Using Dropbox for Project Collaboration
Dropbox is a fabulous interface used to share images, videos, and documents with clients and team members. Dropbox is exceptionally user friendly which is ideal for clients who have difficulty with overwhelming interfaces. Its ease of use is not always a good thing if you or your clients are unaware of its capabilities.
Benefits of Dropbox
Aside from how user friendly Dropbox is, here we’ve listed other reasons why we choose to use Dropbox:
- 2GB Space for free, but you can buy additional space for a low cost.
- Works on Mac, Windows, Linux, iPad, iPhone, Android and Blackberry. There are also Dropbox apps!
- Dropbox is secure, and holds your files safely. “Secure Sockets Layer (SSL) and AES-256 bit encryption” – Dropbox
How To Maximize Dropbox’s Use
To keep your files safe and easily accessible, it’s wise to use these tips:
- Keep your folders and files organized. Create separate folders for clients, projects, dates, and deadlines – and drag your files within accordingly.
- BACK UP YOUR FILES! This is one of the most important tips involving Dropbox. Unlike a personal computer, where deleting/editing files only affects you, edits on Dropbox (made by any member) affects everyone linked to that particular Dropbox account. In short, if you add files into dropbox (from your computer) and your client deletes them (from their computer), this will permanently delete the file from EVERYONE’S Dropbox. To avoid losing valuable documents, make sure to save a copy of all your work separate from Dropbox. This can also be avoided by notifying all the members who have access to your Dropbox about the importance of backing up files. If something does get accidentally deleted, you have 30 days to restore it. You can also upgrade your account for a small price that will allow you to restore deleted files at any point.
- Control who has access. One of the best methods of restricting who has access to certain files is to create individual folders for each team member/client. Dropbox does not allow you to block individual files, however you can control who has access to entire folders. The best way to take advantage of this is to create separate folders for each member and limit their access strictly to their own personal folder. This is also a great preventative measure to you’re your clients private from other clients.
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