While construction companies are great at building things, many find organizing their filing system and paperwork to be a common pain point. Because the construction industry is traditionally paper-intensive, this pain point can lead to piles of documents sitting in storage facilities, missing documentation, and incomplete records.
Most construction companies now have to embrace cloud file management systems to address these issues and scale their business. Cloud file management systems have become the cornerstone for construction firms looking to scale, thanks to their mobility, security, and ability to save time, money, and resources by increasing efficiency, improving productivity, and ensuring compliance.
This blog post will discuss cloud file management and the value of cloud file management tools for industry professionals in design, architecture, real estate, and construction.
What Is A Cloud File Management System?
A cloud file management system is software that allows you to store and manage your files on the cloud. This software makes it easier to upload, download and share your files with anyone worldwide.
Today, it’s not unusual for people to store their data in the cloud. But, if you want to share those files with others, you’ll need a cloud file management system. A cloud file management system lets you upload your files to a server, where you can easily share them with other users.
There are various types of cloud file management systems available today. Some of these include:
- Google Drive
This Google offering is excellent for sharing construction documents and files between different departments and teams, with their basic plan offering 100GB of storage space.
- Dropbox
Dropbox offers personal and business plans for its users, starting at 100GB of storage and could go up to 1TB of storage space. There’s a free version that only gives you 2GB of storage space, which may not be enough if you’re planning on storing large files like videos or photos on Dropbox.
- Microsoft OneDrive
Microsoft offers 1TB of cloud storage space as part of its Office 365 subscription plan or 5GB free when you sign up for a free trial account.
However, this option only works if you’re already using other Microsoft products such as Word, Excel, and PowerPoint. If not, you’ll have to buy extra licenses from Microsoft separately.
Why Do You Need A Cloud-based Solution for Construction Companies?
There are many benefits of implementing a cloud-based solution for your construction company. Some advantages of a cloud file management system are:
- Cuts down your expenditure and saves money
A cloud-based solution can reduce the costs of running your business and make it easier for you to manage everything from anywhere. Thanks to the increased collaboration brought about by this system, you don’t have to invest in expensive hardware and software, hire more employees, or spend time on maintenance tasks.
- Convenience
Cloud solutions are also convenient for your employees because they can work from anywhere and access information from any device. You can also make sure that everyone is working on the same version of the same document at all times with real-time collaboration tools, making it easy for everyone to stay current with their projects at any time of day or night.
- Allows you to scale
With cloud file management, you can quickly scale up whenever you want. You can always meet your needs during rush seasons, or unexpected business picks without getting into new contracts or making other costly commitments upfront.
But how exactly can cloud solutions help you scale your construction company?
How Cloud File Management Can Help Scale Your Construction Company
Cloud file management systems can help you to scale your construction business by providing the following benefits:
Increased productivity
Cloud storage helps increase your business’s productivity by allowing users to access data anywhere on any device. For example, with cloud storage, workers can share files as soon as they’re created without waiting for meetings or internal mail systems.
Better security
Cloud storage offers a more secure environment than traditional methods of storing and accessing data. Information stored in the cloud can be accessed remotely by authorized users and backed up automatically in case of a disaster on-site or at home, preventing data loss.
As everything today is done online, there has been mounting concern about data loss to hackers and phishing. The cloud file management system protects your construction business from data loss because it allows you to encrypt data before uploading.
Consequently, it becomes harder for hackers or unauthorized users to access information stored through the cloud file management system.
Faster response times
With cloud file management, customers can receive instant responses to requests or inquiries because there is no need for physical copies of documents such as drawings and plans. All you have to do is provide your clients with access permissions for them to log in and communicate with your team online in real-time!
Unlimited storage space
Cloud file management systems offer unlimited file storage space, so you’ll never run out of room for new documents in your account. You’re always ready to bring more clients onboard when the need arises without worrying about storage.
Accessibility
Seamless file sharing between different departments and teams is essential in streamlining service delivery in the construction business. However, managing files between multiple locations and devices can be a challenge.
A cloud file management system addresses this problem by allowing you to easily access your files in a central location from anywhere, on any device, and in multiple formats. It also lets you use offline storage options that are more secure than local hard drives or USB drives.
Eliminate Downtime
Cloud file management ensures that if one system has a problem within your construction firm, all the others will continue functioning without downtime or loss of service.
If you have multiple offices across different countries or states, having an offsite backup can ensure continuity even if there’s an unexpected communication disruption between them due to natural disasters or incidents which knock out local power supplies.
Conclusion
Cloud-based file management systems can help construction companies work more efficiently and easily share files. A good solution will allow you to access your data from anywhere while maintaining control over who has access to specific files.
With increased control over your data, enhanced security, better accessibility, and reduced downtime, it becomes easier for your construction company to scale without worrying about rising costs and hiring more staff. Looking to set up a cloud solution to help scale your construction company? Contact our experts at MSG today to get started!
