The world is becoming increasingly data-centric. In 2020, an estimated 64.2 zettabytes of data were created, consumed, and stored worldwide. By 2025 the global data sphere volume could surpass 180 zettabytes. We live in the data age, where information is the core ingredient in most business processes.
Data has become such a valuable asset that companies are willing to invest heavily in gathering and using as much data as possible. Some of the drivers of this enterprise data culture are:
- Data analytics (big data, business intelligence, data science, etc.)
- Advanced interconnectivity such as IoT, 5G, and business process automation
- The rise of remote, hybrid, and desk-less workplaces
- Growth of cloud computing
With so much data to track, managing data flow within an organization grows more complex. Your data sharing practices could determine how efficiently or safely the data is utilized. Let’s discuss how businesses share information and why old methods need to change:
Data sharing within a corporate environment
Employees, business leaders, and associates inevitably have to share data to communicate and collaborate. For instance, team members working on a joint project may have to share documents, media files, and database records, some of which might be sensitive. So, you must properly implement security into the overall data sharing culture. In addition to safety, here are more hallmarks of an effective data sharing channel:
- Inexpensive and easy to use
- Readily available and dependable
- Equipped with administrative control
- Able to handle different types of data
- Encourages transparency and accountability
- Fosters two-way exchange
- Empowers productivity
Most organizations use email as their primary communications tool. Email is a popular choice because it’s basically free, readily available on desktop and smartphone apps, and easy to learn. Unfortunately, email does not fit the bill for modern information sharing needs.
The problem with email
Let’s start with the big one—security. Emailing is a risky way of sharing information. For one, email accounts can get compromised through stolen credentials or hacks, exposing sensitive corporate data. Second, email is a popular cyberattack vector. Suppose your company shares all kinds of information via email. In that case, the employees are more likely to fall for email-based social engineering scams.
Another big problem with email is inefficiency. A typical office worker usually sends 40 emails and receives 121 emails daily. These emails rob quite a lot of the worker’s time—up to 15.5 hours of every workweek. In some situations, emails can be a distraction and hindrance to productivity. Plus, important information can easily get lost in the email clutter or end up in the wrong inbox, leading to confusion and even more time loss.
Alternatives to sharing data via email
Luckily, cloud-based solutions and data technologies have evolved and matured enough to take over data transfer from email. Modern enterprise collaboration tools such as Slack, Microsoft 365, and Trello (to mention a few) are far superior to email when sharing data in a workplace. You can even have a custom-build data sharing and communications platform built on VoIP and cloud technologies for your specific workplace. The point is, these options are virtually endless; it’s only a matter of finding out what works best for your business.
It may not be possible to ban email entirely from the work scene. But you can at least minimize the amount of information shared through emails, especially sensitive material. Switching from email to more robust data sharing solutions streamlines and secures the data flow, improving work efficiency and productivity.
However, with so many solutions and processes out there, it might be challenging to find one that suits your data transfer, governance, processing, and storage needs. That’s where KME Systems comes in. KME can provide professional insight and expertise on better ways of sharing data in your organization. Contact us today for more information on data-sharing solutions.
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