Small businesses have so much to keep track of, from invoices to inventory to legal documents to customer email addresses. The list gets even longer depending on the type of business, locations, employees and market segment.
Thankfully, there is an efficient and secure way to store and retrieve those documents for your business: Dropbox. Dropbox is a file hosting cloud service, founded in 2007, allowing individuals and businesses to create a dedicated folder in which all users within a business can view the contents in that folder.
Dropbox works like this for small businesses: You get a "freemium" business account where everyone in your business gets a free account. You then get limited storage, 2 GB, but can get larger storage by paying a monthly fee. Also, Dropbox adds all the content in the folder to arrive at the total memory used. Then, everyone in the business can access all of the documents within that folder.
Here are some Ways Your Small Business Can Use Dropbox:
Share your media with clients, customers and suppliers.: Designs, drawings, photos, mock-ups and other illustrations can be stored and shared on Dropbox. You can create the drawing, email the interested parties. They can then view them at their own time so no large files need to be sent. Additionally, Dropbox keeps PDFs, photos, images and Word documents, of course. (Just make sure it's below 200G per day or you may get suspended from use for a while.)
Collection of faxes.: Dropbox now has "HelloFax" where every fax sent to your small business is sent to a special folder. No longer any need to run to the fax machine as Dropbox receives it, codes it and then sends it to the correct folder.
Mobile Dropbox App for Travel Itineraries: Frequent business travelers can share their travel itineraries with their colleagues. There is easy access to folders so everyone knows the location of the employee and when they will be returning.
Project Status can be accessed.: There are sometimes many steps to the completion of a business project. Using Dropbox, you can create a document with all the steps, then add a line at each step where the employee responsible for that step can initial it when it is completed. Additionally, all individuals involved can see the status of the project. Great method to meet deadlines and be efficient.
A recent poll by Emergent Technologies found that 74% of small businesses (companies with 50 or less employees) are now using cloud-based technology. Dropbox is just becoming a popular tool in small business success. To find out more, go to www.dropbox.com and sign up!