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Every now and again I get asked about favourite pieces of software that I use to boost productivity.  About two months back a close friend told me about Dropbox and I have to admit that I now can’t live without it.

So what is Dropbox? Well if you put your files into Dropbox on one of your computers, provided you have installed Dropbox on your other computers, then the file is instantly synced between your computers.  What that means is if I work on a client file on my desktop, the next time I turn on my laptop I can access the most current client file and make edits, which are instantly synced back to my home computer. I can also access the file online if I need to from a client’s computer.

So what? No more shuffling USBs, no more emailing versions to myself, no more sitting at an airport thinking “darn, I brought the wrong version of the file with me”.

Once you have yourself sorted, then the fun begins – you can grant access to individual files or folders to one or a number of people, and set the individual permission levels from read only to edit and delete.  For me it means my clients can now access drafts without having to email backwards & forwards or hassling with Yousendit or other programs (a much better option if we are at graphic design phase and need to work between client and designer).

Things you can do to really take it to the next level.

• Small teams can now access all corporate manuals and documentation using Dropbox from whatever computer they are using (which means always having the most current version of corporate policies and procedures).
• Remote workers or telecommuters can store their stuff centrally, no more stressing about the quality of home backup systems.
• People on extended leave can stay in touch with work projects.
• Use it to upload & share photos with your family while you are overseas (without the hassles of Facebook security/privacy).
• Teams can collaborate on drafts of documents.
• It covers you in case your house/business burns down (with all your computers & backups with it).
• Load your MYOB file into it so your accountant can work their magic without hogging your file or stopping you from invoicing.
• Use Dropbox with your Virtual Assistant to organise audio transcription or file editing.

Did I mention that the first 2GB is free and up to 100GB is available at negligible cost? Yes, it covers both Mac & Windows, and yes, they take your security seriously.  And no – I am not getting any kickbacks or even free space for this post – I consciously chose just to recommend it free and clear (it is that good).  So check out Dropbox for your business and you will very quickly be wondering how the heck did you live without it?

Ingrid Cliff

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Heart Harmony – Freelance Copywriter