Keep your docs, email, calendar, and contact info updated wherever you are
These days, conducting business successfully involves the efficient use of technology. This can be achieved easily through utilizing mobiles devices to their full potential and maintaining mobility to be able to work anywhere at anytime. True mobility in the digital age means having access to critical information no matter where you are or what device you are using ie. iPhone, Android, iPad, tablet, computer. In order to harness the benefits of mobile technology it is necessary to have a syncing solution or strategy to make sure you always have the files, contacts, emails, and calendars that you need available any time you need them.
What Do You Need to Sync Your Files?
Before you start downloading a bunch of cloud apps that you may or may not use, take a second to assess your needs. For example, if you mostly work at home, and you attend relatively minimal meetings and networking functions, you might not need to sync your calendar across multiple devices. If you are a writer or artist, you might want a way to log your constant stream of ideas via multiple devices. If you are working with a group on a joint project, you may need to share a variety of documents real time with your colleagues.
Another key point to understand before deciding which platforms you will need to share data are, what types of data you need to share. For example, you may have a WiFi™only iPad 2 that you use exclusively as an email and Web-browsing tool; you do not really need to access your work data with it, though you may use it sometimes as a note-taking tool.
If you work in a corporate environment, you may have to take your company’s IT policies into consideration. Your IT managers may have guidelines as to what kind of information the company wants living in the cloud versus on its own servers. Make sure to inquire about rules and regulations set by your IT department if you think you may want to share potentially sensitive or proprietary information across devices or platforms.
The bottom line is that your integration needs will be different depending on what you do, how you work, how much you travel and which platforms or devices you use.
Here are a few ways to keep your email, documents, address book, and files updated and available wherever you go:
Web Apps and Desktop Software for File Synchronization
File syncing software gives you the ability to work on a document on one computer and then moments later you will be able to log onto another device (laptop or smartphone, for example) and continue working on that document where you left off.
No more emailing your self or having to manually copy files over a network! There are two types of file syncing software:
Cloud-based syncing services: Web apps that synchronize folder(s) between your devices while also saving a copy of the shared folder online or “in the cloud”. Changes made to files in in the cloud or online, gets updated automatically from one device to another. These cloud-based apps allow you to enable file sharing, use a mobile phone to access the files, and — on some apps — open the files on the web. Here are three examples:
- Apple’s MobileMe
- Microsoft’s Live Mesh
Desktop applications: These applications allow you to synchronize files locally or over a private network. This is particularly useful if you are not comfortable storing your files online. Shareware and freeware file syncing applications include:
- Microsoft’s SyncToy
These desktop applications also offer more robust options for file syncing suck as keeping multiple versions of replaced files, setting a schedule for syncing, compressing or encrypting files, etc. These programs also usually allow you to sync your data with external drives, FTP sites, and servers.
These days though you can assume that cloud-based apps for syncing provides ample security for any of your specific needs. The cloud apps today include dozens of critical security features. They are designed specifically to keep your data safe, secure, and also give you full control over your data. The cloud apps provide tools that enable you to conveniently control your data, including who you share it with and how you share it. Most of these apps have data center networks that provide exceptional security and provide reliable access to your data, 24x7x365.25.
Benefits of Cloud Apps
- Your work is always backed up:
All your critical data is automatically backed up on cloud servers, so when accidents occur, ie your computer crashes, or gets stolen – you can be up and running again in seconds working on the same files right where you left off.
- Easy data management:
You can use apps and easy-to-use tools to manage things like users, documents and services, and keep track data.
- Security and reliability:
Data centers for cloud applications are designed and built with high security and robust disaster recovery. This reduces the number of potentially exploitable vulnerabilities.
- Strong encryption and authentication:
Most cloud apps also offer an extra layer of security with additional authentication. This greatly reduces the risk of hackers stealing usernames and passwords. Also, browser sessions are automatically encrypted with SSL for cloud apps users. This feature does away with the need for VPNs and other expensive, cumbersome hardware infrastructure. This helps protect your data as it travels between your browser and the data centers.