Having observed a notable increase in Modern Collaboration projects we’ve been delivering here at Insentra, I thought it would be valuable to share some insights and observations from our project delivery.
So, what exactly is Modern Collaboration? This term, coined by Microsoft, refers to its suite of cloud-first products designed to boost productivity for knowledge workers. The idea is to transition from a traditional workplace to a more dynamic workspace. A workplace typically involves going to an office or coworking space to get work done, whereas a workspace embraces the flexibility of modern technology, allowing work to be done from virtually anywhere. This evolution reflects the changing landscape of technology and perspectives about productivity and where work gets done.
On that note, let me ask you this: On average, how many emails do you exchange with co-workers and customers every day? And how much time do you usually spend briefing your team on goals or progress? If these questions make you cringe, it might be time to consider upgrading your collaboration tools.
Effective communication is the cornerstone of successful collaboration. From instant messaging to video conferencing tools, there are numerous options available that facilitate seamless team collaboration. At Insentra, we’ve observed a growing trend among organisations moving towards adopting Modern Collaboration tools within the Microsoft suite of products, such as Teams, SharePoint, and OneDrive for Business.
Modern Collaboration spans everything from communication to project management, offering a plethora of options. New online collaboration tools are constantly emerging, while existing ones are continuously enhancing their features and functionality. Some companies even thrive by adopting a collaborative management structure.
As a Project Manager deeply ingrained in the Microsoft suite of tools, I can attest to the transformative power of shifting away from traditional email attachments towards a link-based approach within Teams, SharePoint, and OneDrive. This isn’t just about convenience; it’s about fundamentally enhancing security, control, and efficiency in our daily work.
With the increasing emphasis on Modern Collaboration, I’d like to share my top ten reasons why it’s more beneficial to stop sending email attachments and use links instead, leveraging modern collaboration tools:
- Loss of confidentiality: Once information is shared as an attachment, you lose control over its distribution. By using collaboration tools with shared links, you can implement robust control measures, including access permissions and expiry dates, to mitigate this risk.
- Increased security risk: Shared files as attachments are more vulnerable to threats as they can be copied, downloaded, and distributed elsewhere without oversight. Collaboration tools provide better security measures through centralised storage and auditing capabilities.
- Email lasts forever: Attachments remain in the recipient’s inbox indefinitely, potentially posing a long-term risk of exposure, especially for sensitive information. Links to documents stored in managed platforms reduce this exposure.
- Sending to wrong person: Mistakenly sending attachments to the wrong person can have serious consequences. With links, you can often revoke access or modify permissions even after the link has been shared.
- Large files: Email systems frequently block large attachments, causing delays and inconvenience. SharePoint and OneDrive seamlessly handle large files, allowing you to share links without size limitations.
- Recipients need to download: Attachments require recipients to download them, which can be cumbersome, consume local storage, and create multiple versions. Links allow for direct viewing and editing in the cloud.
- Blacklisted email addresses: Sending large volumes of attachments can result in your email address being blacklisted, impacting your deliverability. Sharing links bypasses this issue entirely.
- Multiple versions: Multiple versions of the same document can be created when attachments are edited and circulated, leading to confusion and version control nightmares. Modern collaboration tools ensure a single source of truth with version history readily available.
- Forgotten attachments: Users often forget to attach files, causing delays and miscommunication. When the default is to share links from a central repository, this common error is significantly reduced.
- Tracking difficulty: It’s challenging to track how recipients interact with an attached file, such as whether they have read or edited it. SharePoint and OneDrive offer robust tracking and auditing features, providing insights into document activity.
I hope these insights help you understand the profound benefits of adopting Modern Collaboration tools and the critical shift from attachments to links within the Microsoft ecosystem. This move is not just a technical change; it’s a cultural one that drives greater efficiency, security, and true collaboration.
