Collaboration benefits of real-time file synchronisation

This article appears in the AT Journal 148 published in Winter 2023 as 'Get collaborating: how real-time file synchronisation could help you work more closely with your team and clients'. It was written by Jimmy Tam, Chief Executive, Peer Software

[edit] Get collaborating: how real-time file synchronisation could help you work more closely with your team and clients

Design aesthetics, multiple test standards and changing construction materials - all can pose challenges to designers when it comes to choosing the right fall protection system.

Project failure. No matter what sector you are in, one of the main contributors is often a lack of effective collaboration. And on large-scale architecture projects, working efficiently with your team and your clients becomes an even more crucial factor. Whether it is developing CAD drawings with your distributed team, sharing designs with clients and local planning teams, or providing details to manufacturers, you need to be able to share ideas, be responsive and make changes quickly. But all too often, the systems used to store and share files have not been designed for real-time collaboration for distributed project teams. As a result, many of us waste time waiting for files to download, worry about sending files securely, and risk version control issues if you are unsure if the file you have is the most current version. As a file sharing expert, I am not here to share tips on how to collaborate, I will leave that to the team building gurus. Instead, I am going to offer some insight into how to get the conditions right. So that tech is not what’s getting in the way of you and your team creating amazing designs.

[edit] Better file sharing = improved collaboration

Getting file sharing right is a simple step towards better collaboration on your projects. It does not just eliminate frustration and worry. The knock-on effect could see you freeing up time to take on more ambitious work, be more innovative in your designs and strengthen relationships with your clients. All of which have an impact on your bottom line. Instead of getting stuck working on and sharing files by email, uploading and downloading from a cloud solution, or with an FTP solution, consider the alternatives. Over the 30 years I have been helping to develop file sharing solutions, there are three things I always encourage users to focus on.

[edit] Point one: Make it real-time

This is number one for me, and for a reason. Opting for a real-time file synchronisation solution with version control capabilities, where remote teams always have fast local access to the most current global project files, improves productivity and eliminates the need for unnecessary back-and-forth communication. Wherever you and your team are, you can work on content together as if you are in the same room. Also check that the solution you choose has robust versioning and backup features, so that you can easily restore files if they are accidentally deleted, overwritten, or corrupted with malware/ransomware.

[edit] Point two: Prioritise continuous availability

Not all real-time file sync solutions are made equal. For the best experience, make sure that you can access your files at all times, without planned or unplanned interruptions. The best enterprise file sharing and collaboration solutions incorporate a resilient storage infrastructure design across sites that can gracefully handle outages of a storage node in the distributed environment. As well as ensuring business continuity, you will also receive the benefits of balancing the workload across the distributed always on, always available systems.

[edit] Point three: Consider flexibility

Many real-time file sync solutions only work with particular vendor’s hardware. By selecting a solution that can create a file system that works across a heterogeneous mix of storage, you avoid vendor lock-in and are freer to choose the technology that fits your project goals and your budget. Look for a distributed file sharing and collaboration system that is designed to be compatible with different types of storage systems and consider the level of vendor or community support you need. Opt for well-established solutions for ongoing support, updates and compatibility with future storage technologies.

Collaboration is not just a buzzword. Working together, whether it is with your colleagues or your clients, is essential for the success of any project. And being able to do that seamlessly and in real time, gets you to a place where you can focus on creating and developing more of the very best and innovative designs. Without tech slowing you down.

--CIAT

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