Cloud sharing is a critical part of business management in more ways than one! From document storage to better communication, the cloud has become a fantastic tool.
As a construction business owner, you might be thinking that the cloud is an important part of your toolkit. But what you may not realize is how vital cloud sharing is for managing your documents too. By using cloud sharing tools like the GLXY Software Solutions platform, you can keep your documents up to- date and accessible from any device. In this blog post, we will discuss the benefits of cloud sharing for business owners and provide tips on how you can start using it in your own business.
Construction Business Management
Construction Business Management
If you manage a construction business, then chances are you already use the cloud for some aspects of company management. Whether it’s storing files or sharing project information, the cloud has become an essential part of business management. However, what you may not realize is cloud storage is a viable and even recommended way to also manage critical documentation.
When you use a cloud sharing service, you can access them from anywhere in addition to always keeping your documentation current. This is especially beneficial if you have a team of employees who need to access the same documents. By using the cloud, you can avoid the hassle of sending emails or attachments back and forth.
3 Benefits of Cloud Sharing for Business Owners
3 Benefits of Cloud Sharing for Business Owners
There are many advantages of using the cloud to manage your documents. Below, we will discuss the top three benefits of cloud sharing for business owners.
1. Easily Keep Track of Document Changes
1. Easily Keep Track of Document Changes
One of the benefits of using the cloud to manage your documents is that you can easily keep track of changes. With most cloud-sharing services, you can see who makes what changes and when they occur.
When you’re in construction, this is especially beneficial because you have so many moving parts. Being able to see immediate changes can help keep everything on track since you don’t have to track others down to get signatures or make updates every step of the way. This is also great if you just need to review a document or make sure that all changes get approval.
2. Securely Store Important Documents
Another advantage of using cloud sharing is that you can securely store important documents. With most cloud-sharing services, you can set permissions so that only certain people have access to certain documents.
In construction, secure document storage is vital, especially since you may have several different firms working together. They all need to know their documentation is going to be safe as they send information back and forth between collaborators. By design, cloud storage is a great way to keep sensitive information secure.
2. Securely Store Important Documents
Another advantage of using cloud sharing is that you can securely store important documents. With most cloud-sharing services, you can set permissions so that only certain people have access to certain documents.
In construction, secure document storage is vital, especially since you may have several different firms working together. They all need to know their documentation is going to be safe as they send information back and forth between collaborators. By design, cloud storage is a great way to keep sensitive information secure.
3. Access Documents From Anywhere
3. Access Documents From Anywhere
Whether you’re at home or on the go, you can view and edit your documents from any device, which saves mountains of time. This is especially beneficial if you need to make changes while you’re away from the office or on a different construction site.
Being able to access your documents from wherever you are makes life so much easier. If you need to reference a contract that you have with one of your subcontractors, you can just pull it up from your smart device right there on the spot. Gone are the days when you needed to wait until you got back to the office to check.
Tips for Getting Started With Cloud Sharing
Tips for Getting Started With Cloud Sharing
If you’re new to cloud sharing, then you might be wondering how to get started. Here are some excellent tips you can use to start cloud sharing for your business.
Choose the Right Cloud-Sharing Service
Choose the Right Cloud-Sharing Service
There are many different cloud-sharing services available, so it’s important to choose the right one for your needs. You should consider factors such as price, features, and security.
You may also want to consider reviews from other companies. How did they handle business? Are the reviews positive? Looking at the negative reviews, what made their experiences negative? It’s always a good idea to read legitimate reviews because people love to talk about their experiences, the good and bad.
Create a Document Management Plan
Before you start using cloud sharing, it’s important to create a document management plan. This will help you determine which documents to share and how you need to organize them for your business.
Things to include in a document management plan include:
- A list of all the documents that need to be shared
- Who needs access to each document
- What type of information is contained in each document
- How often the documents need to be updated
Clearly communicating all of these in a document management plan with your collaborators is critical to the success of your overall construction project. Cloud sharing accomplishes that.
Create a Document Management Plan
Before you start using cloud sharing, it’s important to create a document management plan. This will help you determine which documents to share and how you need to organize them for your business.
Things to include in a document management plan include:
- A list of all the documents that need to be shared
- Who needs access to each document
- What type of information is contained in each document
- How often the documents need to be updated
Clearly communicating all of these in a document management plan with your collaborators is critical to the success of your overall construction project. Cloud sharing accomplishes that.
Set Up Permissions and Access Levels
Set Up Permissions and Access Levels
Once you have a plan in place, you can start setting up permissions and access levels. This will ensure that only the people who need access to certain documents have it. Giving appropriate access also enhances existing security practices. Better security keeps everyone feeling safe as they complete the work on your construction project.
Train Your Employees on Cloud Sharing
Train Your Employees on Cloud Sharing
If you have employees who will be using cloud sharing, then it’s important to train them on how to use it. This will ensure that they know how to access and edit documents. You can’t just tell them that you’re making the change without explaining why as well as how it will impact them. You must prepare to answer questions and train them so that they’ll know what they’re doing.
If you don’t offer training, your employee morale will suffer, which can cause your entire business to fall apart at the seams. By providing thorough training, they’ll be more apt to take on the new expectations and get the work done as expected even with the new tools.
The Last Few Thoughts
The Last Few Thoughts
By following these tips, you can use cloud sharing and storage in addition to taking advantage of all the benefits it has to offer. The benefits to using cloud storage abound, and there’s no good reason you can’t be a part of it.
As a construction business owner or manager, it’s important to find ways to make your job easier. Cloud sharing is one way that you can do this. By using the cloud to manage your documents, you can save time and keep your documents up to date.
You’ll also see firsthand how communication improves, and you don’t need to waste time trying to get others to update documents. Late document delivery will become something that simply doesn’t happen anymore. Instead, you will be on time every time. Plus, you can reference documents with the click of a button or a simple, quick search.
If you’re interested in finding out more about how cloud sharing and storage work, contact GLXY Software Solutions. It’s part of what we do to make your company more streamlined and effective in conducting your daily construction business. Please reach out to us if you’d like to learn more about what we can do for you.
You’ll also see firsthand how communication improves, and you don’t need to waste time trying to get others to update documents. Late document delivery will become something that simply doesn’t happen anymore. Instead, you will be on time every time. Plus, you can reference documents with the click of a button or a simple, quick search.
If you’re interested in finding out more about how cloud sharing and storage work, contact GLXY Software Solutions. It’s part of what we do to make your company more streamlined and effective in conducting your daily construction business. Please reach out to us if you’d like to learn more about what we can do for you.