Lauren Suggett is Product Marketing Manager at Nitro. She is a Southern California native and had never used a real PDF editor before working at Nitro. You can find her demanding free samples in the cheese section at your local grocery store.
Cloud-based file sharing services are gaining traction in the business world, with companies like Dropbox, Digital Pigeon and Box (and even Nitro!) optimizing and selling their solutions for use within teams.
However, a study by Harris Interactive found that an astounding 92% of knowledge workers are still using email to send documents back and forth during collaboration and review processes.
Outside of simply being inefficient, sharing documents via email opens the door for many issues, from the risk of sharing sensitive information with the wrong party to the likelihood that at some point, someone will share an outdated version of a document and set everyone involved back more than a few paces.
We at Nitro think utilizing smart, cloud-based sharing and storage services is a better, more productive way to work. So today, we’re giving our top three reasons to stop sharing your documents via email.
Reason 1: Nothing is trackable
When we share a document, it’s important to know that the necessary information has reached its destination. If a file is large, there’s always the chance that the email it’s attached to won’t make it to the recipient’s inbox. But let’s say your email and attachments are delivered – did the recipient ever look at them? Following up with a call is definitely an option, but it requires time and effort on your end.
Reason 2: Accessibility is limited
As much as we try to prevent it, teams sometimes end up working in silos. Email is a perpetuator of this, as there’s no visibility into the email activity of individual team members. When an important document is emailed to one person, they become the gatekeeper of the file since nobody else has access to their email account. It’s up to that person to either forward the document along or save it in a public place. But many employees are in the habit of storing documents as they receive them – as email attachments – therefore narrowing accessibility significantly.
Reason 3: Email inboxes can be black holes
There are 108.7 billion business emails sent and received every day around the world – a number that promises to jump to 139.4 billion by 2018. Though not all of these emails have documents attached to them, a solid number do – on average, knowledge workers receive six email attachments every day. Do you want to be contributing to the email overload epidemic? More importantly, do you want your business-critical file lost in the flurry of someone else’s out-of-control inbox?
Though email was once the most efficient way to share your documents, there are now far more effective ways that even offer added benefits. For example, using a document collection software service allows direct communication between co-workers on what needs to be uploaded and shared in one place. Your documents will never be lost, or be late, again. Businesses that are still sharing files via email are missing out on the opportunity to automate, secure, and closely track processes that used to be manual, and are consequently unable to optimize the employee productivity.