It’s been nearly a year since the pandemic hit, and most of the world still rests in uncertainty about the future. Daily life has been greatly affected (at the time of this writing, working from the office in Belgium is still forbidden unless absolutely necessary). With the long-term impact and scale of the virus still unclear, governments have rightfully opted to prolong preventive measures. Social distancing, our most important weapon in the battle against the virus, has forced businesses, institutions and governments to search for alternative ways to keep daily operations going. Teleworking, which has seen an increase in popularity for several years now, has been the go-to option for those whose business models allow it. With offices empty and work being decentralized, the importance of clear, simple communication and collaboration becomes even more apparent. One thing is certain. During this pandemic decision makers in both the private and public sector have realized that the way our society perceives work has changed.
Improve your teleworking thanks to cloud collaboration
Luckily, there are tools perfectly suited to help us tackle both current and future challenges. In fact, an ever-increasing number of businesses have been making changes to their organizational structure to allow for efficient teleworking. Cloud collaboration is one such tool capable of bringing teleworking efficiency to the next level. Cloud collaboration, through the use of cloud computing, allows you to share and co-author computer files. Documents are uploaded to a central “cloud” for storage, allowing access by others. Cloud collaboration presents a new way of working, as users can upload, comment and collaborate on any document placed in the cloud. It is even possible to alter the documents themselves, effectively allowing multiple people to work on the same document simultaneously. Cloud collaboration opens the door for co-creation, completely flipping the script on traditional workflows. However, such a powerful tool can do more harm than good if handled improperly.
Communication is key
Of course letting people freely alter documents is a recipe for disaster, especially if those working together are all working from home. Communication can become a real issue and cloud collaboration can become a hindrance instead of a boon. As such, to truly harness the capabilities of cloud collaboration rules and restrictions are needed to guide users through the collaboration chaos. The advantages are twofold. These restrictions help keep an otherwise complicated process simple, and they help decision makers maintain oversight.
Co-creation is the name of the game
Here at 2imagine, our service was created with this in mind. Our in-browser editor allows users to collaborate on InDesign files in the cloud, without requiring any InDesign knowledge. For us, co-creation is the name of the game. We work together with our customers to better understand their needs, and provide a service that allows their organization to become simply efficient. The 2imagine solution is based on the use of templates that we create according to our customers wishes. These can then be used by employees to create and collaborate on documents. Rules and restrictions can be placed on the templates, allowing only certain aspects of the template to be altered. Aside from helping employees adhere to brand consistency, these restrictions serve to help those that are less tech-savvy. Restrictions are user-based, so decision makers can opt to give creative minds more freedom.
Fewer review cycles, more oversight
Maintaining oversight is one of the biggest challenges when teleworking. To tackle this challenge, the 2imagine solution includes an approval workflow system. Decision makers are able to assign tasks and documents to users. Additionally, before printing or sending out a document decision makers receive a notification for approval. Does the document contain a mistake or was something forgotten? No worries. Just add your comments and those assigned will be notified that revision is necessary.
In conclusion, businesses have been making the switch to cloud collaboration solutions for years, and the advent of COVID-19 has only served to speed up this process. Despite being such a powerful tool, cloud collaboration can be tricky to implement into an organizational structure in an efficient manner. Cloud collaboration on InDesign files is our speciality. Guiding organizations into this new age is something we have years of experience in. So, let’s work together and arm your organization for the future.
Interested in what 2imagine can mean for your organization? Don’t hesitate to contact us, or check out our blog for other insightful articles concerning cloud collaboration, print media and marketing!