Cloud based storage systems that allow you to send large files, share folders and video conference are now common place. Many of us collaborate over the internet to create blogs, articles, videos, CDs and other forms of digital content. The trouble is these services are not user friendly or easy to use. At the same time they are expensive – not all cloud based services are free.
1. Office 365: Includes the common Office apps such as Word, Excel, and PowerPoint, plus file storage (OneDrive), collaboration (SharePoint Online), and communication (Exchange Online). Office 365 is one of the most complete suites as far as features and functionality, and it scales from small businesses to large enterprises while integrating with multiple platforms. Microsoft has also been investing heavily in security and has several enterprise-grade security capabilities.
2. Gmail: A leading choice for free email service among consumers, Gmail integrates with various third-party apps as well as other Google apps like the calendar. Gmail’s security features include optional two-factor authentication and device authorization management. However, email content may not be entirely private, as the Gmail terms of service are lumped in with the terms of service for the entire Google Account. Google collects certain types of consumer information for advertising purposes. An enterprise-grade version is available as part of G Suite (formerly called Google Apps for Work).
3. Cisco WebEx: A top online meeting and web conferencing tool that includes features such as screen sharing, file sharing, annotation, and public and private chat. Webex tiers are based on the number of people included in the meeting rather than the number of meetings, with a free version available for meeting with up to three participants. It works on multiple desktop and mobile platforms. Security options include end-to-end data encryption.
4. Yahoo! Mail: Often going neck-in-neck with Gmail for popularity, Yahoo Mail has maintained its strong appeal as a free consumer email application. Yahoo uses spam filters and SSL encryption protocols. However, recent news about a massive breach that compromised 500 million user accounts cast doubts on the security capabilities of the company.
5. Yammer: A social network for the workplace, the Microsoft-owned platform allows users to communicate and collaborate privately by creating groups. External collaborators such as vendors can be easily added as well.
6. Evernote: As a versatile note taking app, Evernote allows users to sync their notes across multiple platforms. The ease of use makes it a popular app at enterprises, even when it’s not sanctioned by the IT department. The free version was recently limited to only two devices (which could be desktop or mobile). The more robust business version includes features such as single workspace collaboration and central user administration.
7. GoToMeeting: An online meeting and web conferencing tool that integrates with apps such as Outlook and Salesforce. GoToMeeting competes directly with WebEx. Features include screen sharing and keyboard/mouse control as well as end-to-end encryption.
8. Skype: Considered a pioneer in consumer video conferencing, the free Skype Meetings version supports up to 10 meeting participants and includes screen sharing and PowerPoint collaboration. The business version, included with Office 365, integrates with other Office apps and includes additional features such as meeting recording, instant messaging, and up to 250 meeting participants.
9. G Suite (formerly Google Apps for Work): A cloud collaboration suite from Google that includes Google Docs, Sheets, Hangouts, and Google Drive. G Suite competes directly with Microsoft Office 365.
10. Prezi: An online presentation tool that’s often used as an alternative to PowerPoint. It uses a single canvas instead of slides. Its advantage over PowerPoint is its ability to create free-form, unstructured presentations. However, it’s considered less user-friendly when trying to create slide-based presentations, and only the Pro version includes offline editing.
What are some common cloud-based collaboration methods?
The point of a cloud-based collaboration tool isn’t just to get in touch. There are enough apps out there that make it easy to communicate with people from all over the world. But a cloud collaboration solution is designed to help teams work together, sharing files and making edits in real time, no matter where they’re located.
True collaboration is done through multiple platforms—not only through one message like email or video conferencing. Here are some of the most common cloud-based collaboration methods:
- Video conferencing. Although it’s probably the most popular way to collaborate with teams these days, video calls are just one part of collaborating. Because as you’ve probably realized, not everything needs to be a meeting. Our best tip here is to look for a video conferencing solution that does other things well. (For example, a video conferencing app that also lets you do screen sharing and/or make phone calls—yes, they exist!)
- Team messaging. Messaging and chatting features let team members leave notes, check-in, or have quick conversations about projects or tasks on their own time.
- File sharing and editing. When team members are all working from the same digital file, cloud-based storage and editing tools make sure everyone is looking at the most up-to-date version:
- Screen sharing. Sharing your screen in a video meeting lets you and your team run through slide decks, presentations, documents, or feedback with everyone on the same page. For example, RingCentral Video gives you the power to choose a specific desktop screen and even a specific app to share (so you don’t inadvertently share a sensitive document):
What should small businesses look for in a cloud collaboration solution?
When choosing a cloud collaboration tool for your small business, here are the top things to consider:
1. Ease of use
When you have a small team, everyone needs to be as productive as possible as much as possible. You can’t afford to spend days or even hours training and educating your team about new tools.
That’s why ease of use is one of the most important things to consider when choosing a cloud collaboration solution for your small business.
When deciding on a tool, look for something that is intuitive and designed with the end user in mind. Do you need to be an expert to know how to use it to share a file? Do you need to download different pieces of software just to join a call—or can you just click a link from an email invite to join a meeting from your internet browser—like you can using a collaboration solution like RingCentral?
2. Multi-functionality
As we mentioned before, a cloud collaboration solution is more than just a way to communicate with your team, and the features offered by each tool will vary. To find the right one for your small business, you need to know what additional functions are most important to your team.
Video conferencing might be important to your team’s day-to-day collaboration, but what about team messaging or file sharing? Do you need task management as well? Sure, you could do what most people do and try to build a big app stack in order to meet all your teams’ needs—but having one app that can do it all can end up reducing your expenses while making collaboration even easier.
When you have a handful of apps that all do different things, you run the risk of losing important information, missing a task, or forgetting to copy something over. What seems like one small mistake at first can quickly add up over time and have serious long-term consequences on your business’ growth.
The biggest benefit of using a multi-functional tool that puts everything in one place is that it minimizes human error. Files are stored right where your team communicates, and tasks can be assigned within your messaging thread. Team members only need to stay up to date on one app, saving them time and ultimately making them more productive.
3. Scalability
Your team might be small now, but it probably won’t always be that way. As your team grows, you want a collaboration tool that can grow with you. While it might make sense to choose something basic and cost-effective early on, if it won’t work for a larger or more complex team, you’ll just end up needing to invest in something new (and also retrain your team) later on.
Although your future goals might seem far away, consider them when choosing your cloud collaboration tool. Even if your tool works for you now, does it also have the features you think you’ll need in the future? What do larger plans look like, and can they accommodate the growth you hope to achieve?
4. Integrations
While a cloud collaboration tool (especially one with a lot of features) can do a lot, it can’t do it all. This is where integrations will become important.
You’ll want your collaboration tool to connect with other apps and tools your team uses on a daily basis, like your CRM, project management tool, and invoicing and billing software. Connecting the apps your team uses every day creates an easier project flow and minimizes the need for you to copy and paste information, project updates, and deadlines between apps.
When choosing between collaboration platforms, look at not only the tools you use now, but also the tools you might want to bring on in the future. You shouldn’t have to overhaul your entire system just because your new collaboration tool can’t connect with the apps your team already loves.
What Makes Cloud Storage Best For Collaboration
The easy sharing of files is one of the most important features when it comes to collaboration. You also want to be able to share them quickly and to have content control. It allows you to restrict unauthorized file access when sharing, for example, password protected links, permission settings, expiry dates, etc.
There are lots of applications to help you when collaborating. Some are native to the service, while others are third-party integrations. The more popular ones are Google Docs and Office Online. Services that offer one or both get a plus in our book.
Without good upload speeds, your collaboration wouldn’t amount to much. Changes to files should take effect quickly, preferably in real time. Sync speeds are what makes that happen and the most desirable feature here is block-level sync. It allows for faster syncing because it uploads only the changed file portions and not the entire file.
We’ll also take value into consideration. There’s almost always a free plan which you can use to see how a service works, or at least a trial. Services differ in the number of plans they offer, and what those plans get you for the price. More features for a lower price is always better (check out our best deals in cloud storage for a bargain).
Of course, the security of your files is also of great importance. We’ll see if they encrypt data at rest server-side, whether they have native private encryption (read our best zero-knowledge cloud services article if you need that) and if they have two-factor authentication (2FA) which helps against stolen passwords, etc.
Conclusion
The next generation of digital storage is better, faster, and simpler. CloudHQ is an easy-to-use cloud based file hosting service that lets you store any kind of file online securely, share them with others, invite team members to collaborate on projects, or set permissions for each individual user.