share Your Files to Maximize Efficiency and Security
Even with an organized file structure and clear naming convention, not having a plan for file sharing can lead to wasted time, confusion among team members, and major security risks.
Without a clear file-sharing system, your files disappear, you risk security breaches, and collaboration is more annoying than helpful.
How many times have you tried to review someone's work, only to get the notification: "You need access"? Or spent 30 minutes searching for a file that was never shared with you?
It goes beyond minor inconveniences.
Have you ever wondered how many former employees or contractors still have access to your files?
The stakes are high, but most people don't think about file sharing until it's too late. They let it get worse, leading to a mess of scattered files and permissions.
We've helped countless businesses streamline their file-sharing processes and avoid costly mistakes. Since this isn’t on people’s mind when they’re first getting started, we’re usually fixing these problems instead of preventing them.
Here are 6 tips to transform your file sharing from a liability to an asset:
Tip #1: Organize Folders for Sharing
Create subfolders within your top-level folders to group related files. For example, create a "bookkeeping" folder within the "finance" folder. This way, you can share only the relevant subfolder with contractors or external parties without exposing the entire main folder. Don’t give access based on your current file setup. Design your file setup based on how much access people need.
Tip #2: Determine the Appropriate Level of Access
You have a few options. Share top-level folders, like the “finance” folder, with employees who need access to all the files within. Or share individual folders, like the “booking” folder, with contractors or external parties who only need specific files. Especially when it comes to contractors, don’t give people more access than they need. If there are certain documents only your leadership team should have, consider creating a folder dedicated to leadership or the C-Suite.
Tip #3: Set the Right Permission Levels
When sharing files or folders, choose the level of access others need: view, comment, or edit. Consider how you will interact with others and set up the permissions accordingly.
Tip #4: Share Folders Instead of Individual Files Where Possible
Sharing folders is more efficient than sharing individual files. It prevents people from constantly asking for links and ensures they have access to all necessary files. Recipients can create shortcuts and rename folders without affecting the original.
Tip #5: Maintain Ownership by Using Shared Drives (Google Drive specific)
If you're using Google Drive, ensure you have a business-level subscription to access shared drives. Shared drives allow you to retain ownership of files, even when contractors or external parties add files. If you don't use shared drives, you risk losing access to files created by others if they delete them or your agreement ends. In Dropbox they’re called Team Folders, Microsoft calls them Sharepoints. Make sure you’re using business-level subscriptions. This isn’t something to skimp on by using free accounts.
Tip #6: Remove Access When Necessary
When an agreement with a contractor or external party ends, remove their access to the entire shared folder. This ensures that you retain ownership and control over all files within the folder and guarantees they no longer have access to your important information.
By implementing these strategies, you can create a structured and secure system for sharing files with your team, contractors, and external parties. You'll maintain control over your data and minimize the risk of losing access to important files.
Here’s your action item for today:
Review your current file-sharing setup and identify one folder that you can reorganize and share using the tips provided. Start small, and gradually apply these principles to other folders and files as you become more comfortable with the process.
With that, we come to the end of our 5-part series on file management.
I want to thank you for joining me on this journey towards digital peace.
If you're ready to take control of your digital world and want to know where to start, take our Quiz: How Organized Are You? to find your starting place.
