38 / CHOOSING THE RIGHT TOOLS
Keeping track of collaboration
Real-time digital collaboration tools oer
many benefits for remote managers.
Online file-sharing platforms allow you
and your sta to share documents, track
changes, manage dierent versions of
them, and tag other users wherever
they are. They are also important in
giving you a “single source of truth” to
refer to. With your sta working in their
own spaces, misunderstandings and
duplication of work become greater
dangers. Being able to see the latest
versions of documents in one place
Training the team
Data protection is a serious legal business
obligation. Your sta must understand how
cyberattacks and data leaks happen, and how
to prevent them (see pp.44–45). While it can be
tempting to attach a file to an email, or send it to
a personal account, it could end up in the wrong
hands—with legal consequences for both you
and your organization.
Todays online file-sharing platforms that store data in the cloud
provide useful tools for remote managers and their sta. But as
well as allowing you to easily exchange, access, and edit information,
they also carry an increased data protection risk.
Collaborating on and
sharing documents
means you can quickly view how far a
task has progressed without having to
chase multiple employees for their input.
CHECK TWICE, ACT ONCE
Collaborating remotely means
making sure all parties know
whats required. If a request
isn’t clear, don’t fill in the gaps
yourself. Ask before you act.
Tip
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COLLABORATING ON AND SHARING DOCUMENTS / 39
Getting to know the cloud
Cloud computing, the delivery of tools
and services over the internet, is the
basis of online file-sharing suites such
as Microsoft 365 and Google Drive.
Rather than being stored on a computer
hard drive or company server, they host
your information in remote data centers
where you can access it at any time,
from anywhere. Microsoft 365 features
Rolling back the clock
One key benefit of online document collaboration
is that it helps establish version control. This is
important if two or more people are working on
the same document at dierent times, letting them
see what’s changed and then mark their own changes.
If something goes wrong, document-sharing
platforms let you “roll back” to a previous
version, easily undoing the mess.
Setting permissions
One benefit of online document collaboration
is that it lets you set permissions to determine
who can access a file and how much they can
change. Use these tools carefully: they normally
range from giving one person read-only access
to making a document editable by anyone. You
must keep a tight rein on sensitive data.
browser-based versions of programs,
such as Word, PowerPoint, and Excel,
while Google Drive is part of Google’s
larger suite of tools. Useful standalone
tools include whiteboard apps, such
as Miro, which help recreate the
experience of brainstorming in
a room together, and project
management services such as
Jira, Trello, and Monday.com.
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