How to increase productivity in the workplace with cloud storage

Whatever your industry, maintaining productivity in your organization is a high priority. You can accomplish more together when your people perform at their best and use resources efficiently. Investing in the right technology is one of the most impactful strategies you can use to increase workplace productivity. Technology solutions like cloud storage help your teams stay connected, improve collaboration, and move your organization forward.

Your people can accomplish more together when they leverage cloud technology

Cloud storage is an increasingly popular technology solution that allows teams to access documents and solve problems remotely. Did you know that worldwide spending on cloud storage services totaled $178 billion in 2021, a 37% increase from 2020? Implementing the cloud into your organization's processes may be the strategy you need to expand efficiency and productivity across your teams. Read on to learn how to use cloud storage to improve workplace productivity.

Effortless collaboration

Teams that collaborate effectively in the cloud are more efficient

Collaboration drives productivity and brings other benefits to the workplace. Teams that communicate effectively and quickly are more efficient and accomplish more in a shorter time. Collaboration also improves idea-sharing and engagement, helping your people solve problems more creatively.

The office used to be the focal point of workplace collaboration. Team members gathered at the same time every day to collaborate on problems and develop solutions. This method required all team members to be in the same location and have the same hours of availability.

In-person collaboration has its benefits, but it also limits innovation and prevents the growth of global teams. Cloud storage has widened the spaces where your teams can work on projects, giving your people more flexibility.

The use of collaboration tools rose 44% between 2019 and 2021

The ease of collaboration is one of the most significant advantages of cloud storage. Research shows a substantial increase in the use of collaboration tools in the workplace — a 44% rise between 2019 and 2021. Many of these tools are cloud-based. The cloud uses the internet, meaning organizations don’t have to install and maintain their own content storage equipment. Instead, any user with an internet-enabled device can access their organization's cloud content and files.

The cloud enables remote collaboration wherever your team members happen to be, giving your people more adaptability in where they choose to work.

Users can access and comment on project documents while traveling just as easily as they can in the main office. Members of your team can use their mobile phones to access and manage projects on the go or log in to the cloud from their laptops in a coffee shop. The cloud allows businesses and organizations to expand globally with the ability to hire people from all over the world who bring different experiences and perspectives to each project.

Cloud storage also allows businesses to collaborate with other organizations in their industry and beyond. The cloud's content hub creates a centralized location for anyone with access to log in, view, and edit files. Teams are empowered to work together across continents, countries, and cities. Cloud collaboration is truly a hotbed for innovation.

Easy and secure access

Data accessiibility gets team members the information they need and increases efficiency

Increased collaboration across teams requires data accessibility. It's time-consuming to search for poorly organized files, regardless of whether the data is located within physical files or on a hard drive. Workplace productivity goes down when your people have to hunt for elusive or mislabeled data.

Cloud storage minimizes time spent searching for content. It provides an accessible and user-friendly interface that produces lightning-fast search results so team members can quickly obtain the information they need. These cloud storage features simplify everyday processes, increasing your team's efficiency.

Ensuring the security of your organization's data is another top priority, whether you're in the public sector or the manufacturing industry. Cloud data storage isn't helpful if it's accessible to potential hackers. A remote team logging into the cloud instead of using on-premises servers needs robust cloud security solutions, especially since 85% of cloud technology executives worldwide cite security as the top challenge for cloud computing. Cloud storage solutions are designed with security controls to prevent cyber attacks and protect data in the cloud.

Effective collaboration demands robust security that grants the right people access. Cloud storage provides data security through advanced protocols that help organizations control the flow of their files in the cloud.

Data encryption and AI-powered threat detection help secure files in the cloud

Many cloud storage solutions use multi-factor authentication and device trust to keep the wrong people out of their content. Data encryption and artificial intelligence (AI)-powered threat detection help secure files in the cloud and prevent data leaks. Your organization can then minimize downtime and maintain productivity by avoiding things like ransomware and malware attacks.

Some security solutions offer strict access controls that sometimes slow productivity by hindering the approved flow of information. The right cloud solution for your team will balance high security with intelligent user access controls that don't slow down work. Cloud storage solutions offer permissioning roles and strong user authentication support that ensure your people have access to your organization's data.

Faster decision-making and problem-solving

Enable quick decision-making for your teams for the cloud

An essential part of productivity is the ability to make decisions quickly. Making informed choices allows your decision-makers to solve problems and move the enterprise forward.

Executives, team leaders, and other administrators need all relevant information readily available before they make decisions for your organization. When data and files are accessible and communication is seamless, decision-makers are empowered to make more informed choices faster. Speeding up the decision-making process could help your organization gain new contracts or clients and solve problems more quickly.

It takes time to manually locate and gather the information necessary for decision-making. On-premises setups typically store data in silos, giving decision-makers little insight into the work of other teams across the organization. Physical files are difficult to track down, scheduling meetings takes time, and getting everyone on the same page is challenging. Decision-makers may even need to physically walk to another department to locate the person responsible for some essential information. Many organizations turn to cloud storage for more efficient document tracking.

Use cloud collaboration tools to eliminate data silos and increase decision-maker insight

Cloud data storage enables every team across your organization to communicate in real time, from legal and HR to sales and marketing. The cloud gathers all your organization's documents in one location, placing digital copies of contracts, reports, and other files within reach of your entire team.

A central cloud-storage platform allows team members to communicate even when they're in different locations. Users can take notes, comment, and edit files in real time and simultaneously, making it easier for your people to work together on solutions and make decisions for your organization.

Cloud data storage also makes it easier to problem-solve across organizations. The cloud removes the need for people to be in the same place to communicate about issues and review documentation. Instead, multiple teams can locate and collaborate on documents in seconds from multiple locations, sharing essential information to make decisions about their partnership. The cloud also gets everyone in sync faster by providing a place for teams to assign tasks, organize files, and view live edits.

Greater flexibility

On-premises data servers require every team member to work from the office

Traditional companies required all their team members to work in one location — the office. The need for physical hardware and on-premises data servers meant every person on the team needed to be present in the office to get work done. Recent technological advances enable companies to transition to remote or hybrid workspaces — or at least give their teams greater flexibility.

Remote employees report that flexibility is key to their productivity. Much of that feeling concerns remote work's reduced commute time and greater work-hour flexibility, but technology is another critical factor.

Remote and hybrid workplaces rely on web-based workplace productivity tools to function. Technologies like video conferencing and cloud storage solutions enable team members to communicate from anywhere, sharing their projects and data to maintain productivity from anywhere in the world.

The cloud allows for greater schedule and workplace flexibility

Many businesses and organizations turn to the cloud to offer team members greater schedule and workplace flexibility. Cloud storage enables open communication between team members and facilitates real-time collaboration, whether in the office or on the go. The cloud also gives administrators greater insight into daily operations without requiring them to be in the same place.

Cloud storage lets organizations hire highly skilled team members from around the globe. People have the freedom to work as they travel, work from home, or switch between home and the office.

With the cloud, your team members can share documents, work on projects, and collaborate wherever they are. Cloud storage also enables communication from any device, so your people can view document edits and make comments from their desktops or mobile devices. That flexibility can lead to a boost in productivity, as your team members can quickly answer questions when they're away from their desks by accessing the cloud on their phones.

Simplify workflows

Cloud-based automation frees up your team from time-consuming manual processes

Improving operational simplicity is vital to achieving workplace productivity. Inefficient workflows often mean your people have to communicate with others about minor issues or manually perform tasks like data entry, creating reminders, and assigning work.

Manual processes are time-consuming. Team members who use unoptimized workflows spend more time switching between tasks, communicating about projects, and entering data into databases. The cloud simplifies these processes and many others, boosting efficiency across your teams.

Cloud storage streamlines data retrieval and collaboration by organizing and storing documents in a user-friendly platform. Information accessibility cuts down on time spent searching for files, putting everything your teams need to be productive within their reach. Consolidating every document and file into one cloud storage environment reduces the number of software, tools, and other processes your people need to perform. Cloud storage does it all, from document signatures to data analysis.

Consolidate data in one cloud storage environment to simplify operations

Organizations considering how to manage cloud storage can also look for workflow automation. Repeatable, basic tasks usually aren't the best use of team members' time. Automation is one of the most effective workplace productivity tools, streamlining all sorts of processes so your team can focus on more essential tasks. Automation also frees up mental space and reduces multitasking so people can do valuable, deep work on your organization's projects.

Some cloud storage solutions enable the automation of all sorts of content-based processes for every department. HR can automate document signing and other onboarding tasks, while sales teams can use automation to generate contracts for new clients. Marketing departments can automate steps in the content review process. And administrators can use automation to improve visibility into daily tasks and track project progress.

Enabling your people to automate some of their repeatable tasks allows them to focus on the big picture of their work.

Less work for IT

Free up your IT department to work on tasks unique to your organization with the cloud

An on-premises data storage solution requires significant work from an organization's IT team. The IT department is responsible for managing and maintaining data servers, replacing parts, and handling any security or efficiency issues. IT teams using the cloud can spend more time on tasks that are unique to your organization and less on system management. The cloud takes many IT tasks off your team's to-do list, reducing their responsibilities and freeing them to direct their focus to other projects.

Cloud storage offers a solution to many IT woes. The cloud consolidates all files into a single service, streamlining the number of technologies and services teams use across your organization. Getting rid of unnecessary or redundant services enables IT teams to solve issues faster since they only need to deal with a single cloud storage service.

Using the cloud also reduces your IT team's workload by placing all of your content in a single accessible location. These IT team members can then put their mental energy into more profitable work instead.

The cloud eliminates the need for physical infrastructure to boost your IT team's productivity

Cloud storage eliminates physical IT infrastructure and the challenges it can bring. The cloud is entirely web-based, reducing the need for IT professionals to run internal data storage architecture. The cloud also eliminates the difficulties often associated with physical IT infrastructure, like purchasing, maintaining, or replacing hardware. Your cloud storage solution provider handles infrastructure issues instead.

The freedom to use their expertise on more valuable IT tasks allows your IT team members to significantly increase their productivity. Gone are IT time-wasters — cloud storage empowers IT teams to do more.

Increase worker satisfaction

Worker engagement and satisfaction are essential to workplace productivity. Team members who feel supported at their workplaces, motivated to accomplish tasks, and satisfied with their daily operations are more likely to be productive and achieve more.

A poll of workers from around the world found many benefits of working remotely, including greater freedom with the person's time, work location, place of residence, and finances. Cloud storage is an excellent way to support remote, hybrid, and traveling team members and increase their satisfaction with your organization.

Cloud services make a difference in worker satisfaction. The cloud streamlines many work processes through automation and by centralizing documents, cutting down on inefficient operations. Your team members are free to structure their workdays optimally since they no longer have to spend time on tedious tasks. The cloud also simplifies workflows and enables real-time remote collaboration, improving teams' satisfaction by giving them more flexibility.

Improve worker satisfaction by streamlining work processes through cloud-based automation tools

Be aware of potential remote work challenges if you're implementing these changes. Some of the struggles for remote workers include poor access to IT support, having to log in to multiple services, and dealing with complex user authentication processes. An effective cloud storage solution simplifies logins while maintaining security and frees IT teams to spend more time helping users with their problems.

Discover the power of the Content Cloud

With a single secure platform for all your content, Box enables you to manage the entire content lifecycle: file creation, co-editing, sharing, e-signature, classification, retention, and so much more. We make it easy for you to collaborate on content with anyone, both inside and outside your organization. Frictionless, enterprise-grade security and compliance are built into our DNA, so you get total peace of mind that your content is protected. And with 1,500+ seamless integrations — as well as a range of native capabilities, like Box Sign — the Content Cloud provides a single content layer that ensures your teams can work the way they want.

The Content Cloud is a game changer for the entire organization, streamlining workflows and boosting productivity across every team. Contact us today and explore what you can do with Box.

See how Box can boost your team's productivity

**While we maintain our steadfast commitment to offering products and services with best-in-class privacy, security, and compliance, the information provided in this blogpost is not intended to constitute legal advice. We strongly encourage prospective and current customers to perform their own due diligence when assessing compliance with applicable laws.