According to Quantum, 72% oforganisation are still storing the majority of their data on expensive, on-premise IT infrastructure. While local storage definitely has its place, OneDrive for Business offers greater mobility and collaborative capability and can improve an organisation’s data security.
According to a TwinStrata survey, “more people have implemented or plan to implement cloud storage than any other cloud computing initiative.” These leaders adopting cloud storage services - like OneDrive, Google Drive and Dropbox - are empowering their employees with tools for greater efficiency, innovation and productivity.
What is OneDrive for Business?
OneDrive for Business is much more than a simple repository for work files. It’s a storage, synchronisation and sharing service that offers advanced administration controls and security features.
From the employee perspective, users of OneDrive for Business can be sure they’re working off the latest copy of a document or file regardless of where they are or what device they’re using to access the content. Using robust controls to configure permissions, admins are monitoring and auditing activity while Microsoft looks after compliance and security.
OneDrive for Business is a powerful storage solution for forward-thinking organisations, helping them achieve greater productivity with fewer resources.
What are the benefits of OneDrive for Business?
Access and Edit Office Files Online
Downloading local copies of documents, opening them in desktop applications, making edits and then saving them back to the cloud is wasted time and effort. OneDrive for Business allows for automatically synced edits and changes from a web browser.
For example, as you can see in this screenshot, employees can edit a Word document without saving a local copy and opening the desktop application:
While there is reduced functionality, basic editing through a browser enables real-time co-authoring from any device with an internet connection.
The convenience of Office Online gives employees the ability to work together seamlessly, heedless of whether their usual devices or applications are within reach.
Accessibility
An empty desk is no longer the stamp of an employee slacking off. Today’s mobile workforce is always on the go and OneDrive for Business gives employees the flexibility to access content from anywhere, off any device.
Staff can work from laptops, tablets, smartphones and more. They can even edit files offline and the content will automatically sync the next time they connect, thereby increasing productivity.
Unsurprisingly, three out of four IT managers claim the Bring Your Own Device (BYOD) system provides a big productivity boost, with the average BYOD employee working an extra two hours a day.
Essentially, OneDrive for Business encourages BYOD and ensures productivity never has to stall.
Secure File Sharing and Collaboration
Collaborating with partners outside the organisation is often a painful exercise. OneDrive facilitates secure file sharing with a few clicks of a button, streamlining group problem-solving and driving innovation upward.
Sending documents to and from partners often results in confusing communication timelines, version conflicts and delays due to clashing time zones. When using OneDrive, secure file sharing between co-workers, external clients and partners becomes effortless.
The user selects ‘Share’ and designates who they’d like to share with. Here’s a quick look at how it works:
Bear in mind, organisations can configure settings to control who their employees share information with. For example, if you haven’t authorised sharing with external users, staff will get this error message:
The automated versioning and file syncing across devices ensures everyone has access to the master copy. Then there is little need to coordinate or ‘manage’ collaborative processes, ensuring a stress-free group effort to bring about outcomes superior to what could’ve been achieved individually.
Enhanced Security and Compliance
Microsoft has decades of experience in security under its belt. In many cases, implementing OneDrive for Business actually leads to increased security that includes advanced admin tools and built-in compliance.
OneDrive for Business gives small- to medium-sized organisations access to enterprise-grade security they couldn’t otherwise afford. It also frees up operational resources for larger enterprises.
Nominated admins control capabilities like external sharing, offline sync and access control at a granular level and can audit activity and generate reports.
Although 72% of European businesses believe cloud providers fail to comply with data protection laws and regulations, Microsoft’s OneDrive for Business is compliant with world-class industry standards, including ISO 27001, EU Model clauses and more.
While 40% of IT executives shy away from cloud services due to security fears, OneDrive for Business has great potential for enhancing organisational security. Most importantly, OneDrive for Business users can forget stressing about security upgrades and focus more on their core business.
What are the Challenges of OneDrive for Business?
- The rumour is that Microsoft modifies files without an organisation’s permission. While it’s true that when files are synced a unique code is added, this is only because OneDrive for Business is powered by SharePoint. Microsoft officially explained that this makes files more useful and ‘preserves user experience.’ There remains concern that this unique code could make it possible to match files to a company or user’s account, should the file be unprotected.
- Mac users are still waiting for a OneDrive for Business client sync, which is rumoured to be released in March 2015. In the meantime, Mac owners can use the Microsoft Document Connection Application. While OneDrive for Business still performs well with other platforms, it was clearly built for Windows users.
Steps to implementing OneDrive for Business
- Before jumping in, determine which employees actually need OneDrive for Business. Staff who aren’t mobile, don’t create documents and/or don’t need to share files may not require an account, saving you the extra effort and expense.
- Try the standalone service for OneDrive for Business. Before getting locked in, complete a free trial here.
- Set up training before and after deployment for those unfamiliar with Microsoft products and cloud storage solutions. Educate staff on effective use of OneDrive for Business as well as potential risks and consequences. For example, if you choose to enable remote wiping, staff should be aware of how their devices will be affected.
- Establish support channels. Microsoft has a live support team, but you should also have designated staff on-site to help with minor hiccups after deployment.
OneDrive for Business can dissolve productivity roadblocks and unlock your organisation’s true potential. The collaborative capabilities and state-of-the-art security enable your organisation to maximise your workforce’s impact, eliminating obstacles standing between you and a successful future.