Go to the point: We offer some straightforward tips to avoid online storage problems:
Eliminate lost data: thanks to the size of hard disks, which are getting bigger, there is usually no space in the computer nowadays. However, the flood of files can slow down the system and make it difficult to work.
We recommend removing unused files and programs; it will create order and allow us to work more efficiently.
1-Secure online storage instead of a hard disk
Removing unwanted information frees up storage space; however, storing data in the cloud is always a good alternative.
Files are available to users at all times from any device. This also facilitates collaboration with colleagues: if a file is shared, a link is sufficient instead of sending everything by e-mail.
In addition, when choosing a provider, be sure to pay attention to data protection.
Data protection and user administration: Storing files centrally in online storage has many advantages: It creates order, saves time, and facilitates collaboration.
In combination with this, access authorizations and file approvals can be granted simply by clicking on the user administration.
When choosing a cloud provider, users must ensure that data security is guaranteed and that user privacy is protected.
Outsourcing data to a cloud doesn’t always mean it’s completely secure. Therefore, when selecting online storage, users should pay attention to integrating an automatic backup feature. This is the only way to recover accidentally deleted or modified files.
It is even better if the backup solution also has appropriate interfaces to allow full server backups. This ensures that all data is appropriately backed up.
Synchronize data: online storage has another advantage, simplifying digital spring cleaning: data can be synchronized.
If an employee records a document in Karlsruhe, the current version is immediately available in Hamburg and Berlin. Once installed, the work can be done more efficiently.
3-Cleaning up advertising and spam
The massive amount of advertising and spam mail can be easily reduced. Spam filters and anti-virus programs usually have to be activated manually in the settings.
When that is done, only what belongs to the mailbox ends up there. Therefore, unwanted or dangerous e-mails will be filtered out in the future.
4-Structure the folders for a better overview
Are there again many unread e-mails in your inbox, and is it almost impossible to get an overview? A thematic archiving system with folders such as “Offers and Invoices,” “Suppliers,” “Employees,” etc., allows for better organization. Another option is that each project has its folder in which relevant e-mails can be stored.
In addition, inbox rules allow messages from specific senders or specific keywords to be moved directly to a folder.
5-Direct subject for faster replies
Has the customer not even responded to the third request? A specific subject line significantly increases the probability of receiving a response. If the customer receives an e-mail with the title “ABC Offer – Approval Required by 25.05.”, they immediately know what to do.
It is also recommended that you define a fixed structure for the subject lines of the e-mails. It looks professional, severe and also increases usability.
Sort e-mails by color: Marking e-mails with different colors ensures clarity and makes your work easier. Only three different colors should be used. You can sort them according to large projects, time classification, or importance, for example, or in necessary work steps such as “prepare,” “execute,” or “check.”
We hope this material will be helpful for a good management of your valuable data. For inquiries and advice, offers and valuable content please contact us immediately. We are happy to serve you in this way.